Event Resources

 

Event Planning Resources


Policies & Procedures

Event Supervision

William Pitt Union/O'Hara Student Center management staff supervise all program activities and are available to assist sponsors with the implementation of the program. Management staff conduct routine checks of all events. The WPU/OSC Building Managers 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.

Food and Beverages

Food and beverages are prohibited in University classrooms.

Food and beverages are permitted in WPU/OSC meeting rooms with advance approval and submission of the WPU/OSC Snack Request Form to the Reservations office.

Programs with food service should use Campus Catering, available at 412-648-2302. All arrangements for food services are the responsibility of the sponsor. Room set-ups must be coordinated with the Catering and Reservations Offices.

Catering Exemptions
Exemptions are limited to foods that are not available through Campus Catering. Catering Exemptions for events held in the WPU/OSC can be requested through the Reservations Office and online. A Catering Exemption Form must be submitted a minimum of three (3) weeks prior to the event. Submission of the form does not constitute approval. If a catering exemption is approved, the organization is responsible for complying with WPU/OSC and University guidelines. Sponsors are not permitted to have access to the kitchen. No heating elements are permitted.
With the exception of events with wait staff, the organization is responsible for the clean-up of the facility.

Bake Sales
Bake sales can be hosted in the O'Hara Student Center, William Pitt Union, and at tables outside of WPU. Bake sales must be approved by the William Pitt Union Reservations office. All items must be packaged individually in clear plastic wrap. Items should be labeled with ingredients to prevent allergic reaction. A thorough list of items to be sold must be emailed to wmpittun@pitt.edu no later than 5 days before the sale in order to be confirmed.

Alcoholic Beverages
Possession or consumption of alcoholic beverages is prohibited in public areas and student offices. Undergraduate student organizations may not serve alcohol at their programs; however, Graduate Student Organizations and Departments can with the completion of the Alcohol Request Form. Forms must be submitted at least 21 days in advance and will be approved by the Director of Student Life. Event hosts are responsible for purchasing alcohol and hiring University Bartenders through Campus Catering in order to ensure compliance with federal, state, and local laws.

Forms and Cancellations

Forms
Click here to view our forms.

 

Cancellation and No-Show
All cancellations must be made in EMS. For multipurpose rooms, this must happen at least five (5) business days before the event; for meeting rooms, classrooms, the dance studio, and information tables, at least one (1) business day before the event. If aUniversity unit or Academic Department fails to notify the Reservations Office of the cancellation, they will incur a financial penalty of $100 per event plus tech charges. Those that do not cancel the reservation and do not “show up” for the event will be charged $150 per event plus tech charges. The requestor’s University account, registered with the Reservations Office, will automatically be billed.
For SORC Certified Student Organizations:

No-Show: Rooms without Technical Services

  • 1st Offense
    Warning via e-mail (will be documented and tracked in EMS)
  • 2nd Offense
    Mandatory Meeting with a member of WPU or OSC management.
  • 3rd Offense
    EMS account will be made inactive and all reservations for the remainder of the semester will be canceled.

No-Show: Rooms with Technical Services

  • 1st Offense
    Warning via e-mail (will be documented and tracked in EMS)
  • 2nd Offense
    Mandatory Meeting with the Technical Services Manager
  • 3rd Offense
    Organization/Department will no longer receive any technical services for the remainder of the semester.

To see a video on cancelling or modifying a reservation in EMS, please click here.

Posting and Chalking Guidelines for Students and Registered Student Organizations
  1. Generals Posting Notice: The University offers many designated posting areas in and around the campus.  The placement of posters, notices, flyers or similar materials is permitted only on designated University posting boards.  Some campus facilities, such as athletic buildings and academic buildings may have additional requirements for posting materials, accordingly students should contact the appropriate administrator for the specific building prior to posting any materials.  The placement of posters, notices, flyers or similar materials is prohibited on any permanent University structure, including but not limited to benches, brick, bus stops, campus signage, columns, concrete, doors, emergency call phones, fixtures, light poles, glass, mailboxes, newsstands, painted surfaces, railings, seating, sidewalks, staircases, trash cans, tresses, walls (interior and exterior), windows, wood surfaces, etc.
  1. University Residence Halls: Students are not permitted to place any posters, notices, flyers or similar materials within the Residence Halls without first seeking the approval of the Office of Residence Life, located in 935 William Pitt Union. Except as permitted in the Office of Fraternity & Sorority Life Policies and Procedures, students in University Housing (including Residence Halls) are not permitted to display in or hang from the windows any posters, notices, flyers or similar materials.
  1. William Pitt Union: All advertising within the William Pitt Union and the O’Hara Student Center must be submitted and approved in accordance with the Student Unions’ Policies and Procedures.
  1. Posting Requirements: Each poster, notice, flyer or similar material must be for a campus-wide event, be non-commercial in nature, and contain the name and current contact information of the Student and/or Registered Student Organizations. No more than one poster, notice, flyer or similar material may be placed on each posting board. No materials may be place over the materials of other groups, unless the previously advertised event has passed.
  1. Chalking: Students and Registered Student Organizations wishing to chalk may do so provided the chalking is on a horizontal walking surface (e.g., sidewalk), that is in an open area that is exposed daily to the elements (not covered area).  Only use of water-soluble stick type chalk is permitted.

