Table of Contents

Internal Reservation Policy

The intent of this policy is to make the theatres available, through an orderly process, for use by Penn State Harrisburg faculty, staff and students. The following procedures are recommended for individuals or groups requesting the use of the Kulkarni Theatre.

The theatres are precious assets for the college community, available to help us meet the need for cultural, social and arts programming, preparing events for the entire college community.  Towards that end, our theatre and music faculty will schedule programs each semester during the times listed below.  Consequently, during these times, the theatre will be available for other purposes on a limited basis.  

Kulkarni Theatre: Mid-October to mid-November; mid-March through through April.

Listed below is the process for Penn State groups to request the use of the theatre facilities:

For University Affiliated Groups: (For a faculty, or staff member/group to qualify as “affiliated,” the activity must have the support of their Advisor/Director or School Director/Department Head. Student organizations must work with the Office of Student Engagement to plan for possible use of the Kulkarni Theatre.)

  1. Contact the Arts Manager to review event and date information. 

  2. After verbal or email confirmation of your date, please submit your event to the 25Live room reservation system. Allow 3-5 business days for full review of your requests.

General Information

  1. It is recommended that notice be given at least 3-6 months in advance of the date requested.  Events will be accommodated on a first-come, first-served basis.
  2. Any event considered potentially harmful to the public image of Penn State Harrisburg will be rejected.
  3. Any event considered potentially harmful to the facility will be rejected.
  4. While all equipment and set-up details must be discussed with and approved in advance, you and/or your group are responsible for maintenance work orders for lobby set-ups and notification of Police Services for parking needs. (Please note: All facilities must be left in the same condition that they were found. Should the facility not be found in its original condition, you and/or your group will be responsible for any charges incurred returning it to its original condition. Also, any damage caused to the facilities will be the responsibility of the individual and/or group involved.)

Additional Information

  1. If your event end time goes over the hours listed on your request form, you may be charged for the additional hours for technical or support staff.
  2. If your event involves performance elements such as detailed lighting/sound, rehearsal time, stage pieces or moving scenery, you may be charged for additional hours and/or support staff.
  3. All times submitted on your request forms MUST include set-up and teardown time.
  4. Additional meetings may be needed to finalize your event needs.
  5. Except in very rare cases, NO ALCOHOL, FOOD or DRINK are allowed in the theatres.
  6. Successful Event Planning in the Kulkarni Theatre - Tips and Suggestions 

External Reservation Policy

Policy Statement

Use of University facilities by non-University organizations may be approved subject to the guidelines established by this policy and other appropriate University policies. University use of all facilities shall have absolute preemptive priority over all non-University groups. The University reserves the right to cancel, postpone, or alter arrangements for any event if necessary. (University Policy AD02).

Definition

Non-University organizations, as covered by this Policy, shall be defined as groups that: (1) have no official affiliation with Penn State or any of its recognized clubs, committees, departments, etc.; and (2) are affiliated with an official club, organization, professional group, business, non-profit entity, and the like. "Non-University organizations" does not include personal/individual requests from Penn State faculty, staff, or the public.

Listed below is a basic step-by-step process for External groups to request the use of the theatre facilities:

  1. Contact the Kulkarni Theatre Arts Manager at [email protected] to discuss the event request and potential dates.
  2. Fill out a Theatre Facility Request form. Allow 3-5 business days for a response. The contact name on the form should be the organizer of the event. 
  3. After the request form is reviewed, the Arts Manager will contact you to discuss the request in detail. At this time, you must be able to provide the following  information:
    • Purpose for your use of the facility.
    • Specific dates and times that you need the facility (alternate dates, as well as preferred date are advised).
    • ​Set-up and tear down times and all equipment needs must be listed on this form, or Penn State Harrisburg cannot guarantee that the request will be granted. Facility staffing fees may apply. After notification of your facility needs and plans, an event quote will be provided.
    • After discussion and review of the form details, you will be advised on the confirmation. If confirmed, you will receive a signed copy of the form via email. ONLY a fully signed form indicates a confirmed reservation.
  4. Upon initial approval, you must also provide the following at least 3 weeks before your event date:
    • University Indemnification Form
    • A valid Certificate of Liability Insurance form filled out per the specifications listed and in the amount of $1 million dollars

