Event Registration

Monday, August 16, 2021

As part of the University’s community care efforts, all student groups must register social events they would like to host on campus, at an off-campus residence, or at a third-party venue. This includes all events where alcohol will be served as well as dry events. All Penn community members are expected to review The University Alcohol and Other Drug Policy.

Registering events with alcohol

All members of the Penn student community, undergraduate, graduate, or professional, are expected to follow University policies and local, state, and federal laws at all times. These expectations extend to all event hosting, whether in on-campus spaces (such as fraternity houses or Houston Hall), off-campus residences, or third-party venues (such as restaurants or clubs).

All student organizations are required to register social events with alcohol, regardless of where the event will be held. Registration helps student groups manage risk, since registered events require hosts to provide bartenders and security. Student group leaders should submit the registration materials and await response from University Life and/or an advisor (if applicable). Student groups should not publicize any event until they have received formal confirmation from University Life.

Drinking contests or games of any sort are expressly prohibited.

Many University undergraduate student organizations are subject to policies regarding the possession and consumption of alcohol imposed by a parent organization. If the policies governing an individual organization impose more restrictive regulations regarding alcohol possession and consumption it will be necessary for that organization to follow its parent organization’s policies or risk sanctions. If, however, the parent organization permits the possession or consumption of alcohol where otherwise prohibited by University policy, the organization must comply with the University’s policy, notwithstanding its parent organization’s rules.

Costs associated with hosting events with alcohol

Student groups hosting events where alcohol is served must have professional bartenders serving at the bar and professional security checking IDs at the front door. Funding is available to all undergraduate and graduate student groups to assist with the cost of these services. All student groups will have these costs automatically subsidized for up to four (4) events per semester. There is no separate application process to receive funds; University Life will book and pay for these services for events cleared to move forward. 

After those four events, student groups are responsible for the costs of bartenders and security where applicable. Hosting a registered event with alcohol can range in cost from approximately $500 – $850 (some events could cost less; others might cost more). This depends upon various factors such as the length of the event, the time of day, the number of staff, etc. Please contact Emily Giffin, Program Coordinator for Community Care, with any questions.

Registering events without alcohol

Student organizations wishing to hold social events without alcohol are required to register with University Life, regardless of whether the event will be held in an on-campus fraternity house, off-campus residence, or third-party venue. Registration of these events helps Event Observers and Penn Police identify and differentiate between activity each weekend. Student group leaders should submit the registration materials and await response from University Life and/or an advisor (if applicable). Student groups should not publicize any event until they have received formal confirmation from University Life.

Keep in mind…

  • No registered events may be held in basements, whether in on-campus or off-campus residences. Organizations may hold chapter-based activities and internal house gatherings in basement spaces, but for safety concerns, events must be held on the first floor if a larger group made up of non-members are attending.
  • Organizations such as athletic teams or performing arts groups may be subject to additional expectations by coaches, advisors, or sponsors.
  • Organizations that live in, and host events at, private off-campus residences are subject to additional expectations set forth in rental agreements/leases and in personal communications with landlords.
  • Social fraternities at Penn belong to the IGC and IFC Councils. All NIC (North American Interfraternity Conference) and/or IFC-member fraternities follow the NIC Standard Operating Procedures to enhance safety measures at events. Some of these include:
    • The presence of alcohol products above 15% alcohol by volume (ABV) (“hard alcohol”) is prohibited on any chapter/organization premises or at any event, except served by a licensed and insured third-party venue
    • Events with alcohol are limited to a 3:1 maximum guest-to-member ratio, meaning the total attendance must not be greater than three times the chapter’s total active membership. For all events, attendance must not exceed the local fire or building code capacity of the host venue.
    • Attendance by non-members at any event where alcohol is present must be by invitation only, and the organization must utilize a guest list system.

Register your event

UPDATE (5/11/22): Event registration is closed until the 2022 fall term. Thank you! 

  • If you are Penn staff/faculty and are in need of bartending services for an upcoming event, please email Emily Giffin directly, and she can provide assistance. 

Beginning in Fall 2022, please submit the appropriate event registration form based upon where you plan to host your social event—on campus or at an off-campus residence (blue button) or at a third-party venue (red button). If you’ll be hosting a dry social event with no alcohol, access the appropriate form via the gray button. Note: dry events taking place at third-party venues should still register by clicking the red button and completing our third-party venue form. 

Groups should submit their registration for an event with alcohol two weeks prior to the event date. For dry events, registration should be submitted one week before the event date.

Contact Information

If you have any questions about the event registration process, please reach out to Emily Giffin, Program Coordinator for Community Care.


Penn Cares: COVID-19 Testing & Dashboard

Tuesday, July 27, 2021

Students who will be on campus for the Fall 2021 semester are required to undergo Gateway Testing. Students can schedule their Gateway Test beginning the week of July 26. New students may be unable to schedule their tests until the week of August 9th.

