Student Center Policies

Rutgers University Student Life Student Centers includes the Busch Campus Center (BCC), Cook Campus Center (CCC), Douglass Campus Center (DCC), Livingston Student Center (LSC), Rutgers Student Center (RSC) and the Student Activities Center (SAC). 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:

  • Rutgers University Student Life serves as the liaison between all student organizations and University Scheduling for academic space reservations. All academic requests are to be submitted to a Reservations 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 Life Stamp, prior to posting, from one of the locations listed below. Flyers will be stamped, dated (with start and end date) and initialed. Student Life 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 Life.
  • 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 Campus Center Information Desk
  • Student Involvement and Commuter Life Office, BCC - Room 121

College Ave Campus:

  • Rutgers Student Center Information Desk
  • Rutgers Student Center Programs and Leadership Office, Room 449
  • Student Activities Center Involvement Office, located on lower level
  • Office of Fraternity and Sorority Affairs, 17 Bartlett St., CAC

Cook Campus:

  • Cook Campus Center Information Desk

Douglass Campus:

  • Douglass Campus Center Information Desk
  • Douglass Campus Center Student Life Office

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 Advisor. 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 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 Life 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 11”x17” 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 in 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 Reservations 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 Life-Student Centers' approval. All groups must check-in with the banner in the Student Life Office in the building the banner is being hung. Banners are limited to dimensions of 4’x6’ 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 expiries will be discarded. Student Life - Student Centers assumes no responsibility for banners.

Display Board

  • Rutgers 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 18” x 23” (portrait style) must be approved and stamped prior to posting. Posters which are smaller than 18”x23” need to be affixed to foam core board to ensure a consistent look and that it fully fits the 18’x23” holder size.

Table Ad Holders (new for 2012)

  • 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 Reservations 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 4” x 6” and 25 copies (suggested paper weight is 24lb. for durability) per Center should be delivered to the Student Life Office , 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 appropriate Rutgers University Student Life ~ Student Center Office and complete 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 Life 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 Life 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 Student Life.

See Advertising Events Section above for more information.

Bicycles/Skateboards/Rollerblades

Bicycles, roller blades, skateboards, and other such devices are not permitted on Student Center property.

Business Services

Public facsimile machines and copy machines are available for a fee. Student Centers may offer other services for additional charges (e.g. posters, banners).

Cancellations/No Shows

If it is necessary for a University department or student organization to cancel a reservation, please contact a Student Center Reservations Office in writing. Email is acceptable.

Major programming space (e.g. multipurpose rooms, lounges) cancellation charges:

  • 30 days or less - $100.00 or half the facility charge, whichever is greater.
  • 24 hours or less or a No-Show - $200.00 or the total facility charge, whichever is greater. No-Shows will also be charged setup and equipment charges.

Meeting/conference rooms/tabling cancellation charges:

  • 7 days or less - $25.00 or half the facility charge, whichever is greater
  • No-Show - Same as above including setup and equipment charges.

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

  • Rutgers University Student Life is 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. Rutgers University Student Life 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 Student Life.

See Advertising Events section above for more information.

Donation/Collection Boxes

Departments and student organizations may request space 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 staff. An Audio Visual (AV) tech may be required to operate equipment.
  • Student Centers must approve any equipment furnished by a Non-University source.
  • Student Centers do not rent or reserve equipment/property for use in other facilities.
  • All equipment is booked on a first come first served basis.
  • Any equipment that is set up for the event will incur established charges, even if it is not used for the event.
  • 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 if Student Centers cannot meet a request.
  • Rutgers University Student Life 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.
  • 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 Student Life 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 systems must receive advance authorization. An Additional fee may be assessed.
  • Cancelled equipment rented by the Student Centers will be charged the current rate of the supplier plus handling fee.

Facility Use Policy

Sponsoring Organizations/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. Go to http://getinvolved.rutgers.edu/centers/cater-your-event for a list of approved caterers.

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 a Reservations Office and complete the required forms, applications, and approvals. Submitting a waiver does not guarantee approval.
  • An approved vendor/caterer must meet all health, safety, and insurance standards as determined by the University Sanitarian.
  • Only Pepsi 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/caterer.

Potluck:

  • Potluck dinners are not permitted.

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 Pepsi beverages may be served.
  • 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 Student Life is not permitted. Professional or external organizations are not eligible for University departmental or student organization rates.

  • No Sponsoring Organization/Department or Client may serve as a front for another organization. Departments and organizations fronting will be charged the maximum applicable rate and/or subject to the loss of reservation privileges.
  • Student Center staff will make the determination as to fronting by considering 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 part of the mission of the department or University.

Gambling And Games Of Chance

Organizations hosting gambling/games of chance must submit all necessary licenses and permits form the Division of Gaming Enforcement of the New Jersey Attorney General's Office and the local municipality. This is a six to eight week process. A copy must be provided to the Reservations Office.

