ECS Policies

• Advertisements for events held in ECS-managed spaces may be posted no more than two (2) weeks prior to the date of an event.
• Advertisements for events held in ECS-managed spaces must receive an approval stamp prior to posting in the Paul Robeson Campus Center (PRCC). 
  • Materials must be stamped, dated (with start and end dates), and initialed. 
  • Stamps may be obtained from ECS in Suite 203 in the PRCC.
• ECS reserves the right to refuse to post any material that violates Rutgers University Policy.
• Non-Rutgers groups hosting events in the PRCC, Ruth Bader Ginsburg Hall (RBG), or Express Newark (EN) may contact ECS for special permission to post advertisements in the PRCC. 
  • Permission will be determined on a case-by-case basis and is not guaranteed.
• Postings for Rutgers events held off-campus are not permitted without specific approval by ECS.
  • Non-Rutgers groups may not advertise for events held off-campus.
• All advertisements, announcements, and signs are permitted in designated areas only. No postings/signage may be secured to walls, doors (interior or exterior), windows, stairwells, or hallways. 
  • For a complete list of approved advertisement areas, please see the Postings section.
• No advertising or posting for any event, program, or service is permitted on the exterior of university facilities or on university or Newark city sidewalks/roadways.
• Items posted or distributed outside of approved locations or that are posted without prior approval will be removed and discarded without warning.

Please refer to the Leafletting section for more information about leaflets and informational flyers.

Please refer to the Digital Signage section for more information about posting to digital signage.

Please refer to the Directional Signs section for more information about providing directions to event spaces for event guests.

Please refer to the Postings section for more information about posting in ECS-managed spaces.

Banners must be approved by Events & Conference Services (ECS) prior to display. All banner requests must be coordinated through ECS.

Banners may only be hung by IPO/Facilities staff.

Unauthorized banners hung or displayed on the exterior of the Paul Robeson Campus Center will be removed and discarded without warning or notice.

Content may be considered for posting on digital signage throughout the campus center. Most of the screens in the building are managed by Events & Conference Services (ECS); however, some screens are managed by Division of Student Affairs (DSA) and the Office of Student Life & Leadership (OSLL).

These displays are the 4 large vertical screens on the 1st floor by Starbucks, the 2 large vertical screens by the R-Zone, and the 1 large vertical screen in the main stairwell. Approval for these screens must be obtained from OSLL and must comply with their posting policies.

Everyday Slide Reel

The everyday slide reel is the default content that plays when no other content overrides it.

• The everyday slide reel has 10 total slide slots, assigned on a first-come first-served basis
• A maximum of 5 total slides may be requested
• Slide(s) may be up for a maximum of 3 months or until the end of the current semester, whichever is shorter
• All reels are reset at the start of each semester
• Content of the slides is generally limited to PRCC information, university-wide information, and information from DSA
• Videos are not permitted on the everyday slide reel
• Information regarding academic courses, student-specific information (e.g., financial aid information, university deadlines) may be approved for a limited run but is generally more appropriate for the screens managed by OSLL
• Additional content is approved at the discretion of ECS

Limited Run

Items may be added as a supplement to the everyday slide reel as a limited run.

• Limited to a maximum of 2 weeks
• Limited to a maximum of 3 slides or 1 video without sound
• Items that are considered limited run are event advertisements, call-to-action items like surveys, student-specific information with deadlines, etc.

Event Advertisement

Events may be advertised on displays in the campus center as a limited run.

• Event advertisement is limited to events held in spaces managed by ECS, events hosted by registered Student Organizations or the DSA, or university-wide/campus-wide events such as Commencement, Convocation, Admitted Students Day, etc.
• Limited to a maximum of 2 weeks
• Slides must have a specific end date
• Slides must list the event date, event location, sponsoring organization, and sponsoring organization contact information

Exclusive Use

Exclusive use of a screen or screens may be permitted on a case-by-case basis.

• Limited to the length of a specific event or one day, whichever is shorter
• No other content will be displayed on the screen
• Static images are permitted as exclusive use
• Videos with sound are permitted during exclusive use
• Content of videos must be fully screened by ECS prior to posting approval
• Screens outside of the Essex Room and the Bergen Room may be used for an event taking place inside those spaces
• Charges apply for all exclusive use screens

Events & Conference Services (ECS) will work with event groups to provide directional signage as needed for event guests. All directional signage must include the event location, event time, event name, and the name of the sponsoring organization. Event groups are not permitted to place directional signs without the explicit permission and assistance of the ECS staff.

