Room Reservation Policy

NOTE: Student organizations can begin requesting room reservations on February 1, 2022.

New College House West residents have full access to Common Rooms (music practice rooms, group study rooms, club rooms/kitchens) at all times in accordance with the House’s room use policy.  Programming Spaces require a room reservation at least one business day in advance (2 business days for the Multipurpose Room).  Residents can also reserve Common Rooms to be sure the space is available during a specific date/time.  All requests must be approved by the Office Staff.  We ask you request a space for no more than 2 hours at a time. 

Beginning in January 2022, only New College House West residents will be permitted to reserve spaces in NCHW, with the exception of the Multipurpose Room. Student organizations and other groups can use space in the building, as long as an NCHW resident reserves the space. An NCHW resident is not required to reserve the Multipurpose Room. Non-NCHW residents wishing to reserve the MPR can email nch-west@collegehouses.upenn.edu for assistance.

Beginning in January 2022, spaces on floors 3 to 13 may only be reserved by a resident of that specific floor or community.  NCHW residents may continue to use spaces throughout the building, but may only place reservations for spaces on their own floors.

Rooms are reserved on a first-come, first-serve basis, and requests must be approved by the Office Staff.  Residents may reserve one space at a time. Common Rooms and Programming Spaces require a room reservation request at least one business day prior to the scheduled event. The Multipurpose Room must be reserved at least two business days in advance. No same-day requests will be approved.  Additionally, any request submitted after 4pm on Fridays will not be processed until the following business day. 

New College House West reserves the right to cancel or deny a reservation request at any time.  Please note that NCHW residents and staff are given priority. 

Use of our rooms requires the person or organization reserving the space to take full responsibility for the equipment in there.  If any damage is made to the equipment, the person or organization reserving the space may be liable for any repairs or replacements. The person reserving the space is responsible for ensuring that the space is left clean, furniture is placed correctly, AV equipment is turned off, and all personal items are removed at the end of the reservation. Specific standards for cleanliness and safety must be observed when using the community kitchens; see the Kitchen Use Policy for details. Residents may lose reservation and access privileges if spaces are left in poor condition.

 

Reservation Process & Room Types:

Reservation form can be found at https://west-dev.house.upenn.edu/calendar/

Log in with your Pennkey and password.

Click the “Room Reservation” Tab

Click “Add a Room Reservation”

Complete the form and submit

You will be notified via email whether your request has been approved or declined.  Same-day requests will be deleted.

Those with approved reservations can gain access to the space at the Info Center.

The person submitting the reservation must be the person gaining access to the space at the Information Center, unless otherwise noted in the reservation request.

 

Common Rooms – these spaces are available for reservation but can also be used by New College House West residents on a first-come, first-served basis at times when they are not reserved. Residents can access these rooms at any time using their PennCards. Please be respectful to those who have reserved the space ahead of time.  Reservation requests submitted on Fridays after 4:00pm will not be processed until the following business day.

Programming Spaces – these spaces require a room reservation request submitted at least one business day in advance, with two business days for the Multipurpose Room. Reservation requests submitted on Fridays after 4:00pm will not be processed until the following Monday.

 

 

 

 

updated: 1/14/22