UNIVERSITY OF PITTSBURGH POLICY 04-01-01
SECTION: Control and Assignment
SUBJECT: Extracurricular Use of University Facilities
EFFECTIVE DATE: August 10, 2016 Revised
This revision supersedes all previous University policies. This policy establishes the
administrative responsibilities, priorities, and general guidelines for the use of facilities
owned, occupied, and operated by the University, including University grounds, for
Assignment of classroom facilities for teaching, and use of University athletic facilities are
excluded from this policy. See Policy 04-01-03, Classroom Facilities, and Policy 04-01-04,
Use of University Athletic
University facilities may be reserved for extracurricular or temporary use only when such
proposed use does not conflict with scheduled teaching assignments or other properly
scheduled events. The priorities for the use of University facilities are:
- Related internal University uses
- Sponsored external groups
Intended use must be related, both in theory and in practice, to the educational and
public service mission of the University.
Certain facilities have specific program related priorities, which take precedence over
Organizations requesting use of University facilities must be nonprofit, and preference will
be given to those that are educational, charitable, cultural, or service.
The use of University facilities for events that are primarily designed to raise funds for
organizations and which are not sponsored by an officially recognized University group is
Requests for the use of University facilities for extracurricular events will be processed
through the Office of the Senior Vice Chancellor for Business and Operations, the Office
of the University Registrar, the Office of Special Events, or the Division of Student Affairs,
depending upon the facility to be used. See the attached list for the names of contacts for
The Regional Campus Presidents are responsible for regulating the use of regional
campus facilities consistent with this policy.
No University facility can be used for personal use (i.e., no weddings, bar mitzvahs, high
school reunions, etc.).
Insurance Requirements for Sponsored External Groups
Workers’ Compensation: Statutory
Employer’s Liability: $100,000 each accident, $500,000 disease - policy limit,
$100,000 disease - each employee
Comprehensive General Liability: including but not limited to contractual, products,
broad form property damage, personal injury, host liquor, and independent contractors
liability $1,000,000 combined single limit for bodily injury and property damage per
Commercial General Liability: $1,000,000 each occurrence $2,000,000 general
aggregate $1,000,000 products/completed operations $1,000,000 personal and
$50,000 fire damage (any fire)
$5,000 medical expense (any one person)
Automobile Liability: including hired car and non-owned automobile $1,000,000
combined single limit for bodily injury and property damage per
There are no refunds for cancellations of requests to use University facilities.
For specific information related to the costs incurred when using University facilities, see
Policy 04-01-02, Charges for Use of University Facilities.
Organizations charging admission must disclose this fact, along with the admission fee
structure, when completing the “Request for Use of
University Facilities” form.
University Sponsor Responsibilities
Groups and organizations that are not officially recognized or affiliated with the University
require a University sponsor. Any regular faculty or staff member who is willing to assume
responsibility for an individual or group may request use of a facility with the concurrence
appropriate senior administrator.
University sponsors are responsible for ensuring that facilities users adhere to the policies
and procedures established for the use of University facilities for extracurricular activities.
Failure to do so will result in the sponsor’s loss of scheduling privileges in all University
The University sponsor is responsible for payment for all damages to University property,
furnishings, or equipment that occurs as a result of their program. Absent proof to the
contrary, it will be assumed that any damages (as determined by the University) were the
result of the sponsored
program and charges will be assessed accordingly.
The University sponsor is responsible for any labor costs accrued, beyond those routinely
provided, that are essential to their program. Overtime is charged when required.
The University sponsor must attend the scheduled event, must be in possession of the
approved “Request for Use of University Facilities” form, and must show it, upon request,
to any authorized University
Requests for Multiple Sites
Requests for the use of multiple sites must be submitted at the same time. The University
reserves the right to limit the number of sites approved
for all requests.
Food, Alcohol, Tobacco
University Food Services must be consulted in advance for on campus events that
require food service and must approve any third party catering
Alcohol may not be served at extracurricular events unless expressly approved by the
appropriate reservation center. Alcohol may not be served under any circumstances,
except by University Food Services, which is licensed by the Liquor Control Board of the
Commonwealth of Pennsylvania. The University sponsor assumes direct responsibility for
compliance with the laws of the Commonwealth of Pennsylvania and University Policy
02, Use of Alcohol.
The use of tobacco in University facilities is regulated by Policy 04-05- 03, Smoking.
The University and/or the sponsor may require security services at any extracurricular
event, at the expense of the sponsor.
No space will be held for any organization until a reservation form is completed and
approved. See Procedure 04-01-01, Extracurricular Use of
The reservation centers and the administrators through whom facilities are reserved may
rescind confirmation of a program or may relocate a confirmed program without advance
Confirmed reservations may not be transferred to another group, or used for purposes
other than those for which the request was issued.
Confirmation of a reservation may be rescinded due to violations of law, policy, or
procedure, or as a result of unexpected or changed
Procedure 04-01-01, Extracurricular Use of University Facilities
Policy 02-03-09, Participation in Political Campaigns
Policy 04-01-02, Charges for Use of University Facilities
Policy 04-01-03, Classroom Facilities
Policy 04-01-04, Use of University Athletic Facilities
Policy 04-01-05, Facility Passes
Policy 04-05-02, Use of Alcohol
Policy 04-05-03, Smoking