Scheduling & Event Services

Scheduling & Event Services (SES) is responsible for the scheduling process, service coordination, and management of the PSOM shared meeting space. SES uses the CollegeNET 25Live Scheduling System to provide Penn Medicine access to classroom and meeting space in support of the academic, research, and clinical mission.

Requesting Space and Services

*Note: SES has switched systems, please update all bookmarks and shortcuts to the new 25Live weblink after clicking the button below!

Only official Penn Medicine employees (no contract or temporary workers) may place requests for event space and services through 25Live. To log in, click the link below and sign in using your PennKey and Password. When you save your reservation, you will receive a pop-up notification in the lower left corner that your request has been entered, and SES will respond to you within three (3) business days.

25Live Web App

Click Here for instructions on how to request space in 25Live.

Catering

Please see caterer guidelines. The University of Pennsylvania’s policy permits ONLY Penn-approved caterers for meetings and events. Non-approved caterers will not be permitted in Perelman School of Medicine (PSOM) buildings.

Before placing any food service order, be sure to check the list of Penn-approved caterers; the university updates this list frequently. If you would like your food service provider added to this list, please log in to Penn Marketplace and complete the request to add a new supplier form.  If you have any questions, please contact Angela Martyak. 

Alcoholic Beverages

As a user of PSOM facilities and as the sponsor of an event, you are responsible for ensuring compliance with University of Pennsylvania policy regarding any alcoholic beverages served at your your event.

Event Confirmation

Once you receive a confirmation notice for your event, please review it carefully and respond with any changes or additions. Remember to include your reservation number on all correspondence regarding an event.

Making Changes to a Confirmed Event

Additions, updates, and changes must be made by 5 PM, two (2) business days before the booking date. Any requests or edits after this cutoff must be made in writing to the Scheduling & Event Services office somsched@pennmedicine.upenn.edu. Late requests are subject to fees.

Fees

• If your event requires services before 8 AM or after 5 PM or on weekends, overtime fees will be charged.
• If your event has a high headcount, involves food service, or occurs outside of regular business hours, housekeeping and security charges may apply.

Internal Penn Medicine events are not charged for space rental. To qualify, your event must meet the following criteria:

• It must be sponsored by a Penn Medicine (PSOM/UPHS) department.
• The sponsoring department must provide a complete budget code or Lawson number and will be responsible for any charges.
• The majority of attendees at the event must be Penn Medicine faculty, students, or staff.