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Student Organization event calendar

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Penn State's Reservation System
Panoramic view of the information desk in the HUB-Robeson Center

Policies

CANCELLATION POLICY

Recognized Student Organizations

Meeting Space

The Event Management Office must be notified in person in 125 HUB-Robeson Center, by phone at 814-865-7973, or by email at hubevents@psu.edu, of any room cancellation of confirmed reservations no later than 48 hours before the meeting, or by noon on Friday for a weekend event.  Failure to cancel 3 meetings during a semester may result in the loss of future reservation privileges and/or referral to the Student Organization Conduct Committee (SOCC).

Event Space

The Event Management Office must be notified in person at office 125 HUB-Robeson Center, by phone at 814-865-7973, or by email at hubevents@psu.edu, of any cancellation of event reservations no later than 10 academic days before the event.  Failure to cancel the event by this deadline will result in a $75 late cancellation fee.   Failure to cancel 3 events during the academic year may result in the loss of future reservation privileges and/or referral to the SOCC.  If the event is funded by the University Park Allocation Committee (UPAC), it must be canceled directly with both UPAC and HUB-Robeson Event Management.

Meeting Room No Show Policy

In the event a student organization has reserved a meeting space in the HUB-Robeson Center through the Event Management Office and decides to cancel the meeting, the following procedure must be followed:

Student organizations can cancel their reservation for any date 24 hours prior to the meeting, or by noon on Friday for a weekend event, to keep from being listed as a no-show with possible penalties.  Cancellations can be processed in person at office 125 HUB-Robeson Center, by phone at 814-865-7973, or by email at hubevents@psu.edu.

Weekly, bi-weekly or monthly meetings:

Any student organization that loses their right to reserve HUB-Robeson Center space will be referred to the Student Organization Conduct Committee.  Under special circumstances, they may be granted HUB-Robeson Center space usage again.  If a student organization loses their right to HUB-Robeson Center space usage, they will still be able to reserve academic space.

Non-Payment Policies for RSOs

If costs are incurred for use of space, an e-mail will be sent to your treasurer and event coordinator to inform them an invoice has been processed and arrangements must be made by the treasurer for payment.  The treasurer will need to come to office 241C HUB-Robeson Center to sign off on the invoice and make sure sufficient funds are available in the organization’s ASA account. Payment is required within 30 calendar days after the e-mail notification.  Payments not made within 30 days will result in an additional 10% late fee charge.

Payments not received within 60 calendar days after the e-mail notification may result in loss of future room reservation privileges and may also result in the cancellation of existing reservations.

Student organizations who do not make payment within 180 calendar days may have their ASA account ‘frozen’ and may lose the ability to request UPAC funds until payment is made.  Student organizations may also be referred to the SOCC for further review and action.

The Budget and Finance Office reserves the right to have the Senior Director, Union and Student Activities, sign off on any unpaid bills at the end of spring semester providing that sufficient funds are available in the organization’s ASA account.

Outstanding Invoices

Organizations with outstanding invoices may not reserve HUB-Robeson Center event space.  Online reservation requests will receive the following memo: 

“Because your organization has outstanding invoices in your ASA account, your reservation will be placed on HOLD until the outstanding invoices are paid.  If the invoices are not paid by the deadline to confirm this reservation, it will be cancelled.”

University Departments and Others

Meeting Space

The Event Management Office must be notified of any room cancellation of confirmed reservations no later than 48 hours before the meeting, or by noon on Friday for a weekend event.  Failure to cancel 3 meetings during a semester may result in the loss of future reservation privileges.  Cancellations may be processed in person at office 125 HUB-Robeson Center, by phone at 814-865-7973, or by email at hubevents@psu.edu.

Event Space

The Event Management Office must be notified of any event cancellation no later than 10 academic days before the event.  Failure to cancel the event by this deadline will result in a $75 late cancellation fee.   Failure to cancel 3 events during the academic year may result in the loss of future reservation privileges.  Cancellations may be processed in person at office 125 HUB-Robeson Center, by phone at 814-865-7973, or by email at hubevents@psu.edu.

 

125 HUB-Robeson Center | 814.865.7973 | Contact the Event Management Office