HUB-Robeson Center Policies & Forms

Reservations for the HUB-Robeson Center meeting space can be made online 25live.collegenet.com/psu or in the Event Management office. 

HUB-Robeson Center meeting space is subject to the HUB-Robeson Center Event Management Policies for Organization Conduct, Facility Guidelines, Food & Drink, and Cancellation.

Reserved meeting rooms and Event Spaces confirmed by the Event Management Office can be accessed only during the time the venue has been reserved.  Customers needing pre and/or post access time in addition to the event time must include this in the reserved time.

Any recurring reservations will be restricted to one day per week between the hours of 8am-10pm.  The length of a recurring meeting may not exceed 3 hours.  Special approval from the Event Management office will be required for anything that exceeds these parameters. 

Special requests, i.e. additional furniture or audio/visual (A/V) needs, can be made during the reservation process on CollegeNet or in the Event Management office.  Requests made within 24 hours of the meeting are not guaranteed.

A/V requests can be made during the reservation process on CollegeNet or in the Event Management office.  These requests must be processed 48 hours in advance.  Provisions will be made for last-minute requests but these are not guaranteed.  Charges apply for most A/V requests.

Furniture may not be moved in the HUB-Robeson Center meeting space.  Requests to move furniture may be directed to Event Management or the HUB-Robeson Center Technical Service staff but are not guaranteed.  Additional charges may apply.

Meeting space must be left in a clean and orderly fashion.  Charges will be assessed if excessive cleaning is required after a meeting.

A number of HUB-Robeson Center lounge spaces may be online at 25live.collegenet.com/psu or by contacting the HUB Event Management office.  Lounge requests will be handled on a case-by-case basis and are not guaranteed.

An additional fee of $35.00/hour will be charged to all reservations using HUB-Robeson Center public lounges when the event setup requires significant re-arrangement, removal, and replacement of lounge furniture.

HUB-Robeson Center lounges are public areas.  They are not appropriate for private events or events that require a quiet environment. 

The use of amplified sound must be approved by the HUB-Robeson Center Event Management office.

Event Space Policy

Reservations for event space can be made online (25live.collegenet.com/psu). 

HUB-Robeson Center event space is subject to all HUB-Robeson Center Event Management Policies including Organization Conduct, Facility Guidelines, Food & Drink, and Cancellation.

The Event Management office must be contacted 15 business days prior to the event to schedule an appointment to discuss event setup and Audio/Visual (A/V) needs.  If the setup is not completed 7 business days in advance, the event will be canceled and a $75.00 fee will be assessed.

All event setups must be done by the HUB-Robeson Center Technical Service Staff only.  Customers are not permitted to move furniture or set up their own events.  This is a contractual agreement between Penn State and the local Teamsters Union that cannot be violated.

Once a reservation is confirmed, with furniture setup and audiovisual needs, additional charges may be assessed for changes and/or additions to the setup. 

Reserved meeting rooms and event spaces confirmed by the HUB-Robeson Center Event Management Office can be accessed only during the time the venue has been reserved.  This time references the Event Start and Event End time in 25live.  Customers needing pre and/or post access time in addition to the event time must include this in the reserved time.

Reservations may not be made in multiple venues as place-holders for one event.  The HUB-Robeson Center Event Management office will cancel all reservations upon discovering event place-holders.

The Monumental Stairs will be designated as programmable space.  Recognized Student Organizations and University Departments may reserve this space by contacting the Event Management Office.

• Reservations on weekdays between 8:00 a.m. and 5:00 p.m. will be limited to 2 hours in duration.  Reservations outside of this timeframe and for longer uses will be considered on a case by case basis and decisions will be based on the best use of the facility at that time.
• Performances must be limited to the stairs and the open area in front of the stairs on the ground floor.
• Furniture on the ground floor may not be moved.
• Helium Balloons are not permitted in this area or in any area of the HUB-Robeson Center expansion.
• Amplified sound will be restricted to a level determined and enforced by the HUB-Robeson Center staff. 
• A maximum of two audio/sound speakers are permitted in this area.
• Amplified sound is only permitted in one open area location at a time in the HUB-Robeson Center.
• Limited props may be added to the stairs for performances pending approval by Event Management.
• Reservations will allow exclusive use of the stairs.  Sign holders and placards will be placed at the bottom and top of the stairs on days when reservations are confirmed.
• Streamers or ribbon are permitted on the top of railings (not the handrails).  They must be taped together.  Tape cannot be used on any surface.
• Columns/Pillars may not be used for any decoration.
• Taping on stairs is not permitted.