Please be advised that any violation of these guidelines by a Student or Student Organization will be processed under the authority of the Student Code of Conduct. The content of all information posted or chalked on University property must comply with applicable University regulations and local, state and federal laws.

Program Policies

Academic Courses No for-credit classes (including presentations) will be scheduled in the WPU/OSC.

Advertising All advertising within the WPU/OSC must be approved in advance. All media relations must be coordinated with the University News and Publications Department. Posters and flyers are approved and posted by the WPU/OSC 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 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 WPU/OSC Information Desk.

Blood Drives WPU/OSC only permit one blood drive per day. Technical Services are not available for blood drives. Concerts, Fashion Shows, Talent Shows Events of this nature held in the WPU must take place in the Assembly Room. Attendance is limited to 400. Standard set-up is 400 chairs, auditorium style, and beginning one foot from the stage. Organizations planning any of these events must consult with WPU/OSC Technical Services and the Night Manager at least 30 days in advance. When possible, the WPU Kurtzman Room or Dining Room A or B should be reserved for a holding/changing area.

Eating Contests The use of University facilities will not be approved for eating contests. Fundraising Donations may not be solicited or collected at tabling spaces inside or outside of the William Pitt Union/O'Hara Student Center. Bake-sales and the sale of other items approved by the WPU/OSC Reservations Office may be conducted to raise funds for charity. No lotteries, drawings or games of chance may be used to generate funds for charity.

Movies Any organization or department wishing to show a movie or film in spaces controlled by the William Pitt Union Reservations Offices or the O'Hara are required to purchase the appropriate licensing, regardless of an admission fee. No requests will be approved until a copy of the license is received.

For information on obtaining a license and cost, please contact one of the film distributors listed below:
Swank Motion Pictures Incorporated, www.swank.com
Criterion, www.criterionpic.com
Any organization or department who fails to comply with this policy and is found showing a movie or film without purchasing a performance license may have their event shut down immediately and will have reservation rights suspended for one year from the date of the violation.

The only films exempt from this policy are those acquired through the University of Pittsburgh's Library System Kanopy, Netflix educational one time screening of documentaries, or by selecting a movie within the public domain.

Outdoor Activities All activities on the grounds of the William Pitt Union and O’Hara Student Center, including but not limited to the Fifth Avenue and Bigelow Boulevard Lawn and Patio, must be approved by the Reservations Office. University police may be required. No activities, approved or otherwise, may violate public law or interfere with the educational processes or rights of other members of the University. No grills, tiki torches or open flames of any kind are permitted. The construction of any structures, the use of tents, displays, equipment, games or any other additions to the premises must comply with safety standards and specifications determined by the Reservations Office in consultation with the Environmental Health and Safety Office, and must be approved by the Reservations Office. All approved outdoor activities must conclude by no later than WPU/OSC operating hours. Requests for outdoor overnight camping or sleeping events will not be approved. Technical services requested are weather permitting and at the discretion of the Technical Manager. If Campus Catering with wait staff is not used for food, theFacilities Maintenance grounds crew must be hired for clean-up at the sponsor’s expense for events occurring after 3 p.m. Monday through Friday or on any Saturday or Sunday. The sponsor will be responsible for any fees associated with any additional maintenance needed. The WPU/OSC Building Manager will schedule all overtime associated with the event. Between November 1 and March 31 events will be scheduled as weather permits. Requests for furnishings and technical support will be determined at the discretion of the WPU/OSC Building Manager.

