THE WHARTON SCHOOL OF THE UNIVERSITY OF …

[Pages:17]THE WHARTON SCHOOL OF THE

UNIVERSITY OF PENNSYLVANIA

RENTAL GUIDELINES

1) WHARTON OPERATIONS i) Overview ii) About the Office iii) Venues (a) Patty and Jay Baker Forum (b) Auditorium and Lecture Halls (c) Tiered Classrooms (d) Koo Plaza/MBA Lounge (e) Hoover Lounge (f) Stock Exchange (g) Lehman Quad iv) Room Dimensions, Capacities & Diagrams

2) EVENT PLANNING i) Ten Important Steps to Assist You in Coordinating Your Special Event ii) Checklist

3) RESERVATION PROCESS AND SPECIFICATIONS i) Eligible Users ii) Priority Scheduling iii) Reservation Steps iv) Rental Fees

4) EVENT SUPPORT SERVICES i) Classroom Technology ii) Equipment iii) Housekeeping iv) Security v) Operations Staff vi) Food and Beverage Options

5) EVENT REGULATIONS i) Alcohol ii) Deliveries iii) Fire Safety Guidelines (a) Fire Capacities (b) Open Flames iv) Building Safety Guidelines (a) Room Capacities (b) Electrical Cords (c) Exit Doors (d) Accessibility v) Signs and D?cor vi) Parking/Loading and Unloading vii) Damage

APPENDIX A: Building Hours APPENDIX B: Wharton Alcohol Usage Policy

OVERVIEW The Wharton School consists of the following buildings on campus: Jon. M. Huntsman Hall, Steinberg Hall-Dietrich Hall, Vance Hall, Colonial Penn Center, and LauderFischer Hall. We are pleased to offer rental of event spaces within these buildings for academic/scholarly meetings, banquets, receptions, and other events. The following guidelines will assist you with the particular aspects of planning your event at the Wharton School.

Please note that academic classes receive priority over all other events and, as such, special events may not interfere with the normal public operation of the Wharton School as an academic setting and are subject to the policies and procedures listed below.

The Wharton School reserves the right to review the special event plans (including d?cor and entertainment) to ensure that they are compatible with the school's mission.

Wharton Operations ? ABOUT US

WHARTON VENUES

Patty and Jay Baker Forum

Located within the heart of Jon M. Huntsman Hall, the 4,000 square-foot Forum is the largest single space in the building and the center of undergraduate life and activity. A two-story gathering area large enough to accommodate an entire undergraduate class, the Forum creates a perfect setting for the freshman Dean's Meeting, Family Weekend events, graduation celebrations, award ceremonies and other School gatherings.

Auditorium and Lecture Halls

A 299-seat Auditorium and two 125-seat Lecture Halls allow for multiple-image displays, video, and teleconferencing for cohort meetings, lectures series, and other events.

Tiered Classrooms

Jon M. Huntsman Hall sets a new standard for innovative teaching and instruction. It incorporates advanced networking and communications technology to create a new global learning environment. Large tiered classrooms with 60, 80, or 100 seats have been specially constructed with the entrance in the front, an aisle up the middle for the instructor to move, a multiplescreen system for video projection and teleconferencing, and 360-degree swivel seats, designed for easy classroom discussions.

MBA Lounge

This casual dining space invites impromptu discussions and friendly conversations. The MBA Caf? is located on the second floor of Jon M. Huntsman Hall and is adjoined to Koo Family Plaza, a patio and garden space that also hosts Wharton gatherings and events.

Hoover Lounge

Hoover Lounge is spacious room in Vance Hall overlooking Lehman Quad. It can host a variety of events from dinners and socials, to club meetings that require physical activity and movement.

The Stock Exchange The Stock Exchange is located on the lower level of Steinberg Hall-Dietrich Hall. Its close proximity to several classrooms makes it an ideal space for a standing reception after a lecture.

Lehman Brothers Quad This outside venue is situated between Vance Hall and Lauder-Fischer Hall. Lehman Quad is perfect for any outdoor gathering.

The Colloquium The eighth floor of Jon M. Huntsman Hall is an elegant window-lined conference area, which hosts faculty and administrative events with seating and dining spaces for up to 200 in the main presentation room. The floor provides access to a grand sky-lit East Hall offering commanding views of Penn's campus and Philadelphia skyline.

ROOM DIMENSIONS AND CAPACITIES

Room

East Hall Colloquium Room Colloquium Hall Baker Forum

Sq. Ft. 1,817

1,308

2,722

Classroom n/a 48 100 n/a

Theatre n/a 70 180 n/a

Banquet Reception U-Shape

28

90

n/a

42

80

24

Hollow Square

n/a

32

112

200

n/a

n/a

n/a

300

n/a

n/a

ROOM SET-UP DIAGRAMS

Classroom This is used for conferences and lectures when attendees need a writing surface. Narrow tables with 2 seats each are arranged in rows facing a podium and/or speakers' table.

Theatre This is best for general meetings and lectures for any size group. It consists of chairs in rows facing a podium or stage.

Banquet This is used for primarily for meal service. 60" round tables are set up with 6-7 chairs per table.

Reception Used for stand-up gatherings such as cocktail parties. Space is open with no furniture or some furniture moved to perimeter of space.

U-Shape This is used for presentations to small groups of up to 24 people. Narrow 2'x4' rectangular tables with 2 seats each are arranged facing a podium and/or speakers' table.

Hollow Square This is used for meetings for a small group of up to 32 people. Narrow 2'x4' rectangular tables with 2 seats each are arranged in a closed square in the center.

Ten Important Steps to Assist You in Coordinating Your Special Event at the Wharton School

1. Designate one person from your organization to be your Wharton contact and decision-maker.

2. Contact the Events Office at (215) 898-2942 to check the availability of your requested date.

3. Reserve your tentative date in writing by fax or e-mail by completing a Room Request Form. This informal inquiry shall in no case be represented or construed as a reservation for your event. You will receive a confirmation via e-mail within 2-3 business days.

4. Confirm the date with both a signed License Agreement and Alcohol Usage Agreement (if applicable) and budget code.

5. Contact one of our preferred caterers for food and beverage arrangements.

6. Request classroom technology through the Wharton School's CT department at least three (3) weeks prior to your event.

7. Make sure all outside service vendors and arrangements are approved by the Wharton School.

8. Coordinate all deliveries and pick-up to be made only on your contracted date(s).

9. Confirm all finalized schedules and arrangements through the Events Office at least ten (10) business days prior to your event.

10.At least one pre-event walk-through to include client, Wharton operations, and vendor representatives (caterer, entertainer, florist, etc.) must be completed prior to the event.

CHECKLIST FOR PLANNING YOUR EVENT AT WHARTON

Preliminary Planning Determine type of event and estimate attendees Consider potential dates, times and locations

At Least One Month Prior to Event Fill out appropriate room request form for reservation Receive confirmation of space Complete Alcohol Usage Agreement Form (if applicable)

One Month Prior to Event Review event with Special Events Manager o Classroom Technology o Security o Catering o Housekeeping

Three Weeks Prior to Event Schedule final walk-through with Special Events Manager and any service vendors involved in event Submit Supplemental Intake Form to Classroom Technology

Two Weeks Prior to Event Submit final arrangements and accurate diagram of event Confirm all vendors, speakers, and key participants Issue PO for security detail after receiving security quote (if applicable)

Week of the Event Submit guest list to Wharton Operations for security purposes Confirm all delivery times with Special Events Manager Submit electronic signage (PowerPoint slides) for Huntsman Hall entrances and/or Colloquium Level

Day/Night of the Event Organize and coordinate volunteers to greet guests Arrive only during hours stated in License Agreement Review accessibility and safety concerns and considerations

After the Event Remove all signage and materials immediately after event or make prior arrangements to pick up no later than the next business day afternoon Return room to its original condition

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