Student Centers’ Policies

The Student Centers is a Rutgers University – New Brunswick department responsible for managing six Centers.  The Centers are the Busch Student Center (BSC), Cook Student Center (CSC), Douglass Student Center (DSC), Livingston Student Center (LSC), College Avenue Student Center (CASC), and the Student Activities Center (SAC). Collectively this Centers are know as the Student Centers.  The Student Centers are intended for the use of student, faculty, staff, guests of the University and participants in authorized on-campus activities. The following policies are intended to facilitate the fair allocation and efficient use of its facilities. It is our goal to provide for uniform and consistent administration of facility usage.

Abandoned Property
Academic Space
Advertising Events
Alcohol
Animals
Annual Events
Banner Policy
Bicycles/Skateboards/Roller blades
Business Services
Cancellations/No Show
Cleaning and Trash Removal
Donation/Collection Boxes
Damage, Theft, Vandalism
Decorations
Display Cases
Equipment
Facility Use Policy
Food
Fronting
Gambling and Games of Chance
Guests
Hazardous Materials and Equipment
Hours
Intoxication
Invoicing/Billing
Large Events
Lost and Found
Movies and Television
Newspaper Distribution
Occupancy
Parking/Loading Dock
Posting Policy
Privacy Act/Confidentiality
Public Forum
Reservations
Right to Assign, Reassign or Terminate
Safety/Security
Smoking
Solicitation
Storage/Shipping
Tabling
Transferring Reservations
Weather

Abandoned Property

Any property not removed and/or claimed within 48 hours following the conclusion of an event/meeting will be considered abandoned by the Sponsoring Organization/Department or Client, user, or its exhibitors. Student Centers may take possession of said property and treat it as its own or dispose of such property without liability. The user shall be liable for the cost incurred in disposing of the abandoned property.

Academic Space

For Departments:

  • Academic classes are not permitted to reserve or hold class sessions in the Student Centers.
  • Student Centers do not reserve Academic Space for Departments. Please contact University Scheduling, http://scheduling.rutgers.edu/.

Student Organizations:

  • The Student Centers’ Meetings and Events Office serves as the liaison between all student organizations and University Scheduling for academic space reservations. All academic requests are to be submitted to a Meetings and Events Office 10 Business days in advance.

Advertising Events

Posting and Distribution Policies:

  • Only printed materials from Rutgers affiliated Student Organizations, Fraternity and Sororities, and Departments are permitted to be posted or distributed.
  • All flyers must receive a Student Centers Stamp, prior to posting, from one of the locations listed below. Flyers will be stamped, dated (with start and end date) and initialed. The Student Centers reserves the right to refuse to post or distribute any material which violates the University’s Student Code of Conduct or University policy.
  • All advertisements may be posted no more than five (5) days prior to the date of the event. Outdated materials will be removed.
  • All printed materials must originate from a Rutgers University department or registered student organization and must provide accurate event information including: Sponsoring Organization contact information, name and/or logo. Advertised admission costs (free or fee) may not change.
  • All advertisements, announcements and signs are permitted in designated areas only. No posting/signage may be secured to walls of Student Centers, doors, windows, stairwells or hallways.
  • No advertising or posting for any event, program or service is permitted on the exterior of the Student Centers facilities.
  • Items posted or distributed outside of approved locations will be removed and discarded. Save your organizations money by posting on approved areas.
  • Use of any bulletin board or authorized space in the Student Center does not constitute an endorsement or guarantee of any product, service, or information by Student Affairs.
  • Student organizations are required to follow policies for posting at bus stops, in residence halls, and classrooms. In general, flyers should only be posted on bulletin boards.
  • All advertising must comply with University non-discrimination policy.
  • Postings may not reference alcohol or illegal substances.
  • The name of the sponsoring organization must be clearly stated on the flyer.
  • Posting for off-campus events are not permitted unless specifically approved by the Student Center Staff.
  • Postings may not promote anything in violation of Rutgers University policies or procedures.

Advertising Approval Locations:

Busch Campus:

  • Busch Student Center Information Desk

College Ave Campus:

  • College Avenue Student Center Information Desk
  • College Avenue Student Center Programs and Leadership Office, Room 449
  • Student Activities Center Student Involvement, office located on lower level

Cook Campus:

  • Cook Student Center Information Desk

Douglass Campus:

  • Douglass Student Center Information Desk

Livingston Campus:

  • Livingston Student Center Information Desk

Student Organizations:

  • Student organization sponsored events are for the Rutgers community and invited guests. Advertising for these events is the sole responsibility of the sponsoring organization and should be focused on the Rutgers Community. Student organization advertisements are restricted to on-campus advertising sites only and should be done with guidance from the organization’s Administrative Adviser. Failure to comply with this policy may result in the cancellation of your event/meeting and loss of future reservation privileges.

