Event Registration

Social event registration is the process through which all student groups at Penn—whether undergraduate, graduate, or professional—register events they would like to host on campus, at an off-campus residence, or at a third-party venue. Event registration promotes safe social environments within our community; it is a process to help manage risk, reduce harm, and look out for one another. It is a highly collaborative endeavor involving Penn students, staff, and neighbors and a key component of the University’s broader community care efforts.

That depends! If the primary purpose of your event is to socialize, it’s likely you should register the event with University Life. Events with alcohol must always be registered; dry social events happening in off-campus residences or at third-party venues should also be registered. Other dry events on campus such as organizational meetings, grab-n-go-giveaways, speakers, etc. do not need to be registered with University Life. 

Events that are not registered—or, unregistered events—that are visited by UPPD and/or the Event Observers will be shut down and accountability measures will be discussed.

Event registration is chiefly for student-hosted social events, or parties. The process is in place to help ensure compliance with University policies and to promote safe, successful events within the Penn community. Reserving a space on campus is a separate process. After all, student groups can reserve space on campus for a variety of reasons. If you’re looking for a space to host your group, University Life Space & Events is a great place to start. 

If you are looking to host a social event with alcohol in an on-campus space, registering the event with University Life does not guarantee your ability to use the space; approval to use a space for this purpose is up to the building manager or team. The Associate Director for Community Care is always happy to share ideas for spaces, discuss options, and make recommendations for next steps. 

Yes! Groups should submit their registration for an event with alcohol at least two weeks prior to the event date. For dry social events, registrations should be submitted at least one week before the event date. Registrations submitted after these deadlines may result in the event being cancelled or rescheduled. For key dates to keep in mind as you’re planning events, check out the 2023-2024 key dates section. 

That’s okay! While it’s important to have answers to the Who, What, When, Where, and How of your event before you register, we understand some details may still be taking shape. If you’re unable or unsure how to answer certain questions on the event registration form, simply make note of that, and the Associate Director for Community Care will follow up with any questions or concerns. It’s most important to make sure your form is submitted by the appropriate deadline for your event date.

No; submitting the appropriate registration form for your event is just the first step. Student groups should not publicize their event until they have received formal confirmation from staff that the event can move forward.

Next, that form is reviewed by the Associate Director for Community Care—often in consultation with other offices such as OFSL or OSA—with an eye toward abiding by the University AOD Policy and other risk management best practices. The Community Care team reaches out to the event host with any questions or concerns and/or sets up a meeting to further discuss the details. The Community Care team or your group’s advisor will soon confirm if the event can move forward, and, if applicable, bartending and security arrangements will be made on your group’s behalf.

Before your event gets underway, you’ll receive one final email with important information and resources to help ensure your event is a success.

It happens! However, some details are easier to change than others, especially if various staff members have already been made aware of your group’s original plans. As soon as a change comes up, please reach out to the Associate Director for Community Care by email/phone. They will advise on next steps, which could include submitting a new registration form. 

Great question! Check out the Policies and guidelines section of this page to learn more. You’re also welcome to set up a meeting with the Associate Director for Community Care for further discussion.

There are a few weekends at Penn during which we’ve historically seen a significant increase in events and social activity; we call these Major Event Weekends. During these designated weekends (see Key Dates), the Community Care team implements additional parameters for event registration that help to ensure the safety of all Penn community members amidst a potential increase in risky behavior. Major Event Weekend protocol includes*: 

• All student groups are permitted to host only one (1) event during the weekend—dry or with alcohol. 
• The Community Care team, in partnership with the Division of Public Safety, will determine a maximum number of large-scale events—dry or with alcohol—that can occur at the same time or on the same day. Once that number is reached, any remaining registered events will need to be adjusted or placed on a waitlist. (Hint: Register your events early!)
• Undergraduate social events will need to take place during designated time blocks to ensure sufficient support and safety staff is available. 
• Like events with alcohol, all dry undergraduate social events (no alcohol being served) will be required to have security during Major Event Weekends to assist with crowd control. 

*Additional Major Event Weekend parameters set forth by other key stakeholders such as a group’s advisor or coach also apply.