The HUB-Robeson Center provides information tables for Registered Student Organizations and University Departments for education, fundraising, and promotion. Tables are available in two different locations, depending on the nature of your activity. Reservations for tablespace can be made online (25live.collegenet.com/psu).

Information Table Usage Guidelines

Two chairs are provided for each table. Do not remove chairs from the dining tables to supplement seating. Sitting or standing on tables is prohibited.

No posters or banners are permitted to be hung on walls or columns. A banner or sign may be placed on the front of the table as long as it does not exceed the width of the table.

Due to the amount of pedestrian traffic, persons must stay behind their assigned table. Easels may be used but must be placed directly behind the table.

If sound of any kind is necessary, the volume must be kept to a speaking level and cannot distract others around you, i.e. other tables and customers in the building.

When collecting funds, a cash box must be picked up at the Associated Student Activities (ASA) office and the money must be deposited in the organization's ASA account on a daily basis. ASA is located in office 240 HUB-Robeson Center.

State Law prohibits the sale of raffle tickets without a valid "Small Games of Chance" permit, which may be issued by Centre County for a fee. Permit and fee information can be obtained from the Centre County Treasurers Office or in office 125 HUB-Robeson Center.

Tables must be used by the organization(s) that reserved them. At least one member of the organization(s) responsible for the reservation must be at the table at all times throughout the duration of the reservation.

Ground Floor Tables

There are nine tables that are located on the Ground Floor of the HUB-Robeson Center to promote general information about your organization or events.

Ground Floor tables can be reserved for up to 5 consecutive academic days. If a table is reserved for 5 consecutive academic days, the next reservation must be at least 6 academic days later.

Tables can be reserved at 25live.collegenet.com/psu. Requests for tables within 48 hours may not be approved. If the request is denied within 48 hours, a visit to 125 HUB-Robeson Center Event Management Office may be required to gain approval.

First Floor Philanthropic Tables

Tables are available on the first floor of the HUB-Robeson Center when the primary use is philanthropic in nature and all proceeds collected are going to a charitable non-profit organization. These tables are also available to promote University-wide or nationally recognized events with special approval from the HUB-Robeson Event Management office.

Philanthropic tables can be reserved for up to 5 consecutive academic days. If a table is reserved for 5 consecutive academic days, the next reservation must be at least 6 academic days later.

Tables can be reserved at 25live.collegenet.com/psu. Requests for tables within 48 hours may not be approved. If the request is denied within 48 hours, a visit to 125 HUB-Robeson Center Event Management Office may be required to gain approval.

Tables available within 5 days may be reserved for non-philanthropic purposes with limited scope. These reservations require approval by the HUB-Robeson Center Event Management office.

Pricing

The Flex Theater will be priced $60/hour for RSO’s, $95/hour for Departments, $155/hour for Departments after 5:00 p.m. and on weekends, and $275/hour for Non-University Visitors.

There is a two-hour minimum and an 8 hour maximum for pricing. (This means that everyone will be billed for at least two hours use, and no one will be billed past the eight-hour pricing range unless it is reserved for more than one day).

AV will be billed per item as indicated on the HUB-Robeson Center AV Equipment List.

A ‘produced’ event is another option that is available which includes all available AV, production staff (billed separately), and room setup at a cost of $500 per event for Recognized Student Organizations and Departments.  Customers outside of the University will be charged $750 per event.  Labor for the production staff (lighting, sound, stage) of the event will be charged at $13/hour per person on top of the room rate and the $500/$750 charges.  This includes a rehearsal reservation, of equal or lesser duration as the event reservation if one is booked within 24 hours of the performance date.  Labor for production staff during the rehearsal will be charged similar to the performance date labor charge.

Room 131 is connected to the Flex Theater and can be reserved as a Green Room, or otherwise, if available.  Separate charges may occur depending on the setup and use of that room.

The default setup for the Flex Theater is stadium seating pulled out which seats 142 people.

