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Reservations

All requests for use of the William Pitt Union are processed by the Reservations Office. Building space can be used by any University organization that has filled out a current database form with the Reservations Office. The William Pitt Union Reservations Office familiarizes potential users with the facilities, services and policies of the William Pitt Union and assists in planning organizational activities.

The Reservations Office is open from 9:00 am - 4:00 pm Monday through Friday and is located on the Main Floor of the William Pitt Union. Facility requests can be submitted via our online request form.

 

For reservations information, call 412-648-7817.

Policies

Eligibility

All University offices and student organizations must fill out a database form with their University account number to be eligible for space in the William Pitt Union. The form is available on-line at www.williampittunion.pitt.edu/forms.html or at the Reservation's Office and must be renewed in August of each year or when any administrative changes occur. Student organizations should update their data information upon election of new officers. Only certified student organizations, faculty and staff units of the University are eligible to request space during the Fall and Spring terms. Student Organization Certification applications are available in the Student Organization Resource Center, 833 William Pitt Union.

Reservations Restrictions

Potential users may not request space for personal use, for the use of external affiliates or reserve space for non-certified student organizations. No sponsor may transfer its reservation to another group, nor may space reserved for an approved program be utilized for another purpose without the advance approval of the Reservations Office.

Priorities

To ensure that the William Pitt Union fulfills its mission, program priorities have been established. Confirmation of Facility requests reflect the following program priorities:

  1. Programs sponsored by the Pitt Program Council
  2. Programs sponsored by the Student Life Office and it's recognized Student Organizations, i.e., Homecoming, Greek Week, Black Week
  3. Programs sponsored by the Division of Student Affairs
  4. Official University events
  5. Programs sponsored by certified student organizations
  6. Programs for students sponsored by academic or administrative units of the University
  7. Programs sponsored by academic or administrative units of the University

Note: Programs using University Food Service receive priority for the Assembly Room, Ballroom, Kurtzman Room, Lower Lounge and the first floor Dining Rooms A and B.

Approval of Facility Requests

Decisions regarding the approval of a reservation request are made according to established program priorities, the merits of the program and the availability of space. The following criteria are used to evaluate requests:

  1. Program priority
  2. Impact and value of the program
  3. Competing requests
  4. Consistency with the purpose of the organization
  5. Degree of importance to the existence of the organization
  6. Program feasibility and ability of the organization to implement the program successfully
  7. Approved funding
  8. Availability of alternative facilities
  9. Date of request

Educational Programs

No classes for credit (including presentations) will be scheduled in the William Pitt Union.

Submission of Requests

All requests must be submitted via the Online Reservation Request Form. Requests for the Fall term are accepted beginning April 1, for the Spring term beginning on the first day of classes in September, and for the Summer term beginning on the first day of classes in January. Requests submitted less than 14 days in advance of the event may be routinely denied.

Confirmation Schedule

Confirmation Schedule
  Fall Term Summer Term

Spring Term
Accepting forms starting: April 1st First Day of classes in Spring Term First Day of classes in Fall Term
Requests Confirmed by: June 15th February 15th October 15th

 

With the exception of approved annual events, reservations are confirmed one term in advance. Fall term requests are confirmed beginning June 15. Spring term requests are confirmed beginning October 15. Summer term requests are confirmed beginning February 15.

Confirmation

No program commitments should be made prior to receipt of a written confirmation from the William Pitt Union Reservations Office. Users are required to bring their confirmation to the event.

Cancellation/No Show

Cancellations must be made in writing or via e-mail to wmpittun@pitt.edu. If an organization fails to notify the Reservations Office of the cancellation of an event at least five (5) business days prior to the event, a financial penalty will be charged to the organization.

  • 1st non-cancellation - $25.00 penalty
  • For subsequent offenses, fines will escalate by increments of $25.00.

Your University account, which is registered with the Reservations Office, will automatically be billed.

Change of Confirmed Reservations

The Reservations Office retains the right to reassign a confirmed space or relocate any confirmed program. Additionally, a confirmed reservation may be canceled by the Reservations Office in the event of violation of University or departmental policies or procedures.

Setup

The complete program set-up must be submitted to the Reservations Office a minimum of five working days prior to the event. Any cost incurred due to late submission or changes in the set-up will be charged to the sponsor. The Reservations Office reserves the right to refuse late changes in set-up arrangements or to rescind space confirmation if complete set-up requirements are not received five working days prior to the events.