Summer/Fall 2021 Rules for Student Groups

Tuesday, July 6, 2021

These rules govern in-person activity that can be organized and/or funded by your student organization (for all undergraduate, graduate, and professional students) in Summer/Fall 2021.

Guidance is based on current university and city/state policies as communicated to the campus community via email on June 24, 2021. If these policies change during the semester, the guidelines for student organizations may also change.

Student group activities may be held in-person, both on and off-campus

  • While groups are eager to return to pre-pandemic operations, student organizations are encouraged to be mindful that not all members of the Penn community will be comfortable with, or able to engage in fully in-person activity. To that end, organizations are asked to:
    • Normalize the option of wearing a mask at in-person events.
    • Reduce the size of activities when possible.
    • Continue hosting events outdoors when possible.
    • The disease is still most highly transmitted in our community when people eat and drink together. Prioritize pre-packaged meal options whenever possible, promote good hand hygiene and always have hand sanitizer available. Be thoughtful of how food/beverages are served at activities.
    • Consider how hybrid modes of meeting/interacting can be utilized. Virtual activities are very inclusive and afford your members some opportunity for self-care instead of running across campus all day. Decide which standing meetings, activities that regularly conflict with mealtimes, or deliberations that run late into the night might be held virtually.
  • Facilities on campus will have their own rules of operation and may vary from site to site. Groups must follow all rules and expectations set forth by the facilities in which they are hosting activities.
  • Groups are no longer required to submit the event approval form or the food purchase request form before they can begin planning events, however, they must consult their financial coordinator at the beginning of the planning process to ensure compliance with Penn policies and best practices. Student organizations should continue to work with their financial coordinator/financial center early and often during the event planning process to spend money in accordance with the current financial policies.
  • Organizations may resume travel related to the mission of their organization. Public health guidance will vary by country, state, and locality. It is the responsibility of students to be aware of public health guidance wherever they travel.
  • Student groups may host guests on campus. Guidance for guests on campus can be found at the Penn Coronavirus website.
  • There are special considerations for activities that include children 12 and under. If your group typically hosts events with children on or off-campus, please consult with your advisor for guidance.

Student groups may not:

  • Track or ask members to disclose (verbally or written) their vaccination status.
  • Require students to show proof of a negative Covid test before participating in activities.
  • Force people to remove their mask.

Resources to Support Student Organizations

There are resources available to support student organizations in their efforts to host safer activities.

  • Public Health Ambassadors (PHAs) may be available to support events that are at higher risk for Covid transmission. Factors such as the size of an event, being open to the public, or the presence of food/beverage/alcohol may result in the recommended use of a PHA.
  • Individual students will retain access to their Zoom account provided through the University.
    • Additionally, the Office of Student Affairs will maintain licenses for free access to Zoom Webinars and BlueJeans Events, which can host up to 1000 participants at a time. Please be in touch with OSA to request access to these resources on an event-by-event basis.
  • PennOpen Pass is available for reporting symptoms and exposures. While no longer required for building access, group members can utilize this tool and ask members to display red or green passes as needed.

PennOpen Pass

Thursday, November 19, 2020

PennOpen Pass is a daily symptom tracker and exposure reporting system designed to reduce the risk of COVID-19 spreading within the Penn community.

  • PennOpen Pass is not required for entry into most University buildings. However, PennOpen Pass is required to enter health care settings at Penn Medicine and University facilities that serve patients, such as Penn Dental at the Schattner Center, and Penn Cares testing sites.
  • Only University faculty, postdoctoral trainees, staff, and students who are not fully vaccinated or have not recorded their fully vaccinated status in their appropriate system of record, Workday@Penn or Student Health Service, are required to use PennOpen Pass daily.
  • Fully vaccinated University faculty, postdoctoral trainees, staff, and students who have recorded their fully vaccinated status in their appropriate system of record are not required to use PennOpen Pass daily.
  • While fully vaccinated individuals are not required to complete PennOpen Pass daily, all University campus members should continue to use PennOpen Pass to report new symptoms and exposures to guide testing and clinical management according to the latest guidelines.
  • Penn Medicine faculty, postdoctoral trainees, staff, and students entering Penn Medicine health care settings are required to complete daily symptom checks using PennOpen Pass and show a Green Pass upon entering.

For individuals who are not fully vaccinated or do not report their fully vaccinated status, symptom checks must be completed in PennOpen Pass before the start of each day, including on weekends, to reduce the risk that any COVID-19 case could lead to an outbreak. Daily symptom tracking enables PennOpen Pass to act as an early warning system of potential COVID-19 infections on campus. If COVID-19 cases are diagnosed, clinical staff and contact tracers will respond quickly to contain spread and connect individuals at risk to care in an expedited manner. For persons working or learning remotely 100% of the time, PennOpen Pass still provides access to expedited clinical guidance should a need arise.

For information on how it works, answers to frequently asked questions, the privacy policy, and other resources, visit the PennOpen Pass website.