Special Events All organizations holding special events are required to meet with WPU/OSC management at least one month before the event to review all details of the event. Requests for catering exemptions must meet the established deadlines. Organizations will be required to pay for additional custodial services, and to assist with trash removal and clean-up of the event. After review of the details of the event, WPU/OSC 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.

 

 

Vendor Events All pure sales programs held at the WPU are coordinated through the Reservations Office. Anyone interested must fill out a ‘Campus Vending Request Form’ (link to campus vending request form) prior to the event. Submission of the form does not constitute approval. There is a $200 fee per day per vendor. 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.

Reservation Restrictions

Eligible users may not request space for personal use, for the use of external affiliates, or for non-certified student organizations. No sponsor may transfer its approved reservation to another group, nor may space reserved for an approved program be utilized for another purpose without the advance approval of the WPU/OSC Reservations Office. Up to three designated members of a certified student organization are authorized to reserve space on behalf of their organization.

Security for Events

Student Event Security Guidelines Security requirements for Events in the WPU/OSC will be assessed and determined in accordance with the Event Scheduling Guidelines.  This includes, but is not limited to the following types of events:

  • Dances or formals—as defined by the use of music and a designated area for social dancing.
  • Live performances, including but not limited to comedy shows, speakers, fashion shows, and live bands.
  • Activities held beyond normal building hours.
  • Activities where money is collected.

Student Event Security Requirement Event attendance is limited to venue capacity. The advisor of the sponsoring group must be present at the activity, and the advisor’s name must be given to University Police beforehand. Events may be restricted to individuals with a valid Pitt ID and/or valid college ID, including University status limitations (e.g., students, faculty or staff). Student events open to individuals not possessing a college ID must be approved by the Office of Student Life. Security fees may be billed to the sponsoring organization in accordance with the Event Schedule Guidelines. (These guidelines supplement the University’s Extracurricular Use of University Facilities Policy and Procedure UP Policy and Procedure 09-26-06.)

University Conference Policy for Academic and Administrative Units

Space requests for conferences sponsored by academic and administrative units of the University are accepted only for May–August 15 dates. Program priorities for fulfillment of the mission of the WPU/OSC take precedence for the remainder of the year. The sponsoring University unit must play the principle role in planning and implementing the conference. Due to the limited availability of space for conferences, facilities cannot be reserved on behalf of external organizations.
Requirements
1. The sponsor’s University account number is required on requests for conference space.
2. The sponsor is required to use Campus Catering for all events serving food in the WPU or OSC.
3. The sponsor is required to use WPU/OSC Technical Services for all audio/visual needs.
4. All policies and procedures related to the use of the WPU/OSC and Technical Services apply.

pricing-chart

Additional Conference Costs
The sponsor assumes responsibility for all fees related to: security, technical services, after-hours staffing, food service, and any other direct costs.

EMS Browse Feature

The EMS browse feature allows a user to view events in many University buildings. This tool is a great way to find available space or to find the location of an event you are attending and does not require an account. Visit ems.williampittunion.pitt.edu


Pricing


Maintenance and Staff Costs
Trade Hourly Rate Overtime
Carpenter $46.77/hr $70.15/hr
Custodian $26.78/hr $40.17/hr
Electrician $69.11/hr $103.67/hr
Engineer $48.91/hr $73.37/hr
Grounds $29.64/hr $44.46/hr
Laborer $51.65/hr $77.33/hr
Painter $61.71/hr -
Plumber $67.83/hr -
Sheetmetal $45.72/hr -
Steamfitter $72.12/hr -
Pitt Police $63.91/hr $62.64/hr
Security Guard $32.19/hr $31.77/hr

**All overtime requests require a 4-hour minimum.
**All prices are subject to change.
**Management will determine whether Pitt Police of a Security Guard will be needed.
**Sundays will be subject to double overtime.

Student Organization Costs

Room rentals and Technical Services are free for student groups. Please include any Technical Services requests in your EMS reservation. For any questions regarding Technical Services, email satech@pitt.edu or call 412-648-7821.

Student Affairs and Academic Group Costs

Room rentals and furniture setups are free. Technical Services costs can be found here.

Non-Pitt Affiliated Group Costs

For non-Pitt affiliated groups, event hosts will be charged a fee for room rentals. Room rental costs vary (See prices below). Any multipurpose room rental will include a furniture setup at no additional cost. Technical Services costs can be found here.