Banners

Events held in the William Pitt Union have priority use  of the banner space on the Fifth Avenue porch. Only two banners can be hung at one time. Banners must be blue and gold. Banner size is 13 feet long by 3 feet wide. The making, hanging, and take-down of the banners are the responsibility of the requestor. To reserve banner space, please submit a reservations request. Upon approval, the requestor will be responsible for submitting a work request to Facilities Management.

Lighting/Sound

For full explanation of technical information including equipment and fees, view the William Pitt Union Technical Office Web page or call 412-648-7821.

Storage

The William Pitt Union does not provide storage space.

Decorations

Decorations are restricted to table decorations. Nothing may be affixed to walls, doors, ceilings or fixtures. Any candles must be in an enclosed candle holder. To assure compliance with safety regulations, decorations to be used during an event must be approved in advance through the Reservations Office. Please be advised there will be a charge for the removal of helium balloons from the ceiling. Users are responsible for the removal of all decorations, including balloon clusters.

Parking

Parking in the William Pitt Union driveway is prohibited. Any parking tickets issued to sponsors, performers or participants are their own responsibility. Parking arrangements are the sole responsibility of the sponsor. Guest parking can be arranged through the University Parking Office in Brackenridge Hall.

Admission Charge/Tickets

All student program events must be funded in advance. Events that must rely on income to pay expenses will not be approved. An admission fee or donation for admission cannot be charged unless approved by the Reservations Office. The William Pitt Union Ticket Office administers the sale and distribution of tickets for all student events.

  • Advance Ticket Sales

    The number of tickets to be printed and sold is determined by the Reservations Office based on room capacity. The sponsor is responsible for printing tickets and must coordinate the sale with the Ticket Office.

  • Ticket Sales on the Night of the Event

    All sponsors will be required to sell their tickets from the William Pitt Union Ticket office on the Main Floor. The organization will be responsible for staffing the window and no more than two persons from an organization will be permitted in the ticket office at the same time. Cash boxes are available upon request. All monies must be turned over to the Wm Pitt Union Manager on duty for verification and deposit.

The Ticket Office is open from 9:00 am to 5:00 pm, Monday through Friday.

Wristbands are required for social dances, concerts or events that will draw a large audience and are provided for a fee of $25.00 per 425 wristbands.

Advertising

All advertising within the William Pitt Union must be approved and coordinated by the Reservations Office. All relations with local media must be coordinated with the University News and Publications Department. Posters and flyers are approved and posted by the William Pitt Union staff for University events only. Posters should not exceed 17 x 24". The name of the sponsoring organization(s) must be clearly indicated on all advertisements. Posters that are written in a foreign language must include an English translation. Any advertising that contains profane or indecent expressions or graphics will not be approved. Unauthorized materials will be removed and destroyed. Posters will be removed after the publicized event has occurred or after having been posted for ten days. Under no circumstances may posters or signs of any nature be affixed to building surfaces, doors, windows or furnishings. Posters are accepted at the William Pitt Union Information Desk.

Food Service

Programs with food service must use University Catering, available at 412-648-2302. All arrangements for food services are the responsibility of the sponsor. Setups must be coordinated with the Catering and Reservations Offices. University wait staff is required for events with attendance over 50.

Waivers: Food Service waivers are limited to ethnic foods, pizza and snacks. Food service waivers for events held in the William Pitt Union can be requested through the William Pitt Union Reservations Office. A separate request form must be submitted a minimum of three (3) weeks prior to the event. Forms are available at the Reservations office. Submission of the form does constitute approval. If a food waiver is approved, the organization is responsible for complying with all William Pitt Union and University guidelines. Organizations are not permitted to have access to the kitchen.

In the event of a food drop-off, donated food, or approved waiver, the organization is responsible for the clean-up of the facility. Drop-off food service is limited to 50.

Eating Contests

Eating contests are not permitted under any circumstances.

