Room Reservation Policy
Please review the following room reservation guidelines before submitting a request:
- Room reservation requests must be submitted at least 7 days in advance of the requested reservation date.
- Requests submitted fewer than 7 days in advance will be automatically denied.
- Current Du Bois Residents: Submit your request HERE: https://collegehouses.upenn.edu/group/15/group_node%3Areserve_room
- Non-Residents/Student Groups/Campus Partners: Submit your request HERE: https://upenn.co1.qualtrics.com/jfe/form/SV_bC4607N6BE0x9ye
- W.E.B. Du Bois College House events will take precedence over all room reservation requests.
- Rooms are reserved on a first-come, first-served basis.
- All events, meetings, rehearsals, programs, and gatherings held in the House must have a confirmed room reservation prior to the event.
- Groups or individuals who use House spaces without an approved reservation may become ineligible to make future reservations with the House.
- Residents, student groups, and unaffiliated partners are limited to two 4-hour reservations per space, per week.
- Rooms may be reserved between 9:00 AM and 11:00 PM, seven days a week.
- W.E.B. Du Bois College House reserves the right to cancel or deny any reservation at any time.
- Student groups interested in collaborating with the House should submit a room reservation request form. Submission of the form does not guarantee approval or partnership. The House team will review the request and follow up if there is interest and availability to move forward with the collaboration.
- Room Reservations will not be accepted during Reading Days and Finals to support the academic success of our community. NO EXCEPTIONS!!
Reservable Spaces:
Multi-Purpose Room (MPR) - House Kitchen is included in the reservation: The largest of our rooms fits around 150 comfortably. The W.E.B Du Bois College House celebrates collaborative events and opportunities that are open to all House residents. Academic courses may be held in the room if there is a specific need due to class size, or artistic needs. This room is located on the 1st Floor of the W.E.B. Du Bois College House.
Seminar Room A: This small seminar room seats at most 20 people. This room is strictly reserved for academic purposes, such as tutoring and study sessions. This room is located on the 1st Floor of the W.E.B. Du Bois College House.
Music Room: This room is the same size as Seminar A but will not be able to seat more than 10 people. This room contains a piano, and other musical instruments and may be reserved at no fee. You may sign out the music room key from the front desk if you are a member of the House. All instruments must be respected and treated with care. This room is located on the 1st Floor of the W.E.B. Du Bois College House.
House Library: This room is located on the 1st Floor of the W.E.B. Du Bois College House.
Sonia Elliot Recreation Room: This room is located in the Basement of the W.E.B. Du Bois College House .
Policies for Access to Spaces:
Organizations that are unaffiliated with the Du Bois College House are encouraged to partner with the House team. If a collaboration takes place, the organization must add the Du Bois House coat of arms to its flier. A member of the Resident Advisor (RA) or senior team (Director, Faculty Director, Faculty Fellow) must be present and the event must be evaluated.
If you are found meeting in a room without reserving it, your group may lose the privilege of meeting in the Du Bois College House. Also, please note that groups are required to bring their letter of confirmation to the event. Please note that groups are required to provide a guest list 4 days prior to any event expecting both NON-PennCard holding guests and guests with an active PennCard (i.e. faculty, graduate students and staff) but are not current undergraduates. Furniture may be moved for an event but must be returned to the original area. Groups are also responsible for all other set up and clean up before and afterwards. Furniture may be moved for an event but must be returned to the original area. Groups are also responsible for all other set up and clean up before and afterwards.
In consideration of community members who are in the proximity of this public space, we ask that all groups refrain from using language or music with lyrical content that may be considered offensive.
Collection Boxes, Charity Boxes, and Fundraisers
It is the intent of the W.E.B. Du Bois College House always to provide maximum service to the residents of the House. This includes making space available to outside groups for collections and charity fundraisers. We ask that groups who wish to place a collection box in our lobby adhere to the following policies below:
- You must receive permission from the House Director at least two weeks before the collection.
- Charity Drives and collection boxes are reviewed on a first-come, first-served basis and are subject to approval by a House Coordinator.
- Collection boxes must be clearly labeled and large enough to hold the items requested but not so big as to create a blockage to the thoroughfare.
- Only one collection/charity event may occur in the W.E.B. Du Bois College House at a time.
- The W.E.B. Du Bois College House reserves the right to cancel or deny a collection box/charity request at any time.
- Collections may last no longer than two weeks but may be approved for shorter times than two weeks.
- Collection boxes must be emptied regularly and emptied by the individual/group hosting the charity box.
Using your Upenn email address, please email the following request details to our House Office: dubois@collegehouses.upenn.edu
Include:
- Sponsor Name
- Sponsor Phone
- Responsible Party / Organization
- Organization To Receive Donations
- Placement Timeframe (Dates)