Room Rental Costs
Meeting Room Rentals Multipurpose Room Rentals Other Spaces
Division of Student Affairs & Formula Groups FREE FREE FREE
SORC Recognized Student Organizations FREE FREE FREE
Academic & Administrative University Units FREE FREE FREE
Non-Pitt Entities $100/ 8 HOUR PERIOD $750/8 HOUR PERIOD $500/4 HOUR PERIOD
This does not include the cost of technical services. To review technical service requests costs, click here


Advertising & Marketing

Students:

Student Government Board Marketing Resources

  • Student Events Calendar
  • Student Affairs TV screens
  • My.Pitt Homepage Announcements
  • Social Media
  • WPTS Services

Upcoming events bulletin boards on lower level of William Pitt Union. Students may turn in three copies of fliers to be hung at building management’s discretion.

Student Affairs and Academic Departments:

Student Affairs Marketing and Communications


Event Contact Information

Once your event is approved, please work with your designated William Pitt Union or O’Hara Student Center contact for any questions or concerns.

 

Administrative/Academic Departments in WPU Madison Yanosky (madison.yanosky@pitt.edu)
Student Affairs Events Katy Tufts (katytufts@pitt.edu)
Large Student Organization Events & Nordy’s Events — (–)
O’Hara Student Center Events John Hoehn (ohara@pitt.edu)
All Technical Services for WPU & OSC Mike Tulak (satech@pitt.edu)
EMS Activation and Troubleshooting ems-help@pitt.edu
WPU 630 (CCLD) hallt@pitt.edu
Residence Life Information Table reslife@pitt.edu
Recreation and Athletic Space mlross@pitt.edu

FAQ

General Questions

When can I reserve space for next semester?
What is the difference between “reserved time” and “event time”?

Reserved time is when the room is blocked in EMS and includes time for the building staff to set up your furniture. Event time is when you have access to the room. Please include personal set up and tear down time in your “event time”.

What does a “tentative” event mean?

“Tentative” means that the space is confirmed but your event has not been confirmed yet. Normally, a few action items need to be completed before your event can be confirmed such as having a contract fully executed with SORC or completing Events with Minors paperwork through Human Resources.

Where do I submit my event contract or contract waiver for review?

The Student Organization Resource Center (SORC) on the 8th floor of the William Pitt Union can help student groups with contracting all types of services. Visit their office or the contract’s page of the SORC website at https://www.studentaffairs.pitt.edu/sorc/funding/contracts/
Academic Departments and the Division of Student Affairs should refer to their department’s Dean for all contract inquiries.

How do I request a table and/or a banner?

You can request a banner or a table on our event reservation website, EMS. Once logged in, under the Reservations tab you should see options for WPU Table, Residence Life Information Table, and WPU Banner Request. Contact ems-help@pitt.edu if you do not see these options.

To view banner dimensions, please visit https://www.studentaffairs.pitt.edu/studentunions/about/. Banners in the Quad can be reserved through Residence Life. Email Carly Ramer at reslife@pitt.edu to discuss this process.

I didn’t make a reservation and wish to use a room today, how do I go about requesting it?

Room requests must be made in advance through EMS. However, you can come to the information desk and ask for the manager on duty to see if you can make a one-time, last minute request for one of our open rooms.

I need additional furniture for my upcoming event, how do I go about requesting it?

You can edit the furniture on EMS or you can contact the Reservations Office. Room set-ups are due 2 weeks before the event date.

What happens if the day of the event I do not like the way the room is set-up?

You can come to the information desk to speak to the Reservations Office or the Manager on Duty. Late requests for furniture changes are not guaranteed.

What is the max capacity of “X” room?

See our WPU Max Capacities Guide for information about room max capacities.

How do I cancel my reservation?

You can cancel your event through EMS or email the Reservations Office at wmpittun@pitt.edu. All cancellations should be made no later than 5 days before the program.

How much does it cost to reserve space in WPU/OSC?
Meeting Room Rentals Multipurpose Room Rentals Other Spaces
Division of Student Affairs & Formula Groups FREE FREE FREE
SORC Recognized Student Organizations FREE FREE FREE
Academic & Administrative University Units FREE FREE FREE
Non-Pitt Entities $100/ 8 HOUR PERIOD $750/8 HOUR PERIOD $500/4 HOUR PERIOD
This does not include the cost of technical services. To review technical service requests costs, click here
If I’m a vendor, how can I reserve space?

Vendors must submit a Vendor Request Form and pay a fee. Once you submit the form, you will work directly with the WPU Reservations Office.

Can I add an additional room to my reservation?