Flyers

  • Flyers or printed materials promoting events may not be placed on Information Desks. Cook, Douglass, and Livingston Student Centers have designated flyer display units. Space in the displays is availability on a first come, first served basis.

Bulletin Boards

  • Bulletin Boards are available on a first come, first served basis to post flyers and printed materials. Space is limited. Only Student Centers stamped flyers are allowed on the bulletin boards. To accommodate as many events as possible, Student Organizations and departments are limited to one (1) flyer per event per board. Flyers are limited to a maximum 11in ”x 17in” size. Bring flyers to the Information Desk in each build and staff will put them up on the board. This process allows for a more orderly and efficient use of the bulletin boards.

Posters on Easels

  • One (1) outdoor and one (1) indoor easel are available on the day of the event. These easels are commonly used to inform participants and to direct students and guests to the location of the event. Exact location of the easels will be determined by Professional Staff in each Student Center. Due to high volume of events held in the Centers’’, easels are not typically available to advertise events in advance of the event date. Exceptions may be made for annual University and Campus-wide events.

Banners

  • The hanging of banners is permitted in the Student Centers in designated areas. Banner spaces are available for reservation by student organizations, on-campus offices, and departments via the Student Center Meetings and Events Office at http://centerres.rutgers.edu, 848-932-8821, or email centerres@echo.rutgers.edu. Banners are scheduled for one week on a first come, first serve basis. Banners must be for University departments or student organization events and are subject to Student Affairs-Student Centers’ approval. All groups must check-in with the banner in the Student Center Office in the building the banner is being hung. Banners are limited to dimensions of 4ft ’x 6ft  and will be hung in the designated reserved area by the Student Center staff. Approved material only may be used Banners must clearly state sponsoring organization’s name and contact information (email, phone number, web site, or address). Banners left up hanging after the reservation expires will be discarded. The Student Centers assumes no responsibility for banners left unclaimed.

Display Board

  • College Avenue Student Center entrance lobby has a display board that is available to hold posters. Space is limited and is available on a first come, first served basis. Rutgers University Student Centers has 1st priority for space. Posters can be up to 18in” x 23in (portrait style) must be approved and stamped prior to posting. Posters which are smaller than 18in ”x 23in” need to be affixed to foam core board to ensure a consistent look and that it fully fits the 18in ’x 23in holder size.

Table Ad Holders

  • To facilitate promotion of events to most people possible, table top ad holders are available in the Student Center food courts. Space is available on a first come, first serve basis. Table tents may be displayed for a period of one week per department/organization. All table ads will begin on Monday morning and continue through the following Saturday at 6 p.m. The event being advertised must be sponsored by a University office, department or student organization. The Student Centers reserves the right to adjust the display time for each table tent, depending on the event date advertised and the number of table ads requests for the week. All table ad requests must be reserved through the Student Center Meetings and Events Office at http://centerres.rutgers.edu, 848-932-8821, or email centerres@echo.rutgers.edu. All table ads will be placed, and removed, on food court tables by Student Center staff. Table ads may only be displayed in the food courts. There is a limit to four different events advertised each week. One design (ad) per department/organization is permitted per week. A consecutive week reservation for the same event is not permitted. Table ads should be designed in portrait orientation with generally accepted standards of good taste. The measurement of one table ad should be 4in” x  6in and 25 copies (suggested paper weight is 24lb. for durability) per Center should be delivered to the Student Center Administration Office of each Center, by Friday at noon. If they are not received by this time, it is not guaranteed that they will be placed in the table ad holders that week.

Alcohol

  • Alcoholic beverages may only be served with advance permission, requested at least thirty(30) business days in advance.
  • Alcohol use in the Student Centers must follow all University and State laws.
  • Non-profit organizations wishing to sell alcohol must apply for a permit with the State of New Jersey, http://www.nj.gov/oag/abc/licensing-permits.html. This is at least a four week process.
  • Organizations or departments serving alcohol must notify the Student Centers’ Meetings and Events Office by completing the required forms, applications, and approvals. Submitting a request does not guarantee approval.

Animals

Only service animals are permitted in the Student Centers.

Annual Events

Rutgers University Student Centers’ Meetings and Events Office  maintains a list of approved annual events with priority scheduling.

Banner Policy

Indoor and outdoor banner space may be reserved where available. Rutgers University Student Centers reserves the right to refuse or remove a banner.

Disclaimer: Banners represent the views of the organization/department and do not represent the opinion of the Rutgers University or  Student Centers.

Bicycles/Skateboards/Rollerblades

Bicycles, roller blades, skateboards, and other such devices are not permitted in the Student Centers.