No directional signs may be posted, hung, taped, nailed, or attached in any way to doors (interior or exterior), windows, or hallways, or on sidewalks or in roadways. Signage found in violation of these rules will be removed without warning.

• Events may not be published, posted, or otherwise advertised online, in person, or in a physical location prior to receiving a Reservation Confirmation from Events & Conference Services (ECS).
• Postings may not reference alcohol or illegal substances.
• Advertised admission costs (free or fee) may not change after the information has been posted.

Only Rutgers University–Newark-recognized publications may be distributed in designated newspaper distribution areas within the Paul Robeson Campus Center (PRCC). Publications must follow municipal guidelines and Rutgers’ recycling procedures for disposal of outdated materials.

All other periodicals found at the PRCC will be disposed of without notice.

• Large-format posters may be displayed on easels for events held in ECS-managed spaces.
• Use of easels is subject to a fee of $5 per easel.
• For events in the Paul Robeson Campus Center (PRCC), posters on easels may be displayed in advance of the event, in accordance with the Postings policy.
• For events in Ruth Bader Ginsburg Hall (RBG) and Express Newark (EN), posters on easels may only be displayed on the day of the event and must be removed at the conclusion of the event.
• In the PRCC, Rutgers University departments and programs may also display posters on easels in designated areas (e.g., Information Desk, MLK lobby) for general promotion or informational purposes. These postings must follow all applicable Postings policy requirements.
• All posters must be placed in approved locations only and may not obstruct walkways, entrances, or building operations.
• Please refer to the Postings section for approval, stamping, content requirements, and additional guidelines.

All flyers, posters, information, etc. must receive an approval stamp prior to posting. Stamps may be obtained from Events & Conference Services (ECS) in Suite 203 at the Paul Robeson Campus Center (PRCC). Materials must be stamped, dated (with start and end dates), and initialed. ECS reserves the right to refuse to post any material that violates Rutgers University Policy.

• All printed materials not related to a specific event 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.
• All postings must comply with the university's non-discrimination policy.
• Postings may not reference alcohol or illegal substances.
• Postings for off-campus events are not permitted without specific approval by ECS.
• All postings are permitted in designated areas only. No postings/signage may be secured to walls, doors (interior and exterior), windows, stairwells, or hallways.
• No advertising or posting for any event, program, or service is permitted on the exterior of university facilities or on university or Newark city sidewalks/roadways.
• Items posted or distributed outside of approved locations or that are posted without prior approval will be removed and discarded without warning.
• Postings will be removed no later than two (2) weeks from the date marked on the approval stamp. To renew a posting, a new stamp must be obtained.
• Advertising for non-university businesses and services is not permitted.
• Personal postings such as roommate postings, dating services, meetups, sales of items, etc., are not permitted.
• Additional fees may apply depending on the posting location (e.g., easels, banners).

Examples of Allowed Postings:

• Events held within ECS-managed spaces.
• Key Rutgers University–Newark events (e.g., Commencement, Convocation, Open House) held in non-ECS managed spaces.
• Rutgers University–Newark Academic Courses
• Student Affairs events
• Student-centered events held in non-ECS managed spaces (approved on a case-by-case basis)
• Student-specific information (e.g., Financial Aid information, university deadlines, etc.)

Please note that this list is not to be considered all-inclusive and all postings are subject to the approval and discretion of Events & Conference Services.

Approved Posting Locations:

• PRCC Information Desk
• PRCC MLK Lobby (for larger postings on easels)
• PRCC Reservations Office

Please refer to the Advertising section for more information about advertising for events.

Please refer to the Digital Signage section for more information about posting on digital signage.

Please refer to the Directional Signs section for more information about providing directions to event spaces for event guests.

Please refer to the Leafletting section for more information about leaflets and informational flyers.

Solicitation is prohibited in all spaces managed by Events & Conference Services (ECS). This includes, but is not limited to, door-to-door solicitation, distributing flyers or other materials, and leaving handouts on tables, chairs, or information desks.

See Tabling Policy and Leafletting Policy for limited exceptions.