If your event is less than 14 days away, you can make an additional reservation in EMS for another space. If you are within a 14 day window, check to make sure the room is available and contact wmpittun@pitt.edu to see if a last minute request can be made.

Can my event run past building hours?

If you would like to open the building early or stay past closing for a program, email Allie Chornick, Building Manger at chornick@pitt.edu to put in a formal request. The cost to be open outside of building hours is $50/hour with a 4-hour minimum in order to provide appropriate staffing.

Logistics

When do I need to use release waivers?

If your event is deemed as being “high risk” for participants, a release waiver is required through SORC. Visit https://www.studentaffairs.pitt.edu/sorc/funding/contracts/ to access the release waivers and print copies for your participants to sign.

How can I collect money for an event or fundraiser?

There are several ways to collect money for an event or fundraiser.

The William Pitt Union Ticket Office provides cashboxes for departments or student organizations free of charge. Unless other arrangements are made, the cash box (alone or in conjunction with the ticket window) will contain $50 or $100 in small bills. To request a cashbox, visit https://www.studentaffairs.pitt.edu/studentunions/forms/ and click on “Ticket Office Service Request”.

The William Pitt Union Ticket Windows are available for student organizations to sell their tickets or take donations during their events. Organizations are required to staff the window with members of their organization. This service is available after 5 pm on weekdays and after 7 am on weekends.

The William Pitt Union Ticket Office can sell tickets Monday through Friday from 8am to 5pm for departments or student organizations. All requests must be submitted online at https://www.studentaffairs.pitt.edu/studentunions/forms/.

Do you provide tablecloths?

The student unions do not provide tablecloths. Campus Catering can provide tablecloths for your event, but there is a fee for the linens. Contact catering@bc.pitt.edu to request tablecloths and pricing.

Am I allowed to hang decorations at my event?

Event hosts are not allowed to hang or tape anything on the windows, pillars, walls, or doors. Table decorations are allowed.

Which rooms can I turn the lights off/ dim lights for an event?

The Assembly Room, Dining Room A, and Dining Room B are the only rooms that you can dim or turn the lights off for an event.

Events with Food

What are the three types of food forms for the unions?

1. Catering Exemption – Campus Catering is the approved caterer on campus and has the right to bid for your business. In the event you would like to pursue a company outside of the university, a Catering Exemption must be completed. To learn more about catering exemptions, visit https://apps.fis.pitt.edu/cateringexemption
2. Donated Food (from Food Services) - The Department of Housing, Food Services, and Panther Central proudly donate Pepsi Products and food items to the University of Pittsburgh community. They attempt to support student programs and University events that are open to the University of Pittsburgh’s student body. To request donated food or services from University Food Services, visit https://apps.fis.pitt.edu/donatedFoods/DonatedFoods
3. Snack Approval Form – if you are hosting a program with less than 100 people in the WPU or OSC and would like to bring in snack-like items, visit https://www.studentaffairs.pitt.edu/studentunions/forms/. Homemade food and potlucks are prohibited. Pizza, chips, pretzels, appetizer trays (veggie, fruit, dips), and items from a bakery are permitted.

Do I need to fill out a food form for an Info Table?

Yes, if you are handing out food at your table a snack approval form or catering exemption must be submitted and reviewed.

What if I can’t afford campus catering?

You can submit a catering exemption form to be exempt from using campus catering. We would also recommend calling Campus Catering because they will work with an event budget to provide food. Donated food can be requested from Food Services as well. See https://www.studentaffairs.pitt.edu/studentunions/forms/ for all food form options.

How can I host an event with cultural food?

You can submit a catering exemption form online. Catering exemptions are due 21 days before your event date. We would also recommend calling Campus Catering because they will work with an event budget and have hired more chefs in hopes of better accommodating cultural programs.

How many tables do I need for food?

If you ordered Campus Catering, their contract will specify how many tables you need for food. If you are not working with Campus Catering, the Reservations Office can provide a recommendation.

Why can’t I bring food into the Cathedral classrooms?

The Cathedral of Learning is an academic building and custodial staff are not provided to service the rooms for meetings and events.

If I buy it from Giant Eagle does it count as a snack?

If you buy pre-packaged items that do not need to be re-heated or cooked than it may count as a snack. Homemade food and potlucks are prohibited. Pizza, chips, pretzels, veggie, fruit, and hummus trays, and items from a bakery are permitted.


Technical Services

How do I reserve technical services for an event in WPU/OSC?

