External clients should review the information below before submitting an event request. This will help determine whether your event can be supported within the required timeline.

Before submitting, please be prepared to provide:

• Organization name and primary contact information
• Requested event date, start time, and end time
• Estimated attendance
• Preferred location or room type
• Event purpose and general program details
• Setup needs, including tables, chairs, staging, or other furniture
• Technology needs, including microphones, projectors, screens, or sound support
• Catering or food service plans
• Whether any participants, attendees, or program beneficiaries will be under age 18
• Any security, ticketing, registration, or crowd management needs

All requests are subject to review based on space availability, staffing, operational capacity, University policies, and required compliance timelines.

Student Center Operations uses the following process to review and support external event requests.

1. Submit an event request
   • External clients must submit an event request form with as much detail as possible. Incomplete information may delay review.
2. Request is reviewed
   • After submission, the request will be reviewed for space availability, event type, support needs, required documentation, compliance requirements, and timeline feasibility.
3. Tentative status may be issued
   • If space appears available, the event may be placed in tentative status while planning and documentation are completed. Tentative status does not mean the event is approved or confirmed.
4. Planning meeting is completed, if required
   • Complex events require a planning meeting with Student Center Operations. This meeting may include discussion of room setup, staffing, technology, catering, security, payment, required documentation, and final logistics.
5. Required documents are submitted
   • External clients must submit all required documents by the stated deadlines. Required documents may include a Facility Use Agreement, Certificate of Insurance, and proof of minors registration submission, if applicable.
6. Payment is completed
   • Payment must be received by the required deadline unless the event has been approved for an exemption.
7. Final logistics are confirmed
   • Final event logistics must be submitted no later than 15 business days before the first event date. No logistical changes may be made after this deadline.
8. Event is confirmed
   • The event is only fully confirmed once all required documents, payment, and applicable approvals are completed.

External clients are responsible for meeting all required deadlines. Failure to meet these deadlines may result in cancellation of the event and release of any room or resource holds.

Student Center Operations may cancel an event if required documentation, payment, or compliance approvals are not completed by the required deadlines.

External events may require the following documents before the event can be confirmed.

Minors Registration Submission Proof

If the event involves minors under the age of 18, the external client is responsible for completing the University’s minors registration process. Proof of submission must be provided to Student Center Operations by the required deadline.

A screenshot or other confirmation of submission may be requested as documentation.

Facility Use Agreement (FUA)

Facilities Use Agreement (FUA) (PDF format)

The Facilities Use Agreement (PDF) outlines the approved use of University space, event dates and times, responsibilities of the external client, and applicable University terms.

It must be completed and returned by email to your Event Manager by the required deadline. Events involving minors require additional lead time.

Certificate of Insurance

External clients are required to provide a Certificate of Insurance that meets University requirements. The Certificate of Insurance must be reviewed and approved before the event can proceed.

Insurance requirements may vary based on event type, activities, attendees, and whether minors are involved.The policy must have a minimum of $1,000,000 of coverage and name Temple University as an additional insured and include the following language: 

• "Temple University – Of The Commonwealth System of Higher Education, its trustees, officers, employees and agents" are additional insured with respect to the general liability policy noted in the Facility Use Agreement, page 2, section 10.
• Some insurers add "as required by contract" to this, which is also acceptable language.
• If minors will be a core part of your event, your COI must not exclude sexual abuse/molestation coverage.
• One day insurance can be purchased at the following link https://finance.temple.edu/finance/risk-insurance

Events, graduations, programs, camps, conferences, or activities involving individuals under the age of 18 may require additional University review and approval.

They must follow Temple University’s Policy on the Safety of Minors (PDF). The policy includes requirements relating to reporting suspected abuse or neglect of minors, registering programs, completing relevant online training, and undergoing background checks.  

External clients are responsible for completing all applicable minors-related requirements. These requirements may include registration through the University’s minors process, review of program details, insurance review, and additional compliance steps.

Because minors-related review requires additional lead time, external clients should submit requests involving minors at least 90 business days before the first requested event date.

For events involving minors:

• Proof of minors registration submission is required 60 business days before the first event date.
• Facility Use Agreement and Certificate of Insurance are required 60 business days before the first event date.
• The event may not proceed if required minors-related documentation or approval is not completed by the required deadline AND approved by the Compliance office.

The required clearances are listed below.  