Business Services

Fax and copy services are available for a fee in each Student Center Administration Office.

Cancellations/No Shows

Rutgers University’s Student Centers are in high demand for meetings, retreats, conferences, seminars, and other events. Space is limited. Late cancellations prevent University departments or student organizations from making use of space. A cancellation fee, therefore, will be assessed for space not cancelled in a reasonable amount of time to allow for rebooking of the space. The cancellation fee schedule is as follows:

Large Programming Spaces (e.g., multipurpose rooms, lounges, outdoor space):

  • Sixty (60) days or less – $100.00 or half the room rent charge, whichever amount is greater
  • One (1) day prior to event or later or a No-Show – $200.00 or the total room rent charge, whichever amount is greater. No-Shows will also be charged for setup and equipment.

Regular Meeting or Conference Rooms and Contact Tables:

  • Five (5) business days or less – $25.00;
  • One (1) day prior to event or later or a No-Show – $50.00 or half the room rent charge, whichever amount is greater plus setup and equipment charges.

Other Reservable Spaces (e.g., banners, donation boxes, display cases):

  • One (1) day prior to event or later or a No-Show – $25.00

Failure to pay any late or No-Show charges may result in suspension of reservation privileges and possible suspension or cancellation on any other existing reservations. It is necessary for a University department or student organization to cancel a reservation, please contact the Student Centers’ Meetings and Events Office in writing or via email to centerres@echo.rutgers.edu. Phone call or voicemail is not acceptable because proof of contact by responsible event contact is required to ensure security of your reservation. Cancellations by non-university clients are outlined in their reservations contracts.

Cleaning And Trash Removal

  • At the conclusion of all events, it is the responsibility of the Sponsoring Organization/Department or Client to thoroughly clean all rooms used including decorations, trash, food or other material used during the event.
  • Sufficient time for cleanup should be planned in advance so that the next client scheduled in the space is not delayed.
  • All rooms will be checked upon completion of the event.
  • Clean up of special effect items (e.g. confetti, balloon drops) will be charged at the current rate for materials and hourly labor.
  • The Sponsoring Organization/Department or Client is responsible for the removal of bulk trash (e.g. boxes, crates, lumber, pallets, paint, packing materials, and soil) and other items not easily removed by a standard push broom or vacuum. Any cost incurred by the Student Centers for trash not removed will be charged at the current rate.
  • Some events may require refundable cleaning deposits.

Damage, Theft And Vandalism

  • The Student Centers are not responsible for damage, theft or vandalism to the Sponsoring Organization/Department or Client personal items.
  • The Sponsoring Organization/Department or Client is responsible for the condition of the premises during the tenure of their reservation.
  • The Sponsoring Organization/Department or Client is granted the right to inspect the premises prior to the start time and conclusion of the event. Student Center staff will accompany all inspections.
  • Repairs for damages will be charged to the Sponsoring Organization/Department or Client at the current rate. Some events may require a refundable damage deposit.

Decorations

Decorations are permitted with the following limitations:

  • No candles, wicks, open flames, incense/perfumes or the burning of any materials is permitted.
  • Items cannot be nailed, tacked, stapled, glued, taped or otherwise fastened to ceilings, walls, windows, columns, painted surfaces, and doorways.
  • Glitter may not be used.
  • Windows may not be covered under any circumstances.
  • Rutgers University signs cannot be covered or otherwise obstructed.
  • All painted decorations must be completely dry.

Display Cases

Display cases may be reserved where available. The Student Centers reserves the right to refuse or remove items from display cases.

Disclaimer: Display cases represent the views of the organization/department and do not represent the opinion of the Rutgers University or the Student Centers.

Donation/Collection Boxes

Departments and student organizations may request space, via the Meetings and Events Office,  at the Information Desks to collect for causes (e.g. food banks, clothing drive, and books). Confirmations will include detailed expectations for donation/collection boxes.

Equipment

General:

  • All equipment (i.e. tables, chairs, stage, audio visual, etc.) will be set up by Student Centers staff. An Audio Visual (AV) tech may be required to operate equipment.
  • Student Centers must approve any equipment furnished by a Non-University source.
  • Outside lighting and sound equipment may not be plugged into student center owned equipment.
  • Student Centers do not rent or reserve equipment for use in other facilities.
  • All equipment is booked on a first come first served basis.
  • Any equipment that is requested to be set up for the event will incur established charges, even if client during event decides not used equipment.
  • The sponsoring organization, department, or client will be charged the current rate for furniture and equipment plus handling fee that Student Centers must secure or rent from an outside source in order for the  Student Centers to meet a request.
  • The Student Centers assumes no responsibility for equipment used at events supplied by an outside vendor.

