Student Organization Events

To start an event process, a student organization must first make a space request for their desired date, time, and location. All online facility requests must be submitted by going to 25Live if the organization is planning an event in the following locations on campus.

25Live is the space reservation at Penn State that is used to reserve most spaces. While not an inclusive system, student organizations can reserve the following:

• HUB-Robeson Center 
• Outdoor Space 
• General purpose classrooms/academic spaces 
• Oak Building 
• Residence Life 
• Pasquerilla Spiritual Center 
• White Building 

When registering your event in 25Live it is important to select the appropriate Event Type. This ensures that we receive the correct information in preparation for your RSO Event Consultation. The below table will provide our Event Types with some of our more common examples. If you have questions about your event, please reach out to programreg@psu.edu.  

• Please use the Event Types with Examples document for reference

Campus Recreation Facility Requests 

Campus Recreation spaces are reservable in 25Live. Specifically, White Building spaces are listed in the locations search. If a Campus Recreation space is not found in the locations list, please choose Campus Rec I, II, or III and specify the location in the comments section.  

Off-campus Events Requesting UPAC Funds 

Any off-campus event utilizing or requesting University Park Allocation Committee (UPAC) funding must be registered in 25Live. Please choose Off Campus I, II, or III for location selection and specify the actual location of the event in the comment section of the reservation.   

Registering a 5K in 25Live 

When registering for a 5K in 25Live, you must select the 5K resource option to secure your event. Please note that only one 5K is permitted per day and you may not host a 5K on a home football weekend.  

1. Register your event in 25Live. 
2. Schedule your RSO Event Consultation at this booking link. Your Event Consultant will discuss event elements that require a contract and may be able to issue the agreement during that meeting. If you are requesting UPAC funds, need more information about the contracted services or vendor, or need to speak with a different consultant, you may be asked to schedule a follow-up meeting with a Contract Advisor.
3. Your Event Consultant/Contract Advisor will issue your University Agreement(s). 
4. Complete Contract(s). Steps to complete a fully executed contract can be found in the next accordion.   

1. Sponsor (student organization) emails a copy of the contract to the artist/vendor for signature. During this step, the sponsor will communicate with the vendor/artist that they will need to become a supplier. This step must be completed for the University to successfully process payment for the service provided. The artist/vendor may will then scan the signed agreement and e-mail it back to the student organization. 
2. Sponsor (student organization) obtains the signature of an officer of the organization (usually the President or Treasurer) on all contracts needed. The Treasurer must complete and sign the Payment for Services Request Form as Associated Student Activities (ASA) will not accept any other signatures.  The Treasurer, or authorized delegate, must obtain a Purchase Order from ASA and have the contract stamped.
3. Sponsor obtains the Facility Manager signature on all contracts. Most often obtained in 125 HUB-Robeson Center. If an event reservation is not managed by the HUB, signature needs to be obtained from another building representative (check front of contract for the “Location of Engagement” to determine.)
   1. If you are hosting a virtual event on a Penn State Zoom platform, a Facility Manager Signature is not needed. 
4. Sponsor obtains the Authorized University Signature on all contracts. To obtain this final signature, the completed contract with all supporting documents must be turned into 209 HUB-Robeson Center. 
5. One original contract is retained for University records. Sponsor is responsible for returning a copy of the original agreement to the artist/vendor.

• The Non-Employee Information form is required anytime payment is being made to an individual. Other documentation may be required if payment is being made to a non-U.S. citizen.
• In some instances, it may take up to 21 business days from the day of your event for payment to be processed.  Please plan accordingly.
• If an event is held on campus and the vendor/artist is not requesting payment, a University contract is still required.
• If hosting a virtual event on a Penn State Zoom platform, the zoom link must be provided when the contract is being turned into 209 HUB-Robeson Center.
• If your organization is using a contract that will need to be routed to Central Procurement for further review, they require a minimum of 10 academic days prior to the event for full review of a contract. If a contract is not reviewed, signed, and returned to 209 HUB-Robeson Center before the event, the event cannot happen. 
• If your event will be University Park Allocation Committee (UPAC) funded, you must meet with your Event Consultant prior to submitting your budget. If the event will require contracts, notification will be made within your allocation letter to prompt the scheduling of a meeting with a Contract Advisor. Contracts will not be issued prior to funds being secured in your Associated Student Activities (ASA) account. 

• View the UPAC funded program deadline dates

All UPAC funded program/event requests must be submitted at least 40 academic days prior to the date of the experience. Navigate to the day you plan to hold your program/event using the first column, “Date of Event.” The date listed in the second column, “UPAC Submission Deadline” will give you the deadline for your budget submission. The date listed in the third column, "Contract Submission Deadline," refers to the date your organization will need to have your completed contract submitted to HUB 209.  

• View the non-UPAC funded program deadline dates 

All non-UPAC funded programs/events must start the contract process at least 30 academic days prior to event date. Navigate to the day you plan to hold your program/event using the first column, “Date of Event.” The date listed in the second column, “Begin Contract Process By” will indicate the last day in which you are able to begin the contracting process. The date listed in the third column, "Contract Submission Deadline," refers to the date your organization will need to have your completed contract submitted to HUB 209.  

1. Reserve appropriate venue through 25Live.
2. Schedule an appointment with an Event Consultant. You may also complete step 3 below simultaneously.
3. Complete a Small Games of Chance Application. The application must be notarized, so please do not sign the application in prior to going to the notary.  Notary services for this application are available free of charge at the Willowbank Office Building (420 Holmes Street, Bellefonte, PA 16823), as well as in the HUB-Robeson Center. 
4. The following documents must be submitted with the application to the County Treasurer Office at 420 Holmes St., Bellefonte, PA, 16823, 814-355-6810. Please contact them to verify application materials required. 
   1. A letter verifying you are a recognized student organization as well as providing your organization advisor’s name and email address. This can be obtained through the Office of Student Leadership and Involvement in 103 HUB or by email at discover@psu.edu.
   2. A check or money order for the license fee.  There are two types of licenses an organization may purchase.
      1. A regular license is an annual license, and the term runs for a calendar year from the date of issuance. The fee for an annual license is $125.
      2. A monthly license is valid for 30 consecutive days from the date of issuance. There is no restriction on the number of monthly licenses an eligible organization may obtain, but the licenses may not overlap. The fee for a monthly license is $25.
      3. If a prize is valued over $2000, you will also need to obtain a special raffle permit which costs an additional $25.
   3. If it is the first time your organization is applying for a small games of chance license, a copy of the constitution, and bylaws.  

1. If hosting a raffle, you must fill out the Ticket Request Form.
2. Email your Small Games of Chance License to sa-printing@psu.edu. Book a ticketing consultation appointment with the Student Organization and Printing Support Office and they will work with you to customize your tickets. 
3. A Small Games of Chance Prize Form must be submitted to the Associated Student Activities (ASA) office within 5 business days of the close of the game for any prizes awarded valued over $600. The form must include the name, address, and social security number of the winner so the University can issue a W-2G form as required by law at the end of the year.
4. A copy of the Small Games of Chance license should be submitted to programreg@psu.edu. Please be sure to reference the 25Live confirmation number.  

1. A prize for a single chance in any game may not exceed $2000 unless a special raffle permit is obtained.
2. No prizes may exceed $5000 due to Penn State’s ability to ensure proper tax compliance for prizes over $5000.
3. Student organizations which do not follow the proper procedures for recording and/or reporting small games of chance activity may be referred to the Student Organization Conduct Committee and disciplinary sanctions may be given.
4. Failure to comply with the Local Options for Small Games of Chance Act may result in civil penalties and/or suspension or revocation of your license.