• Pennsylvania Criminal History Record (PATCH)   
• Pennsylvania Child Abuse Clearance  
• Federal criminal history record    

Per Pennsylvania’s Child Protective Services Law, required clearances are valid for 60 months (five years) and must be renewed prior to the expiration date to remain valid. For information regarding required background checks, please visit Pennsylvania’s Department of Human Services website. 

Submitting an event request does not guarantee approval for an event involving minors.

External events are reviewed based on the level of planning, setup, staffing, technology, and coordination required.

Simple Event

A simple event requires limited support, such as use of an empty room, standard chairs, or built-in room technology only.

Simple events are still subject to space availability, required documentation, payment, and University policies.

Complex Event

A complex event includes additional setup, staffing, or coordination. Examples may include:

• Tables, chairs, staging, or custom room layouts
• Food or catering
• Linens
• Advanced technology or sound support
• Security or crowd management
• Registration or check-in needs
• Outdoor space
• Multiple rooms or multiple event dates
• Events involving minors
• Events open to the general public
• Events with high attendance or elevated operational needs

Complex events require a planning meeting and may require additional review time, staffing, and fees.

A planning meeting may be required based on the type, size, complexity, or risk level of the event.

During the planning meeting, Student Center Operations may review:

• Event schedule
• Room setup
• Attendance
• Catering or food service
• Technology needs
• Staffing needs
• Security or crowd management
• Accessibility considerations
• Required documents
• Payment deadline
• Event policies
• Cancellation deadlines
• Final logistics deadline

Final logistics must be submitted no later than 15 business days before the first event date. This includes final setup needs, technology needs, catering details, arrival times, staffing needs, and other event details.

No logistical changes may be made after the 15-business-day deadline.

Event costs vary based on the requested space, event type, setup needs, staffing, technology, security, food service, and other required support.

Potential costs may include:

• Room rental
• Event staffing
• Setup or breakdown support
• Audio/visual support
• Security or police support
• Housekeeping
• Linens
• Catering or food service
• Equipment rental
• Special technology needs
• Additional operational support

An event estimate may be provided as part of the planning process. Final charges may vary if approved event details or required services change before the final logistics deadline.

Payment is due 20 business days before the first event date unless the event has been approved for an exemption.

Room Rate Table for events that occur during July 1, 2025 - June 30, 2026

TABLE

Room rates and capacities vary by location, setup style, event type, and support needs. See table below for specifics.

Room capacity may be reduced based on:

• Furniture setup
• Staging
• Catering
• Registration tables
• Technology needs
• Accessibility needs
• Safety requirements
• Event flow or crowd management needs

Student Center Operations will review requested setup details and confirm whether the preferred space can safely and appropriately support the event.

TABLE

Payment is required 20 business days before the first event date unless the event has been approved for an exemption.

Events may be canceled if payment is not received by the required deadline.

Payment instructions will be provided during the event planning process. External clients should not consider the event fully confirmed until payment and all required documentation have been completed.

External clients should notify Student Center Operations as soon as possible if an event must be changed or canceled.

Event Changes

Final logistics are due 15 business days before the first event date. No logistical changes may be made after this deadline that could impact staffing, security, housekeeping, rental work orders.

This may include changes to:

• Room setup
• Event timing
• Technology needs
• Staffing needs
• Security needs
• Attendance estimates
• Additional rooms or event locations

Cancellation and Refund Schedule

Student Center Operations may cancel an event and release any room or resource holds if required deadlines are not met.

External clients are responsible for:

• Providing accurate event information
• Meeting all required deadlines
• Completing all required documents
• Providing an acceptable Certificate of Insurance
• Completing minors-related requirements, if applicable
• Submitting payment by the required deadline
• Following University policies and procedures
• Communicating changes as early as possible
• Ensuring event participants follow University expectations
• Providing final logistics by the required deadline

Failure to meet these responsibilities may result in cancellation of the event.

Submitting an event request does not guarantee approval.

Tentative status does not mean the event is confirmed.

Events are not fully confirmed until all required documentation, payment, and applicable approvals have been completed.

Student Center Operations reserves the right to deny or cancel requests that do not meet University requirements, required timelines, or operational capacity.

Additional requirements may apply based on event type, attendance, activities, location, minors participation, security needs, or other risk factors.

For questions about external event requests, required documents, deadlines, or event planning, please contact Student Center Operations.

Student Center Operations
Howard Gittis Student Center
1755 N. 13th Street
Philadelphia, PA 19122

Email: screserv@temple.edu
Phone: 215-204-7131

External clients are encouraged to contact Event Services before submitting a request if they are unsure whether their event can meet the required timeline or documentation requirements.