Room Reservations

Hill College House residents have full access to Open Access Rooms at all times in accordance with the House’s room use policy.  Common Rooms and Programming Spaces require a room reservation at least one day in advance.  Residents can also reserve Open Access 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 4 hours at a time.

Rooms are reserved on a first-come, first-served basis, and requests must be approved by the Office Staff.  Open Access and Common Rooms require a room reservation request at least one business day prior to the scheduled event.  Programming Spaces require a room reservation request at least one week in advance.  No same-day requests will be approved.  Additionally, any request submitted after 4pm on Fridays will not be processed until the following Monday.  

Hill College House reserves the right to cancel or deny a reservation request at any time.  Please note that Hill 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.

 

Room Types and Reservation Process:

Reservation form can be found at hill.house.upenn.edu/calendar/rooms (Link will be activated in the fall).

  • 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.

 

Definition of Spaces

Open Access Rooms:  these spaces are available for reservation but can also be used by Hill College House 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. 

  • List of Rooms to come

Programming Spaces: these spaces require a room reservation request submitted at least one week prior to the scheduled eventReservation requests submitted on Fridays after 4:00pm will not be processed until the following Monday.

  • List of Rooms to come

 

Space Use Guidelines:

  • 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.

  • The individual reserving the space is responsible for ensuring that the space is left in the same condition in which it was found at the start of the reservation.

  • The individual reserving the space is responsible for providing their own cords and laptop/device to connect to projector and/or speakers.

  • Dry erase boards must be cleaned by the conclusion of the reservation. Notes may not be saved on the dry erase boards.

  • Trash and recycling must be removed and placed in appropriate receptacles by the end of the reservation.

  • All personal items should be removed at the end of the reservation.

  • Noise levels should comply with Quiet Hours. Courtesy Hours are in effect at all times.

  • Rooms should not be left unattended during the reservation.

  • In compliance with CHAS residential policies and procedures, alcohol is not permitted to be served at events in New College House.

  • In compliance with CHAS residential policies, some items are prohibited, including candles and incense. Special exceptions can be made through the House Office for religious or cultural observations.

 

Kitchen Use Guidelines:

  • Trash and food waste should be discarded in the appropriate receptacle at the conclusion of use. Waste should not be left in the sink.

  • Solid food waste should not be poured down the drain.

  • The kitchen should be cleaned at the conclusion of the reservation. The individual who reserved the space is responsible for ensuring the following:

    • Stovetop and countertops wiped down

    • Dishes, pots, pans and utensils should be washed and dried. House-owned items should be put away and personal belongings should be removed.

    • If you use the dishwasher, you need to wait until the end of the cycle to empty the dishwasher and put items away.

    • Items should not be left on the counter to dry.

  • All belongings should be removed at the conclusion of the reservation.

  • Health and Safety precautions should be taken at all times when using the kitchen- do not leave the oven or microwave on and unattended.

  • Items placed in the refrigerator/freezer should be labeled with the name and event associated with their owner. Anything not labeled or claimed may be discarded.