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. 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 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.

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