Event Cancellation Policies

Student Centers & Programming Services

SCPS requires 72 hours (three business days) notice prior to a reservation for cancellation without penalty. If a reservation is canceled with less than three business day’s notice the sponsor is responsible for the cost of the room rental associated with their reservation.

Reservations classified as Rain Locations are subject to 24 hours notice for cancellation without penalty. Reservations in SCPS spaces must be tied to Outdoor Space reservations to be classified as Rain Locations. Any reservation not meeting the criteria is subject to the general cancellation policy.

All cancellations must be submitted via our online form.  Phone requests will not be granted.

Additionally, events may be cancelled if a representative from the sponsoring organization does not successfully complete a logistics meeting with an SCPS event consultant prior to the date 2 weeks before the scheduled event.  If the scheduled event falls on a weekend, deadlines will then fall on the third Friday prior to the event.  Failure to meet these logistics deadlines will result in cancellation of the event.

On and Off Campus Service Providers

For events requiring additional services of both on and off campus service providers, sponsors may be responsible for additional fees based on the individual policies of those vendors. Cancellation policies for our most frequent on and off campus service providers are listed below.


Fire Safety

  • Events can be canceled up to 72 hours prior without penalty.
  •  Events cancelled less than 72 hours prior may be responsible for partial or complete payment; to be determined on a case by case basis.

Department of Public Safety

  • Events can be canceled up to 48 hours prior without penalty.
  • Events cancelled less than 48 hours prior may be responsible for partial or complete payment; to be determined on a case by case basis.

Chestnut Street Security

  • Events can be cancelled up to 72 hours prior without penalty.
  • Events cancelled less than 72 hours prior may be responsible for partial or complete payment; to be determined on a case by case basis.

National Audio

  • Equipment rentals
  • Events can be canceled up to 48 hours prior without penalty.
  • Events cancelled less than 48 hours prior may be responsible for partial or complete payment; to be determined on a case by case basis.

Production Contracts

  • Events must be cancelled at least two weeks out to avoid penalty.
  • Events canceled less than two weeks out are responsible for half the estimated cost.
  • Events canceled after National Audiois on-site and have begun set up are responsible for the full estimated cost.

Bam Productions

  • Events can be canceled up to 48 hours prior without penalty.
  • Events cancelled less than 48 hours prior may be responsible for partial or complete payment; to be determined on a case by case basis.