Guests

  • Sponsoring Organizations/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 Center properties.
  • All persons in attendance at any event taking place at Student Centers should be informed of their responsibilities regarding proper use of Student Center space.
  • 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 any exhibit, equipment, vehicle or other items on the premises of the Student Centers potentially dangerous to persons and/or property or incompatible with the structure, systems or furnishings determined by Student Center staff and Rutgers University Policy.

Hours Of Operation

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.

Extended Hours (Early Opening/Late Closing):

  • Requests to have the facilities available outside established operating hours must be requested at the time the reservation is made and additional fees will apply.

Summer Hours & Breaks:

  • University departments, sponsored organizations and Non-University clients may request space outside established operating hours and will be assessed fees for the additional hours

Insurance

  • All Non-University clients, caterers, vendors, performers etc. shall provide Certificates of Insurance evidencing Comprehensive General Liability Insurance with a minimum of $1,000,000 (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 Reservations 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 Center, 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 Events 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.

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 Student Life defines large events as programs with many complex variables regarding attendance and facility use. Factors to consider in implementing policies include:

  • Type of Event (concert, dance, fashion show, talent show, party, etc.)
  • Location, time, and setup of event
  • History of sponsoring group or performers
  • Number of attendees
  • Open or closed event to the 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 Student Center staff and Rutgers University Police Department.

Security Policy:

  • Rutgers University Student Life, in consultation with Rutgers University Police Department determine security for large events. Depending on 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 Abanonded Property above.

Movies And Television

  • Proper license and copyright approval must be obtained prior to showing any movies/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.

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 Center 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 are reserved in priority order. See Priority Scheduling.
  • 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.
  • 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 begin scheduling space in the Student Centers one calendar year in advance.

Reservation Agreement:

  • A Reservation Agreement is the contract between Rutgers University Student Life and the Sponsoring Organization/Department or Client that lists the dates, times and venue spaces reserved (confirmation). It is the binding agreement created at the time of reservation to assure the event space is confirmed.

Fees:

  • University departments and student organizations charging a fee for programs and events are charged room rent. Student organizations fundraising for charitable organizations may have the room rent waived if they provide documentation before the event and 100% of the proceeds are given to the 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:

  • Student Centers reserve the right to deny space usage for a group or event if the event scope is beyond the physical or technical abilities of our staff or facility.
  • Reservation requests may also be denied if the organization or event is in conflict with University policies or regulations.

Estimates:

  • Estimated fees are based on 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 made less then two (2) University business days prior to the event may incur late fees in addition to equipment, labor, and room rental fees.

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. 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 to have a firm reservation.
  • 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.

Right To Assign, Reassign Or Terminate

Student Life reserve 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 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 finding alternate space.

Safety/Security

Student Life 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 speaker / performer 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 speaker/performer 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
  • Location, time, and setup of event
  • History of sponsoring group
  • History of speaker / performer(s)
  • Number of attendees
  • Status 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 Client are identifiable by one of the following groups and entitled to reserve space in the Student Centers:

Student Organization:

  • A group of students registered as a student organization by a University department (e.g. Office of 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 Student Life.

Fraternities and Sororities:

  • A group of students recognized and registered as a fraternity or sorority by the Office of Fraternity & Sorority Affairs of Rutgers University. The organization must be in good standing.

Graduate Student Organizations:

  • A graduate student organization registered by 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 Rutgers University Student Life.

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/organization must be in good standing with Rutgers University Student Life.

Chaplaincies:

  • A Chaplaincy is a member of the Religious Life Council and registered with the Department of Student Life/Office of Student Involvement. Chaplaincies have the same reservation privileges as University departments.

Affiliated Congregation:

  • Any place of worship in the New Brunswick/Piscataway area registered with the Department of Student Life/Office of Student Involvement. These groups may reserve four contact tables per semester.

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 Rutgers University Student Life.

Non-University Organizations or Individuals:

  • Any organizations or individual including Faculty/Staff/Alumni that does not qualify in any of the foregoing categories. The group or individual must be in good standing with Rutgers University Student Life.

Tabling

General:

  • Contact Tables are available in the Student Life-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 Student Center 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 Office. Departments are responsible for following all applicable University policies and procedures regarding money handling.
  • All sales must be approved by Student Center 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. Rutgers University Student Life 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. One 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.

Weapons

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

Weather

Any reservation that is cancelled by the Sponsoring Organization/Department or Client due to severe weather (hurricanes, etc.) resulting in campus closures, http://campusstatus.rutgers.edu, will not incur a cancellation fee. Rescheduling of these reservations will be given first priority of new reservations to assist in providing a successful event.

Rutgers University Student Life Student Center 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 Life.
  • 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.
  • 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.
  • Ticket Sales: Distribution of tickets for events hosted by a student organization.