Penn Engineering Events
Resources
Event Planning and Room Reservations
Penn Engineering provides event and meeting space for academic conferences, receptions, meetings, and other School-related events. The SEAS-Space department manages spaces where students, faculty, and staff gather for social and educational activities that support the mission of Penn Engineering.
See below for more information on how to request space whether you are a student, faculty or staff member, or someone outside our organization.
Quick Links
Reservation Process
Scheduling Priorities
Penn Engineering spaces are scheduled according to the following priorities:
- Academic courses and examinations
- Faculty recruitment seminars
- Traditional University and school-wide events
- TA office hours
- Other Penn Engineering-affiliated events
Traditional University events include New Student Orientation, Family Weekend, Homecoming, Alumni Weekend, Commencement, and Dean’s Office-sponsored events.
Important Scheduling Restrictions
- Classrooms and auditoriums may be unavailable for reservation until the semester’s academic schedule is finalized.
- Classrooms cannot be scheduled for special events during examination periods until the exam schedule is finalized.
- Engineering-affiliated events take priority over non-Engineering requests.
- Reservations are approved for one semester only and do not automatically carry over.
- SEAS-Space may change or cancel a reservation when necessary to meet educational, research, or other institutional needs.
How to Reserve Space
- For course scheduling: Contact the Engineering Registrar at registrar@engineering.upenn.ed
u. - For meetings and events: Submit a request through Resource Scheduler.
- Need help using Resource Scheduler? View the Resource Scheduler training materials.
Academic Scheduling Time Fence
During academic scheduling, classrooms and auditoriums may have a “time fence” that prevents users from submitting requests. If you need to inquire about space during this period, contact seasspc@engineering.upenn,edu.
Semester Renewals
Reservations may be made for one semester at a time. A new request must be submitted each semester.
How to Request Space
- View room availability in Resource Scheduler.
- Complete the Engineering Student Reservation Request Form.
- Student Life reviews the request.
- The appropriate space manager reviews the request.
- If both approvals are granted, the space manager adds the reservation to Resource Scheduler.
- The student receives confirmation that the reservation is finalized.
A request should not be considered confirmed until both approvals have been completed.
Student Organization Eligibility
Student organizations must be formally registered with:
- ESAC for undergraduate organizations
- GSEG for graduate organizations
TA Office Hours
TAs should use the office-hours form provided by their academic department. Do not submit a general student reservation request for TA office hours.
Planning Deadlines
| Type of request | Recommended lead time |
|---|---|
| Standard meeting or event | At least two weeks |
| Large or complex event | At least one month |
| Event involving minors or alcohol | At least one month |
| Request submitted fewer than two business days in advance | May be denied |
Penn-Affiliated Requestor
Individuals and groups outside Penn Engineering may contact seasspc@seas.upenn.edu to inquire about availability. Because Engineering spaces are in high demand, approval is not guaranteed.
Organizations Outside the University
Organizations that are not affiliated with the University of Pennsylvania should contact: University Hospitality Services
Spaces Not Scheduled by SEAS-Space
SEAS-Space does not schedule:
- Towne 303, 305, 307, 309, 311, 315, and 319
- Moore 212 and 216
The requestor is responsible for submitting the request to the appropriate University office.
| Type of use | Where to submit the request |
| Midterm exams, review sessions, academic departmental meetings | Office of the University Registrar through the Infosilem Campus Portal |
| Special events | University Life Space and Events through the Special Events Scheduling form |
To reserve a Penn Engineering Group Study Room (GSR), visit the GSR Reservations webpage.
GSRs are available exclusively to Penn Engineering students, faculty, and staff. Students from other Penn schools—including those taking an Engineering course—are not eligible to reserve these rooms.
Other Penn students may reserve study rooms at Van Pelt Library.
In compliance with Pennsylvania’s Liquor Control Law, alcohol must be served in a controlled manner and not freely accessible. No one under the age of 21 or visibly intoxicated may be served. Alcohol must not leave the confines of the event.
ll event organizers and/or hosts should read and be familiar with the complete University Drug and Alcohol Policy, which can be found here.
Note that additional charges for security and bartenders may be incurred for events serving alcohol. The amount required is at the discretion of SEAS-Space.
A/V technology in event and classroom spaces is intended to be operated by the event contact person. Pre-event training is available at no charge, and it is strongly recommended. Help during an event is available 9am-6pm M-F via a phone call to CETS: 215-898-4707. If an on-site technician is required for an event, contact cets@engineering.upenn.edu 7 business days prior to your event for availability.
Bus drivers are responsible for securing offsite parking as needed.