The room can be custom configured for a $140 setup fee.

Additional policies

There will be a two-hour buffer on each end of each event in the Flex Theater.

No outside sound systems may be brought into the room.

Customers can not patch into the house sound system.  Music can be played through the 1/8” or HDMI connection.

The maximum banquet setup is 12 tables and 96 chairs.

If HUB-Robeson Center tables are unavailable the customer may bring in their own tables and chairs or have them provided by a rental company.

No Food or Drink with the stadium seating pulled out.

Recognized Student Organizations

Meeting 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 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 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

• A regularly scheduled weekly, bi-weekly, or monthly meeting:
  • After the first missed meeting, an e-mail will be sent by the Event Management Office to the president and advisor of the organization that this is the first warning about reserving space and not utilizing it. The organization is advised if a second consecutive meeting is missed, the organization will lose the balance of their reservation for that semester.
  • After a second consecutive missed meeting, an e-mail and letter will be sent by the Event Management Office to the president and advisor informing the organization they have lost the balance of their reservation for that semester.
  • If the same student organization has 2 consecutive no-shows the following semester, then that organization would lose its right to reserve HUB-Robeson Center space for the following calendar year.
  • Student organizations that have 4 non-consecutive no-shows during a semester will lose the balance of their reservation.
  • If the same student organization has 4 non-consecutive no-shows the following semester, then that organization would lose its right to reserve HUB-Robeson Center space for the following calendar year.
• Reservations for single meetings, sub-committee meetings:
  • If a student organization accrues 4 no-shows during a semester for single scheduled meetings, the organization would lose its right to use the HUB-Robeson Center space for the following semester.

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 its 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 the finance office in 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, HUB-Robeson Center, 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 canceled.”

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.

Reservable Outdoor Spaces

The following areas of the University Park Campus have been designated as areas suitable to reserve for outdoor expressive activity per University Policy AD-51 (https://guru.psu.edu/policies/ad51.html).  Reservations can be made online (25live.collegenet.com/psu).

• Allen Street gate
• Fisher plaza
• HUB-Robeson Center - rear sidewalk pad (not the patio)
• HUB-Robeson Center lawn
• IST plaza
• Northwest corner of Shortlidge Rd. and College Avenue
• Old Main front patio
• Osmond fountain area (after 5:00 p.m.)
• Palmer Art Museum plaza
• Pattee Library Mall entrance plaza
• Willard Building patio area between Willard and Obelisk
• Willaman Gateway to the Life Sciences

Outdoor Space Use Guidelines

Reservations are subject to the following:

• A location may be reserved only between the hours of 8 a.m. and 5 p.m.
• A group may reserve only one location for each day.
• The same group may not reserve the same location for more than one day in each calendar week.
• The reservation must be requested at least 48 hours in advance of the proposed activity, or by the Friday preceding a Sunday or Monday.
• Reservations will be accepted in the order of request unless considerations of format, size, and equitable distribution require the allocation of locations.
• Registered student organizations and University groups have absolute priority in the event of conflicting outside groups.
• With a proper reservation, a group will have the exclusive use of the reserved location and may not transfer the reservation to, or allow the use of, the location by any other group.

In addition to other University policies and rules that generally apply to students, faculty, staff, and visitors, the following requirements specifically apply to expressive activities at outdoor locations by individuals and groups:

• The use of amplification equipment is restricted.  See University Policy AD-51 for more information or contact the HUB-Robeson Center Event Management Office.
• Pedestrian or vehicular traffic must not be impeded in any fashion.
• Damage or destruction of property is prohibited.
• Hand-held signs are permitted, but flashing or rotating lights and illuminated signs are not. Signs may not be placed on or affixed to the ground or structures.
• Papers, pamphlets, and similar materials may be distributed in person.
• Placing or erecting structures of any size or material is prohibited.
• Tables may be used only in those areas designated for expressive activity.
• The use of tables must be stipulated at the time of reservation.
• The group reserving the space must provide their own table and chair(s).

This policy outlines the signage guidelines for the HUB-Robeson Center. Any sign found in the HUB-Robeson Center that does not meet the guidelines outlined in this policy will be removed. Signs may not be taped/secured to any surface within the HUB-Robeson Center.