Alcoholic Beverages

Possession or consumption of alcoholic beverages is prohibited in public areas and student offices. Undergraduate, non-College of General Studies student organizations may not serve alcohol at their student programs. Graduate and CGS organizations may serve alcohol under specified conditions. The serving of alcoholic beverages at any event must be approved in advance by the Reservations Office. Alcohol may not be served at functions where undergraduate students may be in attendance. Under no circumstance can minors be served alcohol or be permitted to consume alcohol at their own discretion, nor may alcohol be sold in any manner. Specific conditions for each event, that will ensure compliance to the laws of Pennsylvania, will be established by the Reservations Office. Although the sponsor is responsible for the purchase of alcoholic beverages, the delivery of the alcohol, the set-up and bartenders must be arranged through University Catering. University bartenders or wait staff are responsible for the distribution of alcohol at events. (Certified student organization alcohol policy available upon request at the Reservations Office.)

Outdoor Activities

For events held on the Bigelow Porch and Lawn, grills of any type are not permitted. Scheduling of events is subject to what is happening in the Lower Lounge.

Event Supervision

The William Pitt Union management staff routinely supervises all program activities and are available to assist sponsors with the implementation of the program. Management staff conducts routine, hourly, visual checks of all WPU events. The Reservations Office, however, may require the special assignment of its staff or University police to supervise an event at the sponsor’s expense. Management staff may be contacted at all times through the Information Desk on the Main Floor.

Charges

A University account number is required on all facility requests. The use of the William Pitt Union is free to all eligible sponsors. The sponsor, however, is responsible for costs incurred for services beyond those routinely provided. Each sponsor will be informed of all charges in advance with the exception of those incurred after confirmation of the set-up arrangements and those resulting from the event. The repair of damages or extraordinary maintenance resulting from a program will be routinely scheduled through Physical Plant at the sponsor’s expense. The sponsor is responsible for direct payment of all other expenses. The condition of all rooms is checked before and after each event. Organizations using the space are held responsible for the condition of the room. The Ballroom, Kurtzman Room, Lower Lounge and Dining Rooms are restored areas. Their preservation depends on all users. No adjustments are to be made on window treatments. The tie-back draperies are not to be untied or touched.

Meeting Rooms

Meeting room requests are routinely confirmed in order of the date of receipt. Although series requests are accepted to facilitate planning, the consistent use of a particular space cannot be guaranteed. The Reservations Office may relocate a meeting to any campus facility at any time. Meeting rooms are arranged with standard set-ups which may not be altered. Food and beverages are prohibited in meeting rooms and University classrooms.

Nordy's (Recreation Center)

Nordy's (recreation center) features billiards, video games, Gigs Game Center, and table games. A current University of Pittsburgh ID is required. Special arrangements can be made by groups to rent Nordy's for tournaments or recreation events through the Reservations Office.

Art Gallery

The Art Gallery, located on the Main Floor, is available for use by student organizations for exhibits. During the Fall and Spring terms, the Pitt Program Council is responsible for contracting exhibits/art shows in the gallery.

Outdoor Activities

All activities on the grounds of the William Pitt Union must be approved by the Reservations Office. No activities, approved or otherwise, may disrupt the educational processes of the University. Between November 1 - March 31 events will be scheduled as weather permits. Requests for WPU furnishings may not be honored during this time. No technical equipment will be available during the winter months.

Special Program Policies

  1. Student Dances: Dances for student organizations are scheduled in the Assembly Room on available Friday Nights. Attendance is limited to 400. Wristbands, two campus police officers, and use of the metal detector are required. On the night of the dance, wristbands will be sold at the Fifth Avenue entrance by the organizational marshals. (Dance policy available upon request at the Reservations Office.)

  2. Concerts: Concerts held in the William Pitt Union must take place in the Assembly Room. Attendance is limited to 400. Standard set-up is 400 chairs, auditorium style, beginning one foot from the stage. Two university police officers may be required at the sponsor’s expense. Advanced ticket sales are encouraged. Receipts from tickets sold at the door must be turned in to the manager on duty and will be deposited by William Pitt Union office staff on the next working day. See Admission Charge/Ticket Policy

  3. Vendor Events: All pure sales programs held at the William Pitt Union are handled by the WPU Reservations Office. Anyone interested must fill out a Campus Vending Request Form prior to the event. Submission of form does not constitute approval. www.williampittunion.pitt.edu/online.html

    Other programs involving the sale of any products will be approved by the Reservations Office if the sale portion of the program is secondary and supportive. All such programs must be able to "stand on their own merit" without sales activities. Whenever possible, all receipts will be administered through the William Pitt Union Ticket Office.

