3/13/2020 Update regarding Common Room Usage
In response to recent events, Harvard Housing has closed the following common rooms:
- 5 Cowperthwaite First Floor Common Room
- 29 Garden Street Common Room
- Trilogy Common Room
- OWA First Floor Lounge (fireplace)
- Kirkland Court Common Room
- Broadway Common Room
- Beckwith Circle Common Room
Closing these spaces will allow the cleaning staff to focus on areas in the portfolio that need increased cleaning and disinfection. It will also lessen large, non-sanctioned gatherings that disregard University guidelines. To support resident needs, all other study rooms will remain open at this time, with furniture modifications happening next week to promote social distancining.
3/9/2020 Update regarding Common Room Reservations
In response to the latest University guidelines on events, the Graduate Commons Program will not be accepting new private room reservations through at least April 30.
Meetings or events of any size should be reconsidered. We encourage using remote technology to collaborate via teleconferencing instead of meeting in person. For more information on how to utilize teleconferencing, visit our HUIT guidelines for remote work and meetings.
As new information is made available, we will share on our website and reactivate the links when we are able. Thank you for understanding.
Common Room reservations are available to current residents of HUH who live in a property with a common room(s). Those residents may reserve only the common room(s) in their property. Note: Soldiers Field Park residents may reserve the One Western Avenue Common Room.
Room Reservation Policies
- The Graduate Commons Program works in conjunction with Operations and cleaning staffs to ensure the common areas are in great condition for the start of private events. Common space takes common effort from everyone and we appreciate your help to be sure that the space is in great shape for those using it after you. Kindly read through the information below so you fully understand the policies and are aware of the fees.
- 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. Access cards not returned to the proper location after an event will result in a $100 charge as well.
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. Availability is noted by colorblocks, “EVENT:” or “RESERVED:” on the calendar.
- Complete the form and acknowledge that you have read all the policies and procedures listed here.
- 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 Common Room Reservations are subject to the Harvard Policy for the Safety & Protection of Minors. Parent/guardians must accompany their children at all times. Please read through the policies prior to submitting your room reservatio
- All events with 10 or more people in 10 Akron, 5 Cowperthwaite, Soldiers Field Park, Trilogy, and 29 Garden Street require private room reservations. All Peabody Terrace and One Western Avenue events require room reservations.
- No reservations larger than room capacities. (See room capacities & exceptions below.)
- Residents are only allowed to reserve common space within the building that they reside, with the exception of Soldiers Field Park residents, who may reserve the One Western Avenue common room.
- 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.
- 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.
- 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.
- For the safety of all, inflatable devices (bounce houses, obstacle courses, tents, etc) are not permitted inside GCP common spaces.
- Decorations should only be hung with painter’s (blue) tape. All decorations must be removed after events, or they will be disposed of by HUH staff. Confetti, glitter, and open-flame candles are not permitted.
- 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, 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.) and drinking paraphernalia of any kind (beer bongs, shot glasses, flasks, etc). are not permitted 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.
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.
Reservation inquiries should be directed to firstname.lastname@example.org.
29 Garden Street
- Common Room – 50 people maximum
- Common Room – 50 people maximum
5 Cowperthwaite Street
- Common Room – 40 people maximum
- 4th floor Lounge (TV) – 20 people maximum
- 5th floor Common Room – 20 people maximum
- 6th floor Terrace – 20 people maximum (no rain location offered)
Harvard @ Trilogy
- Common Room – 40 people maximum; open to Trilogy residents only
10 Akron Street
- West Common Room – 75 people maximum
- 6th/7th floor Common Room and Terrace – 20 people maximum
One Western Ave
- 100 people maximum; open to OWA/SFP residents