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Policies and Guidelines

Drexel departments, school, colleges and student organizations must adhere to the following policies and guidelines.

Deadlines

To accommodate space and logistical support service requests, event planners need to be aware of deadlines. If deadlines are not met, requests may be denied or a late fee assessed. These deadlines are listed in the table below. A Deadlines [PDF] document is also provided to print as a deskside reference.

Action Deadline Late Fee
Last day to submit new reservation requests for academic classrooms. 5 business days May not be able to reserve requested room/find alternative room.
Last day to cancel classroom requests. 3 business days N/A
Last day to submit new reservation requests for event spaces. 10 business days $500
Last day to cancel event space. 10 business days 100% of fees day of event
50% of fees: 2-5 days
30% of fees: 6-9 days
Last day to submit and/or change logistical support service requests for events in EMS. 10 business days $250
Last day to request logistical support services in non-event spaces (service only). 10 business days $250
Last day to cancel service only request. 10 business days 100% of fees day of event
50% of fees: 2-5 days
30% of fees: 6-9 days
Alcohol Request Form approved by Public Safety for events that indicated serving alcohol. 10 business days $200

Facility Usage

Departments

University facilities should not be used for commercial programs, fundraising activities or for personal profit. The use of University facilities may be denied if the activities interfere with the philosophy, missions or goals of Drexel University.

Recognized Student Organizations

University facilities should not be used for commercial programs, fundraising activities or for personal profit with the exception of programming designed to raise funds solely for the student organization's activities and for charitable projects as outlined by the Office of Campus Engagement. The use of University facilities may be denied if the activities interfere with the philosophy, missions or goals of Drexel University.

Payment for Chestnut Street Caterers

Departments must use a Procurement Card (P-Card) to place catering orders with Chestnut Street Caterers via drexel.catertrax.com. Catering orders will no longer be placed using a fund and org.

Reconciliation

You must use University catering & food costs account (3646) to reconcile your P-Card. Reconciling to the correct account is an integral part of the process.

Apply for a P-Card
If your department does not have a P-Card an administrator will need to be identified. The administrator must complete an application and submit via pcard@drexel.edu. If approved, the administrator will be contacted and scheduled for training to receive a P-Card. If you have questions or need assistance with P-Cards, please contact Procurement Services.

Request a P-Card Limit Increase

If your catering order is expected to exceed your P-Card limit, you may request an increase via pcard@drexel.edu.

Alcohol Policy

Departments

The Events with Alcohol Policy requires that an Alcohol Request Form [PDF] be completed and approved prior to serving beer and/or wine at an event. Liquor is not permitted. The sale of alcohol is not permitted. The Alcohol Request Form must be completed and attached to the reservation in the Campus Reservation System.

Payment for Catering Orders with Alcohol: Per the University's Alcohol Policy (P-Cards are not permitted to be used to purchase alcohol), cost center sweeps will only be used for catering orders that include the purchase of alcohol. Departments must complete the Alcohol Request Form, and once approved, can place the alcohol order with a cost center fund and organization number to be charged. If you have questions or need assistance, please contact Drexel Campus Dining.

Recognized Student Organizations

Recognized student organizations are permitted to host events with alcohol, but must seek approval and adhere to the Events with Alcohol Policy. The Office of Campus Engagement will assist you with this process.