• Promotional
  • There are designated spaces throughout the HUB-Robeson Center where signs promoting an event may be placed.
  • Departments and Recognized Student Organizations must reserve this space on CollegeNet, the event management software reservation system which is located at 25live.collegenet.com/psu.
  • Promotional signage may only be permitted five (5) business days before the event. A ticket sale start date can be considered an event. A group will not be permitted to make consecutive reservations within five (5) business days of the previous reservation. A reservation may have up to 2 poster spots.
  • The material must be provided to the HUB Event Management Office, room 125, two (2) business days prior to the start of the signage reservation. The HUB-Robeson Center staff will display the sign in an appropriate location. The size of the sign must be 24”x36” portrait/vertical orientation. The HUB-Robeson Center reserves the right to deny a sign based on a number of factors including quality, size or explicit content.  Name of Department or Recognized Student Organization must be prominently displayed on sign.
• Directional
  • Signs must be placed on approved HUB-Robeson Center provided easels.
  • The HUB Event Management Office will approve and provide locations where signs may be placed. This includes signs of designating lines.
  • Signs can only be placed one (1) hour prior to event start time.
  • Signs must be removed within 30 minutes of event completion.
• Event Space Signs
  • A sign will be permitted just outside the reserved space on the day of an event. An easel may be provided by the HUB-Robeson Center. Any other type of sign and duration of such must be approved by the HUB Event Management Office prior to the event. Typically, this will only be permitted for the amount of time the space is reserved.
  • Signs within the reserved space are at the discretion of the group as long as facility guidelines are being followed.
• HUB-Robeson Center Partners and Departments
  • HUB-Robeson Center partner signs may only be placed near the associated business unless special approval has been obtained by the Senior Director, HUB-Robeson Center and/or designee.
  • Departments within the HUB-Robeson Center must obtain approval from the HUB Event Management Office before placing any signs outside of their respective offices.

Banner Space Policy

Reservations for banner space can be made online at 25live.collegenet.com/psu. 

There are two areas on the University Park Campus where Student Organizations and University Departments may schedule a time to hang banners.  Those are located inside the HUB-Robeson Center and outside the Osmond Building.

Banner reservations are limited to 5 times per customer per semester.

All banner spaces are reserved for one week at a time, from 8:00 am Monday to 7:59 am the following Monday.  Banners cannot be reserved for consecutive weeks in the same location.  If consecutive weeks are desired the banner must move from the HUB-Robeson Center to Osmond or vice versa.

Reservations for the HUB-Robeson Center spaces may be made up to 2 calendar days prior to the hang date.

Reservations for Osmond Banner space must be made at least 3 weeks prior to the hang date.  Registered Student Organizations can reserve Osmond Banner space online at 25live.collegenet.com/psu.  University Departments must reserve Osmond Banner space online at 25live.collegenet.com/psu and submit an OPP work order to complete the process.  OPP will charge the department directly based on the specifications of the request.  A copy of the work order must be attached to the banner when dropped off at the HUB-Robeson Center.

Banner Drop Off

For the HUB-Robeson banner space, banners must be delivered to office 125 HUB-Robeson Center on Friday, prior to the reservation, by 5:00 p.m.  For Osmond Banner space the banner must be delivered to 125 HUB-Robeson Center on Thursday, prior to the Monday reservation, by 5:00 p.m.  Osmond Banner work orders will be canceled on Friday morning for those banners which are not dropped off on Thursday. 

Banner Pick Up

The organization reserving the space will be responsible for picking up their banner in office 125 HUB-Robeson Center after its removal. If the banner is not picked up by the Friday after it was removed, it will be discarded.

Banner Locations

HUB-Robeson Center – First Floor on the handrails outside of the Noon-Time lounge.  There are three indoor spaces available.

Osmond Building - Across Pollock Road from the HUB-Robeson Center, hung from the wrought iron railings over the main entryway.  There are two spaces available.

Banner Specifications

Banners must be made of vinyl or cloth with grommets in the corners and along the top and bottom, at least, every 36" of length.  Banners cannot exceed 36"x 120".

The name of the registered student organizations or departments must be prominently displayed on all banners.

Floor Graphics, Decals, and Clings Usage Policy

Floor graphics, decals, and clings may be used in the HUB-Robeson Center under the following guidelines.

