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Use of Residence

Use of Residence.pdf | Online Request for Use of the Residence's Form | Request for use Form.pdf

The Governor's Mansion is a historic building that has housed Pennsylvania's Governors since 1968. Please ensure your guests treat it as you would your own home. The Residence is more than an event/meeting venue. It is the home of the people of Pennsylvania and deserves the respect and care that is necessary to provide a place for future generations to make their own history.



Capacity

In house prepared seated dinners: up to 60

In house prepared receptions: up to 125

Catered seated dinners: 80 to 100

Catered receptions: 200 to 250



Preparing

Events are not confirmed until a "Use of Residence Form" has been approved by the Residence Management Team.

Point of contact name, number, email and complete mailing addresses must be provided. One point of contact only, please.

Final guest count for in-house prepared events must be submitted at least one week prior to event date. Any changes will incur additional costs.

Final guest list must be provided to the Residence Manager 48 hours prior to event. Guest lists must include arrival times and listed by last names first in alphabetical order.

All entities must designate a gate attendant to assist security with guest admittance.

Any audiovisual equipment needs must be arranged and supplied by the event organizer. AV equipment use must be reported to Residence Manager one week in advance.

If desired, alcohol must be purchased and provided by the organizing agency/entity. The Residence staff will chill any beverages if delivered prior to your event. Please make arrangements.

Dietary restrictions based on allergies, religious beliefs or principles will be honored to the best of our ability. Once a menu has been set, please do not ask our chef to prepare special requests based on palate preferences.



To prepare for your initial consultation

The initial event consultation should take place within two weeks of confirmation of notice of use. It is in this meeting with the Residence Manager and/or the Executive Chef where initial logistical issues are discussed.

Please be prepared to answer questions including but not limited to: numbers of guests, menu needs, program details, set up, welcome tables, decorations, AV needs, responsibility for payment, staffing options, etc.

Please be advised that you will be required to sign a document stating a guest count on which billing will be prepared.

Please include any staff closely involved with the planning of the event.



Audio Visual Needs

When AV equipment is required as part of a meeting or event,the agency or organization holding the event is responsible for providing all equipment and all set up. The Residence can provide a large screen (in the State Dining Room) and one portable screen.

Arrangements for AV set up must be made one week prior to event. The actual equipment set up must be scheduled with the Residence Manager and all names of those involved provided prior to the appointment.



Outside Caterers

The Residence will provide a list of approved caterers. When procuring an outside source, please be aware that the Residence does not provide linens or glassware. These items must be included in the contract with your caterer. We do provide china, cutlery, tables and chairs. There are limited quantities of tables and chairs so please advise your caterer to confirm numbers with the Residence.

Outside events may be held on grounds, however tents are only permitted on the West Lawn. Please request that your caterer have a backup plan in case of inclement weather.

The Residence must receive a list of all employees and arrival times by the caterer no later than 48 hours prior to the event. We absolutely reserve the right to deny entrance to any individual not included on the security list.



Security

Security is our highest priority. The Residence is staffed by members of the PA State Police in addition to Capitol Police. No person shall be permitted on the Residence grounds unless scheduled through the Residence and placed on the daily security list. Please do not anticipate being able to stop by with supplies unless cleared and scheduled.

Please provide a list (alphabetically by last name) with staff names and arrival times as well as guest names and arrival times. We will require a designee from your organization to man the gate with the State Police during guest arrival times

**Any guests arriving by chauffeured transportation will be required to be dropped off at the South gate on Second Street.



Parking

There are a limited number of parking spaces within the grounds of the Residence but we can accommodate up to six cars. With your final guest list please specify which attendees, if any, will be parked on grounds the day of your event.

Suggested Parking Language/Info: Parking is permitted along Second Street, including the Permit Parking Only section directly in front of the Governor 's Residence. Parking is also available in the private lot at the corner of Second and Maclay Streets. Please enter the Residence grounds through the Second Street gates.



Process Overview

  1. Request the Use of Residence Form from the Executive Residence no less thatn 8 weeks prior to the desired event date.
  2. Fill out all sections of the Use of Residence form and return to the Executive Residence.
  3. The Residence Management Team will review all requests within a two week time period and notify the designated contact of its determination.
  4. If approved, you will be contacted by a member of the Residence staff.
  5. Final guest count must be submitted NO LATER than one week prior to event date.
  6. The final guest list must be submitted to the Residence Manager NO LATER than 48 hours before the event. For Monday events, the guest list must be provided by noon on Friday.


Invoicing

If the request for use is approved, the authorized representative of the organization will be expected to sign a Facility Use Contract and to pay a Use Fee based on the number of persons expected to attend the event (0 to 25 persons - $200.00; 26 to 99 persons - $300.00; 100 and above persons - $500.00). Please note that you may receive two separate invoices for the same event based on food costs and use costs.

If an event is hosted by 2 or more agencies who wish to engage in cost sharing, only one agency can be billed through our systems. It is up to those who partner for events to assess and charge the fees to their co-hosts. We do not have the technical ability to split bills.

*****Please note: On occasion, it will be necessary to rearrange scheduling due to use of the Residence by the Governor for official state functions or other impo1tant uses. The understanding and flexibility of the affected organization is requested in those infrequent instances of cancellation or postponement of a scheduled function.