On EMS, you can choose what audio/visual equipment you would like at the time of reservation. If you have already submitted your request, once it is confirmed, login to EMS and you can edit your reservation by clicking on “View My Requests”. To add technical services to a reservation, click on the event, then click on the green plus sign under “Services”.

How do I reserve technical services in a classroom?

The Unions’ Technical Services staff do not oversee the classrooms. Please reach out to Center for Teaching and Learning at 412-624-3335.

What equipment can Technical Services offer?

Projector, screen, laptop, audio cables, microphone (wireless, wired, or lapel), DVD deck. Visit Technical Services for pricing information.

Does your building have Wifi?

If you are a current Pitt student, faculty, or staff member you can connect to the Pitt WiFi. If you are not a member of the Pitt community, the event host must sponsor WiFi by contacting CSSD prior to the event date. CSSD can be reached at 412-624-4357.

Can’t I just plug in to the A/V equipment in the meeting rooms?

We recently upgraded the equipment on the 5th and 8th floors and they now require technical assistance. Please request technical services through satech@pitt.edu or in your EMS space request.

Specialty Events

I want to host a dance in the student unions, what do I need to do?

Reserve the date that you would like to host your dance on EMS and reach out the Assistant Manager – Night Operations at ofl4@pitt.edu to schedule a meeting to discuss event logistics and security.

I am certified in CPR and want to teach a class in the WPU, what do I need to do?

Reserve the space on EMS and fill out an Instruction Services Agreement through SORC.

Can I have a food-eating contest?

No, food eating contests are prohibited.

Can I do a paint event? Crafting?

Yes, please contact the Reservation Coordinator at mey55@pitt.edu to discuss logistics and clean up procedures.

Do you have a runway?

The William Pitt Union does have a runway for the Assembly Room. Please request a runway through your event description and set up type in EMS.

Do you have pipe and drape?

We do not supply pipe and drape. Randy Schmotzer in Facilities Management will assist with furniture and event rentals. He can be reached at 412-624-8809. There will be a charge for any rentals.

Can we do an overnight event?

We currently do not have any overnight events in the William Pitt Union. Please contact the Manager of the William Pitt Union or the Manager of the O’Hara Student Center with your event idea.
- Allie Chornick, WPU – 412-648-7810
- John Hoehn, OSC – 412-624-3438

What is your policy on showing movies or TV shows during an event?

Any organization or department wishing to show a movie or film in spaces controlled by the William Pitt Union or O’Hara Student Center Reservations Offices are required to purchase the appropriate licensing, regardless of an admission fee. No space requests will be approved until a copy of the license is received. Please send a copy of the license to ofl4@pitt.edu.

For information on obtaining a license and cost, please contact one of the film distributors listed below:
- Swank Motion Pictures Incorporated: www.swank.com
- Criterion: www.criterionpic.com

Any organization or department who fails to comply with this policy and is found showing a movie or film without purchasing a performance license may have their event shut down immediately and will have reservation rights suspended for one year from the date of the violation.

The only films exempt from this policy are those acquired through the University of Pittsburgh's Library System Kanopy, Netflix educational one time screening of documentaries, or by selecting a movie within the public domain.

What do I need to do if I would like to host a pie-throwing contest or fundraiser?

Pie throwing or “pie a student leader” events, can only happen on the 5th Avenue concrete walkway directly in front of the WPU.
- Student groups MUST use shaving cream in the pie tin- NOT whipped cream or pie filling.
- Participants in the pie throwing are not permitted to use WPU restroom facilities to clean up.
- During warm months, a hose MUST be requested from grounds crew through the WPU manager (chornick@pitt.edu) in order to clean up after the event. All shaving cream must be thoroughly hosed off of sidewalk. All trash must be picked up and placed in garbage bags during and after event. Hose must be coiled neatly after the program concludes. Paper towels and garbage bags are recommended.

Can I host a bake sale?

A bake sale is defined as the sale of items that will not spoil in the absence of refrigeration. Items included in the bake sale must come from the pre-approved list of breads, brownies, cakes, cookies, covered/dipped apples, donuts, fudge, muffins, or pretzels.

Below are the guidelines for hosting a bake sale in the student unions:
- An itemized list of baked goods must be provided to WPU or OSC management at least five days before the program
- A cashbox request form must be filled out and approved at least five days prior to the program
- If applicable, items must disclose if they contain nut products or other allergens
- All items must be individually wrapped in a substance that allows the buyer to see the item prior to purchase