Responsibility:

  • The sponsoring organization, department, or client will be responsible for all equipment (i.e. tables, chairs, stage, audio-visual, etc.) and will be held liable for the equipment if lost, stolen, damaged, or misplaced during there event.
  • The sponsoring organization, department or client is responsible to safe guard all materials, goods, and property owned, supplied, or utilized by the sponsoring organization, department or clients’, exhibitors, presenters and guests.
  • The sponsoring organization, department, or client will waive any claims against Rutgers University for damages, theft or loss of property.

Special Equipment Requests:

  • The sponsoring organization, department, or client who brings in equipment that requires access to water, electrical, satellite, internet and/or cable feed or such alike systems must receive advance authorization. Additional fee may apply for to accommodate these services.
  • Cancelled equipment rented by the Student Centers will be charged the current rate of the supplier plus a handling fee.

Facility Use Policy

Sponsoring organizations, departments, or clients are responsible for ensuring that the reserved space is used according to the purpose it was reserved.

Food

Catering:

  • Student Centers offer a wide range of food options, including full-service catering to snack items from the food courts, convenience stores and vending machines. For all catering needs, the sponsoring organization, department, or client is required to use an approved vendor/caterers or Rutgers University Dining Services for events and meetings.

Cultural Food:

  • If an event is cultural in nature or requires specially prepared food that cannot be provided by an approved vendor or Rutgers University Dining Services, a waiver may be granted to use a Non-University caterer.
  • Organizations or departments using a cultural caterer must notify the Meetings and Events Office by completing the required forms, applications, and approvals. Submitting a waiver does not guarantee approval.
  • An approved caterer must meet all health, safety, and insurance standards as determined by the University Sanitarian.
  • Only Coca-Cola beverages may be served.
  • Departments and non-University organizations choosing to use external caterers will be subject to additional fees.

Donated Food:

  • All donated foods must come from an approved vendor or caterer.

Potluck:

  • To ensure all served food meets health and safety preparation and handling guideline and ordinances, potluck dinners are not permitted in the Student Centers.

Pre-Packaged Refreshments:

  • Pre-packaged items may be provided by the sponsoring organization, department, or client. This usually includes party size snacks (i.e., large bag of chips, cookies, pretzels, etc.) sealed by the manufacturer. Pre-packaged items requiring temperature control (heating or cooling) are not permitted.
  • Only Coca-Cola beverages may be served.
  • To ensure all served food meets health and safety preparation and handling guideline and ordinances, any leftover food must be disposed of immediately. No food may be taken from the event.

Fronting

Fronting consists of eligible departments, student organizations, or individuals reserving space in the Student Centers for another person or group. Hiding or concealing the identity of the true client due to non-eligibility for use of facilities, monetary exemptions, or the policies and mission of Rutgers University and Student Centers is not permitted. Professional or external organizations are not eligible for University departmental or student organization rates.

  • A student organization, University department, or client may not serve as a front for another entity. Departments and organizations fronting will be charged the maximum applicable rate and subject to the loss of reservation privileges.
  • Student Centers’ staff will make the determination as to fronting by considering the funding source paying for the event and the nature of the event, past experience with respect to similar events, type, and the nature of attendees.
  • Events hosted by University departments or student organizations and open to the public are subject to room rental fees unless hosting such event is directly part of the department’s function.

Gambling And Games Of Chance

Organizations hosting gambling or games of chance must submit all necessary licenses and permits from the Division of Gaming Enforcement of the New Jersey Attorney General’s Office and the local municipality to the Meetings and Events Office. Those acquiring proper state licenses and local permits need to be aware that it is a six to eight week process.

Guests

  • Sponsoring organizations or clients are responsible for their members and guests, and any equipment or entertainment provided. Groups are also responsible for taking the necessary precautions to ensure that there are no injuries, damages, or losses to property and/or persons in and around Student Centers facilities.
  • All persons in attendance at any event taking place at Student Centers should be informed of their responsibilities regarding proper use of Student Centers’ spaces.
  • Students in violation of this policy will be subject to the Rutgers University Student Code of Conduct.

Hazardous Materials And Equipment

The sponsoring organization, department, or client shall not bring onto the premises of the Student Centers any exhibit, equipment, vehicle or other items  which are potentially dangerous to persons and/or property or incompatible with the structure, systems, or furnishings determined by Student Centers staff and Rutgers University Policies.

Hours Of Operation

The Student Centers are budgeted to operate seven days a week during the fall and spring semesters. Intersession, summer session, and winter session hours will vary.  Special accommodations (e.g. opening early, closing later, opening on special weekends)  may be made through the Meetings and Events Office

Extended Hours (Early Opening/Late Closing):

  • Special accommodations (e.g. opening early, closing later, opening on special weekends)  may be made through the Meetings and Events Office and additional fees will apply.

