Common Room Reservations

Common Room Reservations

Holiday Room Reservations (updated 11/28/2017): Common Rooms will not be available for private reservation after December 21st for Winter Break.  Reservation forms will re-open when GCP Offices re-open in January 2018.
 
Eligibility

Common Room Reservations are only available to current residents who live within the requested building. 

Please use the links below  to request a common room. Fees will be assessed following your event if the policies and procedures are not followed. 

10 Akron 5 Cowperthwaite 29 Garden Peabody Terrace
Soldiers Field Park One Western Avenue Harvard at Trilogy   

 

All reservations must be submitted at least one week in advance of your event date. A fee of $25, paid via credit card, will be collected once your reservation has been confirmed. Additional fees may be charged if the Common Room is not cleaned appropriately, access cards are not returned, and all other policies are not followed. Please note, fines begin at $100 (i.e. cleaning, damage, etc) and will be charged to your tenant account. Access cards, if needed, must be picked up during regular business hours, unless advance arrangements are made. Otherwise, the $100 lockout fee will be charged if the after-hours on-call staff is called to provide access. Please read the information below for more details.

 

  • Individual buildings may have different availability and room information.  Please read carefully.
  • Select an open date on the calendar for your event at least one week in advance of your request date.
  • REMEMBER: Only one event per day per room.  (These are noted by colorblocks,  “EVENT:” or “RESERVED:” on the calendar.)
  • Complete the form and acknowledge that you have read all the policies and procedures.
  • Please allow up to two business days for a reply from the Graduate Commons staff.
  • There will be "shut down" or "black out" periods during the year for extensive room maintenance or holiday breaks.
  • The room reservation fee is $25. Grad Commons reserves the right to charge your tenant account in increments of $100 for any damage or additional cleaning fees as a result of your reservation.  Fees will be assessed following your event if the policies and procedures are not followed. 
  • All events with 10 or more people in 10 Akron, 5 Cowperthwaite, Soldiers Field Park, One Western Ave, Trilogy, and 29 Garden Street require private room reservations.
  • All Peabody Terrace events require room reservations.
  • No reservations larger than 50 people. (See room capacities & exceptions below.)
  • Residents are only allowed to reserve common space within the building that they reside, and residents are limited to one reservation per week.
  • Events must end by 11pm each evening (all guests out of space) & may not exceed 4-hours in length.
  • Set-up and clean-up are part of the 4-hour reservation time. Be sure to build this time into your plans.  Only one event is allowed per room, per day.
  • In buildings with multiple common rooms (Cowperthwaite and Akron only), only 2 events are allowed per building, per day.
  • The event host must be present for the duration of the event and accessible via cell phone. NOTE: You must have a copy of the event confirmation email available at your event.
  • An HUPD Detail Officer may be required for large events with alcohol. An officer helps to ensure that non-residents do not enter into the residential parts of the building. There is a fee associated with this service. More information may be found here: http://www.hupd.harvard.edu/detail-request-form
  • The event must be confined to the specific room requested. Guests may not loiter in hallways, outdoor spaces, or wander around the building.  Hosts may NOT prop any doors (front doors or common room doors), as this is a safety concern.  NOTE: No alternative rooms will be offered in the event of rain.
  • Hosts are responsible for the conduct of guests. Be sure that your guests are not disturbing residents of the community.
  • Sound enhancing devices (large speakers, subwoofers, etc.) are not allowed. If you require special A/V equipment, please contact your area Program Coordinator.
  • Be responsive and respectful to other members of the community, including Faculty Directors and staff, regarding noise level, etc.
  • Report any damage to the Property Management Office as soon as possible. Damage is the responsibility of the host. The host's tenant account may be charged for excessive cleaning expenses or damages.
  • Alcohol is allowed in the building in SMALL quantities only (bottles/cans are allowed in small amounts; no kegs allowed). ALL GUESTS MUST BE 21 OR OLDER AT EVENTS THAT OFFER ALCOHOL.  Please read the full alcohol policy below.
  • Graduate Commons and HU Housing have discretion over all room reservations.
  • All Common Room policies must be followed; improper use of common spaces will be subject to fines. Fines start at $100 and increase in $100 increments for each policy violated (cleanup/noise/etc). Fines are assessed via tenant account.
  • There is a $25 fee for all room reservations.
  • Alcohol, in the form of beer or wine, is allowed in all common spaces of the building in small quantities (i.e. cans or bottles).
  • Spirits (whiskey, rye, vodka, gin, tequila, etc.) are not allowed at private events.
  • Charging attendees for alcohol at private events is prohibited, as is charging for event access.
  • All guests must be personally invited, meaning that events where alcohol is served cannot be open to the general public.
  • Large quantities of beer or wine (i.e. kegs, party balls) are not permitted anywhere in the building.
  • All leftover beer and wine must be disposed of properly and packaging must be recycled when appropriate.
  • All adults at the private event must be at least 21 years of age and show proper identification if asked. (Alcohol cannot be served if there are any underage individuals at the event. Children of residents are the exception to this rule.)
  • Adequate food and non-alcohol beverages must be served at an event where beer or wine is served.
  • You may be asked to hire a member of the University Beverage Authorization Team depending on the size of your event. 
  • An HUPD Detail Officer may be required for large events (50 plus) with alcohol. An officer helps to ensure that non-residents do not enter into the residential parts of the building. There is a fee associated with this service. More information may be found at http://www.hupd.harvard.edu/detail-request-form.

As host of an event, you are responsible for all items listed below:

  • Please bring your own cleaning materials.  Trash bags and Lysol wipes will be provided.
  • Remove all trash and recyclables to the proper location (outside of the room).  Please check with Graduate Commons Staff or Property Management if you have questions about the proper location.
  • Clean all hard surfaces in the room (countertops, tables, etc.).
  • Sweep/Mop the floor and pick up any food/dirt on the floor.
  • Ensure all stoves/ovens/microwaves have been turned off.
  • Turn off the lights/television/other electronic devices.
  • Remove all personal items from the room.
  • Return furniture to the appropriate position after use.
  • Do not move piano or keyboards from their current location.

29 Garden Street (Tara Bartley)

  • 29 Garden Common Room – 50 people maximum; only open to 29 Garden residents

Peabody Terrace (Amanda Sharick)

  • Peabody Terrace Common Room – 50 people maximum; only open to Peabody Terrace residents

Riverside Area (Eugene Mont)

  • 5 Cowperthwaite Common Room – 40 people maximum; only open to 5 Cowperthwaite residents
  • 5  Cowperthwaite 4th floor Lounge (TV) – 20 people maximum; only open to 5 Cowperthwaite residents
  • 5  Cowperthwaite 5th floor Common Room – 20 people maximum; only open to 5 Cowperthwaite residents
  • 5  Cowperthwaite 6th floor Terrace – 20 people maximum; only open to 5 Cowperthwaite residents (no rain location offered)

Trilogy (Eugene Mont)

  • Trilogy Common Room – 40 people maximum; open to Trilogy residents only

Western Area (Ashley_Hopper@harvard.edu):

  • 10 Akron West Common Room – 75 people maximum; only open to 10 Akron residents
  • 10 Akron 6th/7th floor Common Room and Terrace – 20 people maximum; only open to 10 Akron residents
  • Soldiers Field Park – 50 people maximum; open to OWA/SFP residents
  • One Western Ave – 100 people maximum; open to OWA/SFP residents