Facilities Coordinator FAQ

SOP – Approving Temporary Outdoor Signs, Structures, and Use of Outdoor Spaces in 25Live for Compliance with AD57



  1. Anyone wishing to install temporary signs would use the generic location for signs in 25Live called “UP: Outdoor Miscellaneous Sign”.
    • OPP’s Planning, Design and Properties (PDP) would be approver of signs
    • Request to include location(s), start and end dates, type of sign, requestor contact information, sketch of sign, map of locations (if multiple locations), and sign content.
    • Content to be shared with Strat Comm
    • All temporary signs should include a point of contact and effective date for sign, signs without this information will be removed
    • PDP will coordinate with Buildings and Grounds (B&G) and Strat Com
    • Utility Locates may be necessary dependent on location and installation
  2. Anyone wishing to hang a banner would use 25Live to reserve banner location and follow appropriate process for doing so.
  3. Anyone reserving outdoor locations or wishing to install a temporary structure (not student project related) would use 25Live and follow the proper process to do so.
  4. Temporary Structure resources (tents, stages, inflatables, etc.) have been created in 25Live for this purpose called “Temporary Structure Approval - Tent etc.”
  5. If you are interested in a long-term temporary structure that will be used for scheduled events over time, you should reserve the Temporary Structure Approval resource.
  6. If you are setting up a temporary structure for a single event at a reserved outdoor location, you should add the Temporary Structure Approval resource to that location reservation.
  7. If you are setting up a temporary structure where there is not a location identified in 25Live, you should use the Temporary Structure Approval resource and identify the location in the resource request.
  8. Approvers of outdoor locations, using the SOP, will coordinate with OPP (Sr. Director of B&G) to ensure requestors follow policy and operational concerns are considered.
  9. B&G will coordinate on OPP’s and other concerned department’s (Transportation Services, Risk Management, etc.) behalf.
  10. Use UP: Outdoor Miscellaneous Location if you are reserving a space not discreetly identified in 25Live



  1. Approvers of use of outdoor locations must ensure requestor has reviewed with and received OPP approval before approving use space.
  2. Examples of items requiring coordination with OPP include:
    • Use of sidewalks, walkways, plaza areas, roadways, and lawns and landscaped areas.
    • Activities that will require driving on sidewalks, walkways, hardscapes, and landscape.
    • Activities that may affect or damage University buildings, features, hardscapes, lawns, or landscape plantings or cause the plane of the ground to be broken, such as staking.
    • PA One Call may be required
    • Use of or construction of a temporary structure, such as tents, canopies, stages, platforms, inflatables, fencing, etc.
  3. Activities that require signage:
    • Activities that could affect Physical Plant maintenance and operation, such as landscape services, snow removal, outdoor lighting, etc.
    • Activities that may result in the discharge of liquids or other material to the campus environment
    • Activities that require electricity
    • Activities that require solid waste management services (trash and recycling) or clean up.
  4. A no-charge evaluation will be conducted by OPP to determine what measures are necessary to protect these areas.
    • A work order shall be submitted by requestor for this service.
  5. Parking lot and traffic impacts will be coordinated with Transportation Services.
  6. Other approvals may be necessary, such as Environmental Health and Safety, Strategic Communications, Risk Management, Police and Public Safety Emergency Management, etc., which OPP will facilitate.
  7. Use of ICA locations must be approved by ICA.
  8. Use of playing fields must be approved by Campus Recreation.


Requirements for Erecting Temporary Structures and Tents

  1. All costs for erecting and maintaining the temporary structures, providing any services required, and meeting the conditions specified below, will be the responsibility of the requesting department.
    • Services required, like amplification, lighting, Wi-Fi, and electrical power should be identified in a work order you start with OPP.
  2. Use of tents for instructional purposes is discouraged.
  3. To provide ADA accessibility for long-term use and to provide turf protection, the use of a turf tile protection system is required, including tiles to a sidewalk or walkway to create an accessible path.
    • Turf restoration will be required after the structure is removed.
    • OPP can assist with the procurement of turf tiles.
  4. OPP will conduct a review for structural integrity when erected and ongoing through its use. You must take any measures recommended by OPP to ensure the structural integrity and safety of the structure.
    • Weighting to secure the structure is preferred to staking.
    • Access route for vehicles used to set up, provide furnishings, provide services (catering, etc.) must be approved by OPP
    • If staking is used, a PA One Call must be performed prior to installation (unless set up is in an area previously identified for staking).
  5. Waste and recycling containers and arrangements for disposal must be provided by OPP, if needed (via work order).
  6. Disinfection of frequently touched surfaces (furnishings like tables and chairs) must be arranged with OPP (via work order, most likely to be performed on overtime).
  7. You must work with Penn State Office of Emergency Management to have a weather evacuation plan, OPP can help coordinate.
    • Use of the tent during bad weather poses a potential safety hazard.
    • Material in the tent, like furnishings, could become airborne and pose a safety hazard in bad weather.
  8. You must receive approval from Environmental Health and Safety (Steve Triebold) for appropriate occupancy and fire safety plan, OPP can help coordinate.