Summer Hours & Breaks:

  • University departments, sponsored organizations, and clients may request space outside established operating hours through the Meetings and Events Office and additional fees will apply.

Insurance

  • All Non-University clients, caterers, vendors, performers etc. shall provide Certificates of Insurance evidencing Comprehensive General Liability Insurance with a minimum of $2,000,000 (combined single limit). Rutgers, The State University must be named as an additional insured in this policy.
  • Such insurance shall be primary over other collectible insurance that may apply and shall include coverage for the following indemnification: “The vendor/contractor agrees to Hold Harmless, Indemnify and defend Rutgers – The State University, against any and all claims, demands or suits by any persons and against related damages, liabilities, costs and expenses (including attorney’s fees) which may arise out of the performance of the contract.
  • Contracts must be filed with a Meetings and Events Office no less than thirty(30) days prior to the event. The certificate must name Rutgers, The State University of New Jersey as an additional insured for claims involving bodily injury or property damage arising from the event.
  • Failure on the part of the insured to maintain the required coverage in no way relieves the sponsoring organization, department, or client from the financial consequences associated with liability for the event.
  • Those organizations unable to provide the appropriate insurance policy may elect to pay a risk management funding fee. Go to http://riskmanagement.rutgers.edu/ for more information.

Intoxication

Sponsoring organization, department, or clients having an event where alcohol will be served are responsible for compliance with Student Centers, University, and State regulations governing the use of alcoholic beverages.

  • Alcoholic beverages may be served only to those of legal drinking age.
  • No intoxicated individuals will be permitted in the Student Centers.
  • Disorderly persons will be barred and evicted from Student Centers in accordance with the normal operating procedures of the Rutgers University Police Department.

Invoicing/Billing

General:

  • Final invoices for reservations will be generated within ten (10) University business days after the event.
  • Disputes to the invoice can be directed to the appropriate Meetings and Events Office staff.
  • Failure to pay will result in the loss of reservation privileges.
  • Full payment for events must be made by the sponsoring organization, department, or client as follows in the Payment information section.

Payment information:

  • University departments are required to pay via Rutgers Integrated Administrative System (RIAS) and must provide accurate contact information before the event can be confirmed.
  • Rutgers University departments and student organizations payments are due no later then thirty (30) days from date of invoice.
  • Non-University clients must pay a non-refundable deposit at the time of firm booking (usually half of the room rental charges). Full payment is due one(1) month prior to the program date based on the estimate. Any additional charges will be due thirty (30) days from the date of invoice.

Large Events

Rutgers University Division of Student Affairs defines large events as programs with many complex variables regarding event type, attendance size, and facility limitations and use. Factors considered in implementing Large Event policies include:

  • Type of Event (concert, dance, fashion show, talent show, party, etc.);
  • Day, time, of event as well as University calendar (e.g. Alumni weekend, home football games, Halloween, and other major holidays, etc.);
  • Location and event  setup;
  • History of sponsoring group and  performers or act;
  • Number of attendees;
  • Attendance open or closed to non-University community.

Depending on the scope of the event, the following policies may apply:

Cash Handling Policy:

  • Cash collections at the door exceeding $250 require at least one police or security officer. All cash collected must be deposited with the Student Centers, whereupon the student organization will be either issued a check or the amount will be deposited into the student organization’s account.

Guest Policy:

  • Rutgers University students, faculty, and staff are limited to one guest and are responsible for their behavior and actions. This responsibility extends to the areas immediately surrounding the event location, both during and after the event. All hosts must register their guests in advance. Guests and hosts must arrive at the event together, present valid ID for admittance, and depart the event together. All guest names are recorded along with the names of Rutgers University hosts.

Metal Detector Policy:

  • Metal detectors will be used for large events as deemed appropriate by the scope of the event criteria as assessed by Student Centers’ staff and Rutgers University Police Department.

Security Policy:

  • The Student Centers, in consultation with Rutgers University Police Department, determine security for large events. Depending on event scope determine by the event factors listed above, security may include one police or security officer for cash collections, one police or security officer per 100 attendees, and additional security for metal detectors. Student Center staff may also be required. The sponsoring organization, department, or client is responsible for the cost of police and other staff required for security. Student organizations are required to provide event monitors as specified by the facility. Wristbands or another tracking system may be required.

Ticket Sale Policy:

  • Student organizations are encouraged to have advanced ticket sales through SABO (Student Activities Business Office) or contact tables available at all Student Centers. Depending on the scope of the event, ticket sales may not be permitted.

Lost And Found

See Abandoned Property above.