While there are no designated bus drop-off zones near Penn Engineering, potential options include the Septa bus stops located on 33rd Street between Walnut and Spruce Streets for the main complex.
SEAS-Space reserves the right to determine arrival and departure dates/times of any entity that requires dock usage for an event.
Due to a lack of storage space, deliveries should arrive and be removed on the same day as the event during your confirmed space reservation time frame. Any deliveries that need to arrive and/or depart the Engineering complex on any day other than the day of the event should be clearly relayed to SEAS-Space no later than one week in advance. Any deliveries that need to arrive and/or depart the Engineering complex outside of normal business hours (M-F 8a-5p) should also be relayed to SEAS-Space no later than one week in advance.
SEAS-Space has a limited number of tables, chairs and easels that are available for event usage. These include: 6’x30” rectangular tables, 60” round tables (that fit 8 chairs), 32” high top tables, standard banquet chairs, easels, and coat racks.
SEAS-Space does not own: linens, bar stools, poster boards, risers, or rope and stanchion.
The School’s equipment inventory cannot be used outside the confines of Engineering’s real estate premises.
Depending on the needs of a given event, event furniture equipment may need to be rented from an approved third party vendor or through your caterer. If you are unable to get rental equipment from your caterer, SEAS-Space will procure it and arrange for set-up/breakdown labor at a charge to the event. All rental needs must be relayed at least two weeks in advance, though it is highly recommended to provide greater notice, especially for large events and those occurring during busy periods of the year.
Food and drink is prohibited to be served in classrooms and auditoriums:
- Berger Auditorium, Heilmeier Hall, Wu and Chen Auditorium
- Towne 217, Towne 327, Towne 337
- Towne 303-319; Moore 212 and 216
- AGH Auditorium, 105AB, 203, 214, 216AB, 306
Spaces where food and drink are allowed to be served include:
- Raisler Lounge, Greenberg Lounge
- Quain Courtyard, Towne West Lawn
- AGH Galleria, Levine Lobby and Mezzanine, Singh Galleria, Skirkanich lobbies, Towne Hallways
- Singh Forum
- Conference Rooms
Please Note:
- The event contact is responsible for removing all food items and discarding all trash in the appropriate receptacles at the end of their event.
- The event contact is responsible for contacting caterers directly and handling all catering arrangements.
- The event contact is responsible for meeting the caterer for setup of the event and to make sure the caterer removes all equipment post-event. If the caterer does not have access to an Engineering building, it is the event contact’s responsibility to meet them.
- There is an approved caterer list for the Singh Center and Amy Gutmann Hall for any events requiring catering staff to be on-site. Please reach out to SEAS-Space for further information.
Housekeeping coverage may be required based on: type of food, number of people, location where the food is being served, and whether alcohol will be present.
Housekeeping charges must meet a 2 or 4 hour minimum depending on SEAS-Space’s assessment of the event and housekeeping staff availability. Additional housekeeping coverage may be deemed necessary at the discretion of SEAS-Space depending on event volume and the School’s needs.
Security coverage is required for all events that request to unlock any exterior door and/or is a non-Engineering event where attendees cannot access the building.
Security may be required if the event has alcohol, minors, or has a large number of attendees. Additional Security coverage may be deemed necessary at the discretion of SEAS-Space depending on event circumstances and the School’s needs.
All security needs must be relayed no later than two weeks in advance of the event.
Please alert SEAS-Space to any high profile VIPs who could be attending your event.
Signage tack strips are located in various locations in the Engineering complex:
- GRW (5th floor lounge space)
- Levine (5th and 6th floor corridor outside the men’s restroom)
- Towne
- Towne 1st floor outside of Towne 100, outside the restrooms next to room 163 and Towne West Entrance
- Towne 2nd floor outside of rooms 212, 214, 225, 226A, across from 229 and outside of 280
- Towne mezzanine next to north stairwell and across from M62
- Towne 3rd floor outside of rooms 303, 305, 311, 313, 315, 317, 319, 321 and 364 rear door
- Skirkanich (2nd, 3rd, 4th and 5th floors outside the restrooms)
Event signage may be affixed at these locations. Signage may also be displayed using tripod easels. Event signage is not permitted to be affixed to any other surfaces within the Engineering complex including, but not limited to: doors, walls, elevators or bathroom stalls. All event signage must be removed at the conclusion of the event by the event contact.
The University’s Poster Policy can be found at https://catalog.upenn.edu/pennbook/poster-policy/.
Visitor Information
Visitors attending events at Penn Engineering can browse a map of the Engineering complex, or access the University’s website, which provides extensive information for visitors on several related topics, such as transportation and parking, directions and accommodations.