Day of the Event Usage

• Must request prior approval from the Event Management Office one week prior to the event;
• Signage must not have a “sticky” backing to them that may remain on the floor when removed;
• Signage cannot be placed on any of the stairways due to safety issues;
• Directional signage may only be placed the day of the event and must be removed within one hour of the end of the event or there will be a removal fee of $50 charged to the sponsoring organization;
• Signage cannot be used in the HUB Eateries area, the Bookstore or any inside business, office location, or meeting and event space.

Events Occurring Outside of the HUB-Robeson Center

Events occurring outside of the HUB-Robeson Center (i.e Movin’ On, THON, Homecoming) may be approved on a case by case basis.  If approved, they must follow the same policies set for “Day of” events.  Any exception to the policy must be approved by the HUB-Robeson Center Event Management Office.

Display Case Policy

Reservations for Display Case space can be made online (25live.collegenet.com/psu).

Reservations begin at 10:00 a.m. on Mondays.  The key for the display case can be picked up in 125 HUB-Robeson Center and must be returned once the display is completed.  If the case is empty prior to 10:00 a.m., your display may be set up in the case earlier that morning.  Your reservation ends at 9:00 a.m. the following Monday.  Please remove your display by 9:00 a.m. to be available for the next scheduled user. If your display is not removed by 9:00 a.m., it may be removed by the next scheduled user.

Facility Guidelines

Storage space is not available. The HUB-Robeson Center staff is not responsible for any materials or equipment left in the building overnight, during breaks, or after events.

HUB-Robeson Center furniture and equipment must be set up and/or moved by Union and Student Activities, HUB-Robeson Center Technical Service staff only; customers are not permitted to do it themselves. Charges will be assessed to organizations that move furniture in meeting rooms and/or in event spaces.

Room set-up details and AV needs must be provided to the Event Management Office at least seven (7) academic days prior to the event date.

Decorations, signs, handbills and other materials must not be attached to walls, windows, doors, painted or papered surfaces.

Fliers and handbills may be posted on the general-purpose bulletin boards providing they follow University guidelines for posting.

Handbills, fliers, notices, etc. may only be distributed from the HUB-Robeson Center Information Tables with an approved reservation.  Notices, fliers, handbills, etc. may not be distributed on the tables, chairs, window ledges, etc. in the facility.  Fliers promoting Recognized Student Organization (RSO’s) events that have been properly registered with Student Activities may be handed out by members of the organization standing at either the top or bottom of the Grand Staircase and the Monumental Staircase. 

Posters, signs, banners, etc. may only be displayed inside of the HUB-Robeson Center in areas approved by Event Management.

University Policy prohibits the use of candles or any type of open flame.

In considering the assignment of space, University funding, or the approval of publicity for activities involving sexually explicit or graphically violent material, consideration shall be given to general standards of decency and respect for the diverse beliefs of members of the University community.

The HUB-Robeson Center also reserves the right to move an event to accommodate the needs of the facility and the Penn State Community. 

Paper Chains & Donation Boxes Policy

Paper Chains

Paper chains are permitted to be displayed in the HUB-Robeson Center atrium under the following conditions:

• May only be hung from the metal railings around the first floor of the atrium and/or down the railings behind the handrails on the monumental stairs.
• Must use “painter’s tape” to hang the chain.
• May only be displayed for ONE (1) week.
• Must be removed by the group responsible for the display.  Failure to do so will result in a removal fee.

Failure to adhere to these policies may result in loss of display and/or marketing privileges in the HUB-Robeson Center.

Donation Boxes

Donation boxes are permitted in the HUB-Robeson Center under the following conditions:

• Mike Miller, Event Management, will determine the location and duration of the donation box.
• Box must be sturdy, purpose clearly marked, and sponsor of the collection program identified.
• The box must be checked daily and items removed by 8 p.m. each day.  Failure to do so could result in the collection boxes being removed. 
• The length of the collection program will be determined in consultation with the event management staff; however, items may not be collected for longer than TWO (2) weeks.

Failure to adhere to these policies may result in loss of display and/or marketing privileges in the HUB-Robeson Center.

Organization and/or Participant Conduct

All programs should be conducted in such a manner as to not be disruptive to others via excessive noise, offensive material, etc.