Movies And Television

  • Proper license and copyright approval must be obtained prior to showing any movies or television shows. Student organizations must use a licensed distributor.
  • Movie showings must clearly identify the sponsoring organization, the name of the film, and the movie rating in all advertisements and promotional efforts.

Newspaper Distribution

Only Rutgers University recognized publications may be distributed in the designated newspaper distribution areas within the Student Centers and must follow municipal guidelines and Rutgers recycling procedures for disposal of outdated materials.

Occupancy

State and local fire codes dictate the maximum occupancy for rooms and program spaces in the Student Centers (see Safety) based on setups.

Parking/Loading Dock

  • Users and Guests must abide by all University parking and traffic requirements, including but not limited to passenger and equipment loading/unloading regulations, observance of authorized parking locations, payment of fees, and display of vehicle parking permits. Payments of citation(s), which result from parking/traffic violations, are the sole responsibility of the sponsoring organization, department, or client and their guests.
  • Access to loading dock or delivery areas must be coordinated prior to their event. Parking in Student Centers’ loading docks is prohibited and violators will be ticketed and or towed at the owner’s expense.
  • Parking arrangements can be made at http://parktran.rutgers.edu/events.shtml

Posting Policy

All postings must be approved and may only be displayed on approved bulletin boards.

See Advertising Events section above for more information.

Privacy Act / Confidentiality

Student Centers will not sell or distribute any information gathered as part of our reservation process. Advance disclosure of reservation information will be made available to those University offices that are deemed to require the information (e.g. Rutgers University Police Department, Fire and Emergency Services). Event name is listed in the Student Center online calendar.

Public Forum

Please refer to the Public Forum page for more information.

Reservations

General:

  • Student Centers’ spaces and equipment are reserved in priority order. See Priority Scheduling.
  • The Student Centers reserve the right to assign or reassign reservations based on the size of the group, type of program, and space available to assure the maximum and most appropriate utilization of space.
  • The Student Centers reserve the right to keep the privacy of its clients and those dates and spaces that clients have reserved. See Privacy act.

Priority Scheduling:

  • University campus-wide major events receive first priority for scheduling space in the Student Centers.
  • Sponsoring organizations, departments, or clients may scheduling space in the Student Centers up to one calendar year in advance.

Reservation Agreement:

  • A Reservation Agreement is the contract between the Student Centers, and agent of Rutgers University,  and the sponsoring organization, department, or client.  The agreement lists the dates, times, venue spaces, equipment, services or other event related details requested by customer and agreed to be provided by the Student Centers. The Reservation Agreement takes effect is at the time  reservation is first requested and accept in writing by the Meetings and Events Office. Submitting a request for space does not constitute agreement to use space.  The Meetings and Events Office must issue a Reservation Agreement accepting the reservation in order for the request to be recognized by the Student Centers.

Fees:

  • University departments and student organizations charging a fee for programs and events including donations and sales are charged Student Centers room rent. Student organizations fundraising for charitable organizations may have the room rent waived if they provide documentation before the event documenting that 100% of the proceeds will be given to a charitable organization.
  • Non-University organizations or individuals are charged room rental fees.
  • All groups are charged for labor, equipment, overtime, and extension of hours.

Denials:

  • The Student Centers’ reserve the right to deny space usage to a group or event if the event scope is beyond the physical or technical abilities of our staff, facilities, or if security concerns cannot be addressed with reasonable staffing coverage.
  • Reservation requests may also be denied if the organization or event is in conflict with University policies or regulations.

Estimates:

  • Reservation Agreements will provide an estimated of fees based on the requested facilities, services, and equipment information provided by the sponsoring organization, department, or client. This may include but is not limited to: event times, room sets, number of participants, type of activity, equipment requirements, and other support services and associated personnel.
  •  Changes requested less than three (3) business days cannot be guaranteed.

Meeting Rooms Lottery:

  • Student organization meetings may be subject to a meeting room lottery for high demand space in the Student Centers.

Reservations Status:

  • Hold – a preliminary request to hold a date and room pending more information. On hold reservations are automatically cancelled by the date specified on the reservation if additional information of customer confirming is not provided to the Meetings and Events Office. Facilities may be placed on hold for a reserved date for a maximum of ten (10) days, after which time the sponsoring group must provide the required information needed for a “firm” reservation status.
  • Firm – a formal request to reserve a facility for a date(s). Final information must be provided no later than (2) weeks prior to the event date.
  • Confirmed – a reservation request that has all required information and approvals as determined by the Meetings and Events Office.

