Room Reservations

Reservation Policies

The Grad Center has study and meeting rooms that are available to reserve Monday-Friday during our regular operating hours throughout the academic year. As long as space is not reserved, you can use and share the space with other graduate students for quiet study or a group meeting. If you want to ensure the space is reserved for your group, you will need to complete the request form below. 

  • Reservations must be submitted at least three (3) days and no more than 60 days in advance.
  • The maximum length of a reservation is three (3) hours.
  • During the academic year, reservations must end 30 minutes before closing to allow for facilities cleanup.
  • Reservations are not available during university breaks, reading/finals periods, or summer months.
  • Groups that do not arrive within ten minutes of their reserved start time will forfeit the reservation.
  • Please email directly with questions about our policies or with any special event requests. 

Who can reserve space? 
Current Penn graduate and professional students, graduate student groups, and University offices offering programs for the broader graduate and professional student community can reserve a room. Only university-recognized graduate student groups can submit recurring reservation requests.  

We generally do not approve reservations for office hours, class/seminar meetings, or individual use. Please see our list of other campus spaces available to reserve here. 

We will not accept reservation requests outside these guidelines.

Reservation Fees 
During the Center's operating hours, space is generally available free of charge.

If your reservation extends past the Center's operating hours, requires housekeeping services, or is held in Room 304, it may incur additional fees. These will be communicated before your reservation is confirmed.

Events with Alcohol
All Grad Center guests must abide by Pennsylvania and the University's rules on the consumption of alcohol. As such, you are responsible for understanding and adhering to the University's Alcohol Policy of which the major points are:

  • You cannot sell alcohol or otherwise charge money for events at which alcohol will be served, unless your venue has a PA Liquor License.

  • You must ensure that all persons consuming alcohol are aged 21+.

  • You must register your on-campus event with VPUL

  • You cannot have kegs on campus.

  • You must use a University-approved bartender to serve alcohol at your event.

  • Your guests cannot take alcohol out of the designated event area.

Please be mindful of the next person using the room. Clean up after yourself and your group. Your group will be held responsible for any damages done to the space. Be respectful and courteous. Be mindful of the space.  

Reservation Request Forms

Reserve a Room at the Grad Center

Reserve a Table in the Welfer Common Room (registered Penn graduate & professional student groups ONLY)