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.

Fees/Charges Deadlines Student Organization Department
Late Requests for Event Space 12 business days $100 $200
Late Request for Alcohol 10 business days $50 $100
Late Request for Services 10 business days $50 $100
Late Cancellation (event space or services) 10 business days $50, unless day of then 100% of Charges (equipment & labor) + Fee $100, unless day of then 100% of Charges (equipment & labor) + Fee

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. 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

For catering orders $5,000 or more, Drexel Business Services will submit a Smart Source On-Call Confirming Order on your behalf. The order will be allocated to your department's cost center(s) and routed to the cost center Approver via Smart Source (this is the same process for any Smart Source requisition). After the order is approved by the cost center Approver, payment will be issued directly to Aramark, and the department will be provided with a detailed expense confirmation.

For catering orders under $5,000, departments must use their Purchasing Card (P-Card). Departments will enter P-Card information during check-out on the catering website, and the University Catering & Food Costs Account (3646) must be used when reconciling P-Card orders.

The department chargeback process will still be in place for orders with alcohol only. Please refer to the Policy for Events with Alcohol at Drexel University for more information.

Apply for a P-Card

If your department does not have a P-Card, an administrator will need to be identified and the administrator must complete a P-Card application through the Employee tab in DrexelOne 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.

Alcohol Policy

Departments

The Events with Alcohol Policy requires that an Alcohol Request be submitted prior to serving beer and/or wine at an event. Liquor is not permitted. The sale of alcohol is not permitted. The Alcohol Request must be completed during 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 submit an Alcohol Request prior to placing an 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.

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