When to Make a Reservation
When planning your event, you need to discuss your needs with
the Event Management staff to ensure that we can accommodate
your needs. It is very difficult and time consuming to plan
the facilities around the event. Depending on the nature of
the event, reservations for space may be made up to one year
in advance. Reservations for the main large venues; (Alumni
Hall, Auditorium, Heritage Hall, and Room 302) should be made
a minimum of three weeks in advance of the event. (Three weeks
are needed to allow for a tentative confirmation form to be
signed and returned with setup needs). Setups must be made 2 weeks
prior to the event to ensure that adequate staffing is available
for the setup. Standard meeting rooms without special needs
can be reserved on a shorter timeline.
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How to Reserve Space
First check the Event Calendar
to see if a room is available on the date you are requesting.
Please note: The calendar is updated every 4 hours, so there
may be other request submitted ahead of yours. Complete and
submit an online "Request for HUB-Robeson Space" Form
or stop by the HUB-Robeson Event Management Office, 125 HUB-Robeson
Center to fill out a request form.
The following information is needed at the time of booking your reservation:
Student organization/Department name
Authorized requester's name, mailing address, phone, and e-mail address
Contact person's name (Person in charge of the event)
Date(s) of event
Anticipated attendance
Start and end time of the event
Pre-access and post access time
Type of space requested
Title and description of the event
Answer the three questions concerning event content
Whether food is to be served, and by whom
Read policies, then indicate whether you agree or disagree then submit
Once your request has been approved, you will receive a confirmation
via email. The confirmation will show reservation status of
confirmed or tentative. If your request is a tentative status,
you will need to come in to the Event Management Office to meet
with the Event Planner to finalize requirements for setup, audiovisual,
special permission, and any additional needs, i.e. (extension
cords, easels, flip charts, etc)
If you require special permission for your event, the Event
Planner will review the procedures for obtaining permission,
and give you a copy of the forms to be completed.
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Confirmation Process
After your reservation has been made, you will be sent a confirmation
that has been assigned a reservation number. If you need to
contact us again after reserving and making arrangements for
special needs, it would be helpful and speed the process for
you to use your reservation number.
Once your request has been approved, you will receive a confirmation
via email followed up by a hard copy sent to the authorized
requester. For student organizations, your hard copy will be
available in Room 125 HUB-Robeson for pickup. The confirmation
will show reservation status of "Confirmed"
or "Tentative". If your
confirmation is in tentative status, you will need to come in
to the Event Management Office to meet with the Event Planner
to finalize requirements for setup, audiovisual, special permission,
and any additional needs, i.e. (extension cords, easels, flip
charts, etc) Please not: Setup must be completed
2 weeks prior to your event. Failure to do so can result in
the cancellation of your reservation and a cancellation fee
of $75.00.
You will not receive a "Confirmed reservation"
until we have all of the needed set-up information and needed
forms for special approvals. If we do not have all the needed
information by the date indicated on your reservation your space
could be cancelled and booked to another organization.
Once you receive your "Confirmed"
status, please check it to verify that all details are as you
requested. Sign it and return it to the Event Management Office,
125 HUB-Robeson Center.
If you have requested space for an event that does not use the
existing setup in the room you requested, you will need to discuss
set-up needs with the reservationist. This must be done at least
2 weeks in advance of your event, or special set-up arrangements
may not be available on the day of your event. You will receive
a floor plan of the room with a diagram of the set-up requested.
Due to the volume of special requests for set-up, the HUB-Robeson
Center reserves the right to charge for overtime.
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Internet & Video Projection Needs
Special arrangements for internet connections and computer connections
to video projectors must be made 2 weeks prior to the event
to ensure that ample time is available to connect, configure,
and test equipment. Special set-up arrangements may not be available
on the day of your event, the HUB-Robeson reserves the right
to refuse the request.
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Cancellations or Charges
If you need to alter or cancel your reservations, please see
the Reservationist as soon as possible. Changes or cancellations
with less than 48 hour notice may result in charges. When you
cancel an event you will be asked to so note on your confirmation
form that you wish to cancel the event. You will be asked to
sign and date the request.
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Day of Event
On the day of your event, come to the HUB-Robeson Information
Desk on the first floor and identify yourself to the staff.
They will contact a person from our Technical staff to unlock
the door for you. If your event is one of the small meeting
rooms on the second (2nd) or third (3rd) floor the room in most
cases will already be unlocked.
We will attempt to provide all requested services within the
time and physical capabilities of our staff and facilities.
We value you and want to facilitate your plans for a successful
event in the HUB-Robeson Center. The success of your event depends
on both of us.
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Non-University Speakers
If you expect to feature a speaker who is not a member of the Penn State community, you will need to complete paperwork regarding the presence of that speaker.
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Performing Artists
If you expect to feature a performance by an artist-musician, dance troupe,
actor/actress, disc jockey, distinguished speaker or any other type of
entertainment, you will need to complete a contract for the artist.
The University must co-sign all agreements with artists.
Student Organization contract office is located in Room 241 HUB-Robeson Center
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Scheduling use of HUB-Robeson Lawn for Events
Any lawn event requires special planning in terms of access to electricity,
parking, crowd control and cleanup. You will be asked to verify your plans for events
taking place on the lawn through use of an "Event Registration Form".
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