Right To Assign, Reassign Or Terminate

The Student Centers reserve’s the right to deny, assign, reassign, or terminate space for a meeting or event when the event scope is beyond the physical or technical abilities of our staff or facility or if security concerns cannot be addressed with reasonable staffing coverage. Reservation requests may also be denied if the organization or event is in conflict with University policies or regulations. In addition, Rutgers University Police may cancel or delay an event for safety (e.g. weather, loss of power or water) or security reasons, including while such event is in progress.  Depending on the circumstances, reasonable attempts may be made to accommodate the sponsoring organization, department, or client in a alternate space, date, and time.

Safety/Security

Student Centers’ staff consult with Rutgers University Police to identify risks associated with event(s). This review determines the need and numbers for security, metal detectors, or if a performer or act should be denied. All related security fees will be the responsibility of the sponsoring organization, department, or client as well any costs associated with the denial or cancellation of an event as a result of a determination by our staff or the Rutgers University Police that the performer or act should be denied.

Factors which determine the need for security or to deny a speaker / performer include but are not limited to:

  • Type of Event (concert, dance, fashion show, talent show, party, etc.);
  • Day, time, of event as well as University calendar (e.g. Alumni weekend, home football games, Halloween, and other major holidays, etc.);
  • Location and event  setup;
  • History of sponsoring group and  performers or act;
  • Number of attendees;
  • Affiliation of attendees (University only, University students and guests, open to the public, etc.);
  • The collection of a monetary entrance fee.

Smoking

All Rutgers University facilities, including Student Centers, are smoke free.

Solicitation

There is NO solicitation (e.g. recruitment, disbursement of literature) on the property of Rutgers University including Student Centers.

Storage/Shipping

  • Space is not available in the Student Centers to store materials and/or equipment for organizations utilizing reserved space.
  • Student Centers cannot receive shipments of materials without advanced approval from staff for storage arrangements. Items shipped without prior approval will be refused and returned to sender.

Student Organization, Department, or Client

Sponsoring Organization, department, or clients are defined by one of the following  and entitled to reserve space in the Student Centers accordingly :

Student Organization:

  • A group of students registered as a recognized student organization by a University department (e.g. Student Involvement, Office of Fraternity and Sorority Affairs, Rutgers Recreation, Mason Gross School of the Arts, School of Engineering, School of Pharmacy, etc.) within Rutgers University. The organization must be in good standing with Rutgers University and the Student Centers (i.e. no outstanding past due invoices.)

Fraternities and Sororities:

  • A group of students recognized and registered as a fraternity or sorority with the Office of Fraternity & Sorority Affairs of Rutgers University. The organization must be in good standing with the University and  the Student Centers (i.e. no outstanding past due invoices.)

Graduate Student Organizations:

  • A graduate student organization registered with the Graduate Student Association and affiliated with the Graduate School of New Brunswick. The organization must be in good standing with the Graduate Student Association, the Graduate School of New Brunswick, and in good standing with the Student Centers (i.e. no outstanding past due invoices.)

University Departments:

  • Any working unit within Rutgers University with the ability to make payments through the Rutgers Integrated Administrative System (RIAS). The University department, division, college, center, or organization and must be in good standing with the Student Centers (i.e. no outstanding past due invoices.)

Chaplaincies:

  • A Chaplaincy is a member of the Religious Life Council and registered with the Student Involvement. Chaplaincies have the same reservation privileges as University departments.  Chaplaincies must be in good standing with the University and  the Student Centers (i.e. no outstanding past due invoices.)

Affiliated Congregation:

  • Any place of worship in the New Brunswick or Piscataway area registered with Student Involvement. These groups may reserve four contact tables per semester must be in good standing with the University and  the Student Centers (i.e. no outstanding past due invoices.)

Sponsored Organization:

  • Sponsored organization is a non-University group directly affiliated with a University department. All contact must be maintained through the University department. A University representative must be present during the entire event or meeting. The University department must be in good standing with the University and  the Student Centers (i.e. no outstanding past due invoices.)

Non-University Organizations or Individuals:

  • Any organization or individual including Faculty, Staff, or Alumni that does not qualify in any of the foregoing categories. The group or individual must be in good standing with Rutgers University and  the Student Centers (i.e. no outstanding past due invoices.)

Tabling

General:

  • Contact Tables are available in the Student Centers for information distribution, fundraising, ticket sales, and employee recruitment on a first come first serve basis,
  • Student organizations, University departments, and Non-University Organizations are permitted a maximum of 10 (ten) dates each semester depending on space availability. After the third week of each semester, student organizations and departments may reserve additional tables as available. Affiliated Congregations may reserve 4 (four) dates each semester.
  • Name of the sponsoring organization or department must be displayed on the table.
  • Solicitations of personal financial information and/or credit promotions are not permitted (i.e., no credit cards).
  • Illegally trademarked items may not be sold.