All materials including food, drink, trash, or leftover supplies must be removed from the room or placed into the recycling containers provided. Failure to do so will result in additional charges to your organization for cleanup time.

Some events may require Police Services to be on duty for the duration of the event.  The HUB-Robeson Center reserves the right to make this determination.  Charges will apply.

The HUB-Robeson Center is not responsible for any losses or injuries suffered by any persons as a result of activities sponsored by the reserving organization. These incidents should be reported to the Information Desk immediately.

The HUB-Robeson Center is designated as smoke and alcohol-free.

Violations of any HUB-Robeson Center policies may result in the loss of scheduling privileges, additional charges, referral to the Student Organization Conduct Committee, or all three.

Social Events & Late Night Policies

Program Registration Process

All late night and social events taking place in the HUB-Robeson Center are required to complete the program registration process.  The registration form should be completed at the time of the venue reservation online at 25live.collegenet.com/psu.

If there is an admission charge for a recognized student organization sponsored event that is being held on campus, then tickets are required and must be printed by HUB Marketing Services in 209 HUB-Robeson Center, usamarketing@psu.edu. There is no cost to student organizations for the tickets. Ticket proofs will be sent within 2 business days of a ticket request and then printed within 2 business days after the proof is approved by the recognized student organization.

A ticket accountability form must be completed in the Associated Student Activities (ASA) office in 240 HUB-Robeson Center after the tickets are printed and prior to the selling of tickets. All money collected from ticket sales and remaining tickets must be returned to ASA immediately following the event. If multiple deposits are being made, students should let the ASA staff know they have a ticket accountability form on file so the deposits will account for the appropriate impact fees.  

At the conclusion of an event that takes place after hours, funds must be deposited into the ASA dropbox, outside of office 240 HUB Robeson Center, using a fully executed deposit bag.  Deposit bags may be picked up at the ASA office during regular business hours.  On the following business day after the event, a representative must report to the ASA office, with the deposit bag receipt and all unsold tickets, to complete the deposit process.

Pre-Event Meetings

A pre-event meeting will be required and must be scheduled for a minimum of 10 academic days prior to the date of the event.  This meeting will include the primarily recognized student organization representatives, the student organization advisor(s), the appropriate facility staff of the venue being used, and a representative from the police department. At this meeting, the following will be discussed:

• The program type and details of the program
• The complete policy confirmation (including all security requirements)
• The number of student organization members needed to serve as event staff
• The contact information for both the student organization and the facility manager to contact on the day of the event in case of emergencies
• The decision about the designated cut off time for PSU student priority entrance and guest admission
• Expectations/consequences

Students will sign the policy requirements form agreeing to adhere to the stated expectations for the group prior to, during, and after the event.

Event Team Meeting

Thirty (30) minutes prior to doors opening, a team meeting of all those working the event will be held.  Included in this meeting will be all student organization members working the event, the organization advisor(s), all uniformed and auxiliary officers working the event, and all facility staff working the event. Review of facility lay-out, crowd control protocol, crowd behavior protocol, and event staff placement/roles/duties will be covered.

Organization Representatives & Event Staffing

Both the advisor(s) and all students working the event, as established at the pre-event meeting, must be present throughout the duration of the event, including set-up and tear down of the event.  An “Advisor” can be defined as the official organization advisor or a designated advisor (faculty/staff/grad assistant). The person must be willing to participate throughout the entire process including pre-event meetings, event day, and any post-event meetings.

Security

Uniformed officers and auxiliary officers will be required from one-half hour prior to doors opening to at least one-half hour after the event.  For Heritage Hall events, two Penn State Officers and two Auxiliary Officers will be required.  For Alumni Hall events, four Penn State Officers and four Auxiliary Officers will be required.  Exceptions will be made at the discretion of University Police Services and in conjunction with the HUB-Robeson Center staff.

Perimeter Structures

A Perimeter Structure will be established that will allow a larger roped-off event area (inclusive of bathrooms) and an entrance that is away from the doors of each venue.  There will be two perimeter levels for events depending on the size of the audience (large perimeter and small perimeter). A diagram is available for view for both Heritage Hall and Alumni Hall.

Event Entry & Re-Entry

Admission to the event will be paid at a table outside of the perimeter structure and a ticket or a wristband ticket will be issued for the event.