Rates

Facilities Full Day (8-10 hrs), Non-Profit Half Day (4-6 hrs.), Non-Profit Full Day (8-10 hrs), For-Profit Half Day (4-6 hrs.), For-Profit
Kulkarni Theatre
 		 $800.00 $400.00 $1000.00 $600.00
Grand Piano Tuning Fee $125.00 $125.00 $125.00 $125.00
Technical Support (beyond 2 support staff) $30.00/hour (4 hour minimum per day) $30.00/hour (4 hour minimum per day) $30.00/hour (4 hour minimum per day $30.00/hour (4 hour minimum per day
Hybrid Event Technical Support $55.00/hour (4 hour minimum per day) $55.00/hour (4 hour minimum per day) $55.00/hour (4 hour minimum per day) $55.00/hour (4 hour minimum per day)
Captioning Fee $95.00/hour $95.00/hour $95.00/hour $95.00/hour

Note: 
No external organization is permitted in the Kulkarni Theatre more than 10 hours in one given day. Miscellaneous charges may include additional equipment rentals secured by additional theatre staff or charges for security/police staff that may be required for your event.

  • The rental fee will not be waived unless approved by the Chancellor or the Senior Associate Dean of Academic Administration.
  • This Policy does not cover any rental fees which may apply to Penn State sponsored events or organizations.
  • The fee schedule shall apply to all non-Penn State sponsored events and organizations, regardless of Penn State student, faculty or staff participation in the event or organization.

Non-permitted uses

  • Reservations shall not be made for personal parties for the general public for their individual usage (i.e. persons who are not affiliated with an official club, organization, professional group, business, non-profit entity, and the like.
  • Alcohol: No permission shall be granted for a non-University sponsored organization to use or possess alcoholic beverages, or for a personal party by a faculty or staff member. (University Policy AD18).
  • Commercial, ticket and/or merchandise sales/orders: The use of University facilities and/or property for commercial sales activities by individuals or non-University for-profit groups is prohibited.

Fund-raising

  • Except as set forth below, the use of facilities shall not have as its purpose the raising of funds for activities or causes unrelated to the University. (University Policy AD02).
  • If any fund raising activity takes place, a detailed plan for the designation of funds must be specifically approved by the appropriate budget executive at the campus. No funds can be distributed to any organization or individual other than a tax-exempt organization. (University Policy AD02).
  • Approved use of facilities by non-University groups for the purposes of fund raising may or may not be restricted to co-sponsorship by an authorized University group. (University Policy AD02).

Contract/Request form 

  • All requesting parties must sign the Penn State University Indemnification Agreement, a certificate of liability insurance document and the Penn State Harrisburg Kulkarni Theatre Facility External Use Request Form. The indemnification agreement and certificate of liability insurance document will be provided after the reservation request has been submitted, reviewed and approved by the Kulkarni Theatre staff.

Billing

  • All billing of non-University sponsored groups shall be handled by the Kulkarni Theatre staff, which shall send one bill to the customer, including staffing, equipment and room rental fees.
  • Should the reserving party cancel its event within seventy-two (72) hours of the event, there will be a cancellation fee in addition to any day-of staffing fees. (Fees to be determined by the Kulkarni Theatre staff.)
  • Fees are based on prudent use of facilities. Any damages caused by outside groups will result in additional charges.

General Information:

  • It is recommended that requests be submitted at least 6-9 months in advance of the date requested. Events will be accommodated on a first-come, first-served basis.
  • Any event considered potentially harmful to the public image of Penn State Harrisburg will be rejected.
  • Any event considered potentially harmful to the facility will be rejected.
  • All facilities must be left in the same condition that they were found. Should the facility not be found in its original condition, you and/or your group will be responsible for any charges incurred returning it to its original condition. Also, any damage caused to the facilities will be the responsibility of the individual and/or group involved.

Additional Information:

  • If your event end time goes over the hours listed on your request form, you may be charged for the additional hours for technical or support staff.
  • All times submitted on your request forms MUST include set-up and teardown time.
  • Additional meetings may be needed to finalize your event needs.
  • Except in very rare cases, NO ALCOHOL, FOOD or DRINK are allowed in the theatres.

Kulkarni Theatre Staff: