Thank you for considering Pennsylvania College of Technology for your event venue. Below is some helpful information to keep in mind about our services, policies, and procedures when planning your event.

Penn College offers state-of-the-art technology built into all of its classrooms and event facilities for seamless, highly professional presentations. All event spaces and classrooms are equipped with ceiling mounted projectors, high output LCD projectors, screens, and computers with DVD and CD playing capability. Out facilities include in-room PA systems, wireless microphones, and connections for laptops and other carry-in devices. Additional equipment needs may be accommodated upon prior request. Penn College audio/visual services technician are available to meet with our clients to ensure that everything is event-ready and to answer any questions you may have.

When planning your event at Penn College, please take into consideration the needs of participants who would require special accommodations or services. Don’t forget to ask your participants about accommodation needs during the registration process.

Hosting an event at Penn College and renting our space requires you to provide any auxiliary aids or other services that may be necessary under the Americans with Disabilities Act, the Rehabilitation Act, or any other Pennsylvania or Federal Law to ensure that no individual with a disability is excluded from the event. Examples of auxiliary aids and services include, but are not limited to:

• Qualified sign language interpreters
• CART (Communication Access Real Time)
• Computer-aided transcription services
• Accessible electronic and information technology
• Assistive technology (i.e. screen readers; magnification software)
• Adaptive equipment (i.e. keyboard with large buttons)

Your rental fee includes free and convenient parking and helpful outdoor signage to direct your guests to their event locations and designated parking areas. The Office of Facilities & Events will indicate an event parking location and can provide digital campus maps and GPS directions for event organizers to share with their participants.

Catering and dining options on campus are provided by Le Jeune Chef Restaurant and Penn College Dining Services. All food concessions are the operation of the College.

Before receiving approval to use the College's facilities, the applicant must furnish proof that it has in force a public liability policy. Proof shall be in the form of a Certificate of Insurance in which the College is included as an additional insured. The term of the insurance must cover the entire period of use as indicated by the dates and times on the application, including rehearsals. If use is limited to one day, the policy may be limited to one day. The document may be drafted to cover general use of facilities for an entire policy period to permit flexibility and allow for last-minute changes. The requisitioning organization may specify that insurance carriers automatically update the College's records with each policy renewal for the sake of convenience.

The following are the minimum limits:

• Bodily injury, $1,000,000 single limit
• Property damage, $1,000,000 single limit

If the organization has in force a general liability insurance policy in limits equal to or in excess of those described above, a Certificate of Insurance for this policy will be accepted by the College, provided the existing policy is endorsed to include the College as an additional insured for the period of use of College facilities by the organization. The Certificate of Insurance MUST include the notation that the College is an additional insured.

The Certificate of Insurance must be approved before use of facilities can be confirmed.

Rental fees are based upon the reserved arrival and departure times of your event and stated on the contract. The College assumes that groups will adhere to those times and is not responsible for group deviation. Hourly charges for additional staff, if any, will be assigned upon review of your event. Some events require additional staffing assignments due to College policy or upon risk management review. Penn College will determine the need for custodial, security, media, and/or other personnel that may be required to support your event.

All external events require a deposit equal to 50% of the event cost. Deposit is to be paid with the signing of the event contract. Event contracts will be generated after client reviews and approves an event quote with the Office of Facilities & Events. Deposits are refundable based on the cancellation date and its proximity to event date.

Deposit refunds will be issued based upon the following notification schedule:

• 100% deposit refund: 60 business days or more
• 50% deposit refund: 11-59 business days
• No deposit refund within 10 business days prior to event start date. Additional charges beyond the 50% deposit may be incurred.