Employee Recruitment:

  • Employers who wish to reserve a contact table for recruiting must first contact Rutgers University Career Services or the Office of Student Employment. Reservations must be made by the sponsoring department and confirmed no fewer than 10 (ten) business days in advance. Tables are available on a first come first serve basis.
  • Employers who recruit on campus but do not comply with the Rutgers University nondiscrimination policy may use University facilities only if they make available to interested members of the community information regarding their discriminatory practices and their justification for them.

Fundraising, Ticket and Vendor Sales:

  • Student Organizations and University Departments may reserve tables for fundraising and sales. Fundraising and sales can be self-operated or vendor sponsored by a student organization or department. Reservations must be confirmed with contracts and insurance no fewer than ten (10) University business days in advance.
  • Examples of a fundraiser or sale include ticket sales for events, sale of items produced by members of the organization (e.g., Yearbook, crafts), or sale of goods or services purchased by the organization for resale (e.g. sweatshirts, stuffed animals, flowers). No food items may be sold with the exception of bake sales (cookies, cakes).
  • The Student Organization or department must complete a contract with the sponsored vendor and supply Student Centers a copy no later than ten (10) University business days prior to the reservation.

Non-University Organizations may reserve tables for information or sales by paying a fee:

  • Reservations need to be made with the Meetings and Events Office at least 10 business days in advance.
  • Fee for information tables includes one contact table.
  • Fee for sales tables includes two contact tables.
  • Additional tables may be rented if available.
  • Insurance certificate naming Rutgers as an additionally insured is required. If certificate cannot be supplied, group must pay into the Rutgers risk management fund.
  • Signed contract and payment are due in advance.

Fund Collection Guidelines:

  • All funds collected by Student Organizations must be deposited daily at a Student Center administration Office. Departments are responsible for following all applicable University policies and procedures regarding money handling.
  • All sales must be approved by Student Centers’ staff based on restrictions imposed by University contracts, risk management issues, Rutgers University Copyright/Licensing policies, and other University policies. Illegally trademarked items may not be sold.
  • Student Organization members may not receive personal financial gain from an organizational sale; therefore, individuals are not permitted to serve as vendors for an organization in which they are a member since this constitutes a conflict of interest.
  • Vendors must provide accurate contact information. The Student Centers assumes no liability or responsibility for the merchandise or services being sold. The vendor is responsible for the quality and workmanship of the goods being sold

Information Distribution:

  • Registered Student Organizations and departments may reserve contact tables for the distribution of information relevant to the mission of the organization or the department, such as promotional information for events, recruitment or literature distribution. Information distributed is subject to Student Center approval. Information tables may be reserved 24 hours in advance if available.

Transferring Reservations

Reservations are non-transferable. A sponsoring organization, department, or client cannot transfer a reservation to another group. Violation of this policy may result in the cancellation of future reservation privileges for both.

Weapons

In accordance with New Jersey state law, weapons are prohibited on any University grounds or in any University buildings.

Weather

Any Reservation Agreement  that is cancelled by the sponsoring organization, department, or client due to severe weather (e.g. snow storms, hurricanes, flooding, etc.) resulting in campus closures will not incur a cancellation fee. Rescheduling of these reservations will be given first priority of new reservations and be for a mutually acceptable facility, date, and time.  This may include a different facility then originally schedule.

Rutgers University Student Centers’ Facility Policies Glossary

  • Administrative Advising Department: A University department that governs student organizations.
  • Advertising: Student Center events promoted to the Rutgers University community.
  • Approved Vendor/Caterer: Established food service providers within the Students Centers or Rutgers University Dining Services.
  • Cancellation: The termination of a reservation request or confirmed reservation in writing.
  • Contact Tables: Tables located in the Student Centers to provide access to the Rutgers University community.
  • Disclaimer: Views or representations of the organization/department and do not represent the opinion of the Rutgers University Student Affairs.
  • Estimate: A cost analysis of event related costs.
  • Fundraising: Items sold by student organizations to aid generating revenue for their organization.
  • Information Distribution: Pamphlets, flyers, and other forms of documentation to be given to the Rutgers University community for education purposes only.
  • Invoice: Generated bill for room rental, equipment, room setups, technicians, and other services provided.
  • Meetings and Events Office:  The office within the Student Centers department responsible for booking, coordinating, and managing all reservation requests for Student Centers spaces, equipment, and services.
  • RIAS (Rutgers Integrated Administrative System): The University-wide computerized payment system.
  • Sponsoring organization, department, or client: University department, student organization, or non-University client reserving event space within the Student Centers.
  • Student Centers:  The department responsible for the management of the six facilities which collective are also called the Student Centers.
  • Ticket Sales: Distribution of tickets for events hosted by a student organization.