  4. Fund Raising Events: All fund raising programs for charity or organizational support must be approved by the Manager of the Union. All tickets and funds are administered through the William Pitt Union Ticket Office. Approval of fund raisers will be based on the merits of the program, not solely on the financial needs of the sponsor or charity. No gambling activities are permitted. All receipts will be administered through the William Pitt Union Ticket Office.

  5. Films: The Pitt Program Council has been delegated the authority to provide film programming on the Pitt campus. The assignment of University facilities for film programming is administered under the guidelines of the General Admission Film Programming Policy. Student organizations are not permitted to encroach on the film series sponsored by the Pitt Program Council and are not permitted to sponsor films for fund raising projects. Prior to submission of the facilities request, a student organization sponsoring a film must receive approval of the Pitt Program Council Film Committee Advisor.

  6. Political Campaign Activities: The approval of programs involving candidates for public office is governed by the University Policy of Participation in Political Campaigns. No outdoor rallies are permitted. All programs must be educational in nature and allow for a question and answer period. Leafleting activities are restricted to approved areas. (Political campaign policy available upon request at the Reservations Office.)

  7. Major Programming Events: All major programming events sponsored by certified student organizations and open to the general student body must have prior written approval from the Pitt Program Council before submission of request to the Reservations Office.

  8. Educational Programs: No for-credit classes (including presentations) will be scheduled in the William Pitt Union.

  9. Security Policy

    William Pitt Union
    Security Procedures for Student Organizations
    March 12, 2003

    The William Pitt Union Reservations Office receives and processes all requests for the use of University space for student organizations. Routine requests are entered into the computer and confirmations are sent. When certain criteria appear in an event registration, our Reservations Office will routinely, and within 24 hours of receipt of a request, hand deliver a copy of the reservations request to Tim Delaney, Chief of University Police, for review. Within 24 hours, Chief Delaney or a designated member of his staff will sign the reservations request and note if whether or not security can be provided and at what cost. In addition, they may note that they have determined no security is needed. Provided that all necessary information is received by the University Police pertaining to the event, all requests sent to University Police for review will be processed and the signed approval/denial will be returned to the Wm Pitt Union Reservations Office within 24 hours. All events requiring University police must be scheduled a minimum of 14 days in advance.

    Criteria will include but not be limited to:

    1. Events where the general public or outside college students are invited.
    2. Events where large crowds are anticipated.
    3. Events where monies are collected at the door.
    4. Events held on University grounds.
    5. Events beyond normal building hours.
    6. Events held in University auditoriums.
    7. Events with multiple entrances to venue.
    8. Events determined by University Police to have historically warranted their presence.
    9. Rallies/protests held on the William Pitt Union Lawn and Bigelow Patio.

    After discussion with the organization representative and the William Pitt Union Reservations Office and William Pitt Union Manager, University Police will have the final decision for the need and the amount of security personnel assigned.

  10. Fashion Shows/Talent Nights: The use of the rear stage tunnel is no longer permitted due to liability issues.

    Whenever possible please reserve the Kurtzman Room or a first floor Dining Room for a holding/changing area.

  11. Special Events: All organizations holding special events are required to meet with the Reservations Office staff a minimum of one month before their event to review all details of the event. Request for food waivers must meet the established deadlines on the forms. Organizations will be required to pay for additional custodial services, to assist with trach removal, and clean-up of the event. After review of the details of the event, the William Pitt Union reserves the right to have the organization hire security to monitor the event. Children attending the event must be under adult supervision at all times.
    Special events are defined as: festivals, picnics, talent shows, holiday celebrations, fashion shows, fairs and cultural events.

  12. Use of the Lower Lounge

    William Pitt Union
    Policy Governing Use of the Lower Lounge
    July 1, 2003

    1. The William Pitt Union Reservations Office schedules the use of the Lower Lounge.
    2. Student Organizations, University Departments, and Academic Units can reserve the space.
    3. The existing room furniture will remain in the lounge during all events.
    4. Sodexho Catering and wait staff are required for food events. Drop off service is not permitted. Beverages containing red dyes are not permitted.
    5. The William Pitt Union Management Staff will check the lounges before and after each use.
    6. Users will assume all responsibility for damages or additional cleaning that is determined as a result of their event.
    7. The Lower Lounge will no longer be used as rain space for events held on the Bigelow Patio and Lawn.

    Thank you for assisting us in preserving the recently renovated Lower and Grand Lounge of the William Pitt Union.

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