If tickets are sold, the ticket will be exchanged for a wristband and the wristband will serve as the entrance to the event.  If wristband tickets are sold, the wristband must be secured to the purchaser’s arm at the time of purchase.  Only a certain number of tickets and/or wristbands will be sold based on setup in the venue and fire code regulations.  When a student/guest exits the event, the wristband will be removed and there will be no re-entry unless another ticket and/or wristband ticket is purchased and only if the event is not sold out.

PSU Students will be required to show a valid student ID and are given priority to all campus events. In their communication with bands/entertainers, student programmers should make explicit the PSU student priority for entrance at PSU events.  A verbal request should be made for entertainers to include this statement in the publicity that they distribute themselves.

There will be no re-entry for special events (i.e. Homecoming, Blue & White Weekend, etc.).  Re-entry will be available for regular weekends if agreed upon at the pre-event meetings.

All publicity distributed by student organizations should state policies on IDs, guest policies, etc.

Student Guests

A Penn State student may be accompanied by one (1) guest.  All guests will be required to show a valid ID and sign their name to a guest list.  A ticket and/or wristband ticket will also be distributed to a guest and the same entrance and exit policies apply. 

There will be a separate guest line to allow the quick entrance/processing of PSU students and to assist with the order at the entrance of each event. 

University student sign-in: Penn State students must accompany their guest at all times and must sign their guest in with their name as a host.  The guest list must be kept on file for two (2) weeks after the event with the facility manager.

Beverages

No beverages will be allowed inside the designated event perimeter. Water fountains are available within the event perimeters.

If alcohol is seen and/or confiscated by the uniformed officers or any member of the event team, the decision to shut down an event or how to handle problems should they arise will be handled collectively by the event team. If any alcohol is confiscated by the sponsoring organization, it must be turned over to the officers at the time of confiscation.

Behavior

Behavior expectations, ID and guest requirements, and entrance policies will be posted at all events outside the venue doors in a highly visible area.

The sponsoring organization is responsible for the behavior of all attendees and guests and adhering to these policies.  Consequences of any breach to this agreement may include cancellation of future events, loss of reservation privileges, financial repayment of damages, and referral to the relevant university judicial body.

A post-event meeting by the entire event team will occur if deemed necessary by any member of the event team (students, staff, police).

Food and Drink Policy

Organizations wishing to serve/sell/give away food within the duration of any confirmed reservation in the HUB-Robeson Center are required to complete a Food Waiver Form.  Forms can be filled out online at https://studentaffairs.psu.edu/facilities-spaces/hub-robeson-center/hub-robeson-center-policies-forms.  Completed forms must be submitted to the Event Management Office at least two (2) academic days prior to the event date.

When food is provided by a caterer, or purchased from a restaurant to be brought in by the customer, the food provider must be on the University Approved Caterers list. A completed Food Waiver online form is also required.

Food can only be served in accordance with University Policy AD26 Sale and Serving of Food and Beverages at University Locations.

Because of the ongoing concern regarding the safe and proper handling of food products, food served at events will be limited to:

• Products prepared by an approved vendor or University Food Services;
• Products that do not require refrigeration;
• Products that are prepackaged for resale;

No home-prepared foods may be served.

Internal Providers

At University Park, customers can contact Auxiliary Business Services to provide on-campus catering support. Auxiliary Business Services will work with each group to determine the most effective way to coordinate an activity where food is being served.

External Providers

External Food Vendors must be on the University Approved Caterers List. 

For questions and information on insurance requirements and/or to be added to the list, contact the Office of Risk Management, located in 523 Rider Building, 865-6307 (FAX: 865-4029), https://controller.psu.edu/risk-management.

Freeman Auditorium Food Policy

Food/Beverage is not permitted in the Freeman Auditorium, located in the HUB-Robeson Center.  The HUB-Robeson Center reserves the right to charge additional fees for cleaning when food waste, trash, and spills are found in the Freeman Auditorium following your event.

Flex Theater Food Policy

Food/Beverage is not permitted in the Flex Theater, located in the HUB-Robeson Center when the stadium seating is used.  The HUB-Robeson Center reserves the right to charge additional fees for cleaning when food waste, trash, and spills are found following your event.