The sale, provision, serving, possession, and consumption of alcoholic beverages on the Rutgers campuses are regulated by federal and state laws and by local ordinances. All members of the University community are obligated to obey these laws (N.J.S.A. 33:1-1 et seq.). Rutgers University–Newark ("Rutgers") does not have the authority to alter these laws or secure exemptions.

Sponsoring Organizations, Departments, Clients, vendors, and attendees are individually responsible for complying with all applicable federal, state, and local laws related to alcoholic beverages.

Undergraduate Prohibition

• Undergraduate Events: Undergraduate student organizations and events are strictly prohibited from serving, possessing, or consuming alcohol on or off campus (Rutgers Policy 10.2.14).
• Student Fees: No student organization funds or student fees may be used for the purchase of alcoholic beverages.

Authorization and Permissions

• Written Permission: Alcoholic beverages may only be served with advanced written permission. Event groups must submit a request in writing at least thirty (30) days in advance. Approval is subject to applicable University policies, state law, and review by Events & Conference Services (ECS) and other University offices as necessary..
• Invitational Only: Use is restricted to members of the sponsoring organization/department/client and their invited guests. Publicly advertised "open" alcohol events are prohibited.
• Approved Setting: Alcohol must be sold, served, and consumed only in the physical setting specified in the approval. Attendees are prohibited from removing alcohol from this designated space.

State Licensing & The "Consideration" Trigger

New Jersey law (N.J.A.C. 13:2-5.1) requires a state-issued permit if there is any "consideration" (exchange of value) connected to the event.

• Social Affair Permit: Required for any event where alcohol is served and any money is collected. This includes:
  • Charging for alcohol (Cash Bar).
  • Charging admission or selling tickets (even if alcohol is "complimentary").
  • Collecting donations or selling any items (food, merchandise, apparel, or raffle tickets) at the event (N.J.A.C. 13:2-5.1(h)).
• Eligibility: Only nonprofit organizations (including University Departments) may apply for a Social Affair Permit. For-profit clients must hire a NJ-licensed caterer with a Catering Permit to sell alcohol.
• Lead Time: The permit process takes up to six (6) weeks.

Operational Requirements & Safety

• Service: All event groups must use certified bartenders. Additionally, a staff member who is TIPS/TAMS certified must be present to oversee service. Self-service and BYOB events are strictly prohibited.
• Age Verification: Service is restricted to those 21 years of age or older (N.J.S.A. 2C:33-15). A systematic procedure (e.g., single-access point with ID checks and wristbands) must be used.
• Food & Non-Alcoholic Options: A varied and equal quantity of non-alcoholic beverages must be provided. Food must be provided in sufficient quantity and correlated to the amount of alcohol served (N.J.A.C. 13:2-23.16).
• Service Cut-off: Alcohol service must be discontinued prior to the end of the event:
  • Events < 2 hours: Stop 15 minutes before end.
  • Events 2–5 hours: Stop 30 minutes before end.
  • Events > 5 hours: Stop 1 hour before end.
• Security: At least one Rutgers University Police Officer is required to be present for the duration of the event at the expense of the Event Group.

Deliveries, Storage, and Disposal

• Receipt of Alcohol: The Event Group or designated caterer is solely responsible for receiving and signing for deliveries. ECS staff are forbidden from signing for alcohol.
• Timing: Deliveries are permitted only on the day of the event.
• Storage & Removal: No alcohol may be stored on-site beyond the event time. Unopened containers must be removed immediately from the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark.
• Disposal: Any alcohol left behind becomes University property and will be disposed of. Open containers must be poured down a drain by the sponsors or vendor. Guests/staff may not take alcohol home from the event.

Conduct and Prohibitions

• Intoxication: No intoxicated individuals are permitted in University facilities. Bartenders must refuse service to anyone who appears intoxicated or impaired (N.J.S.A. 33:1-1).
• Prohibited Items: Beer, wine, and champagne are permitted at the Paul Robeson Campus Center. Hard liquor/spirits are generally prohibited but may be allowed at Ruth Bader Ginsburg Hall or Express Newark on a case-by-case basis.
• Drinking Games: All-you-can-drink events, drinking games, or competitions are strictly prohibited (N.J.A.C. 13:2-23.16).
• Games of Chance: Per N.J.A.C. 13:47-7.3, no game of chance (Bingo/Raffles) may be conducted in any room where alcoholic beverages are sold, dispensed, or consumed during the progress of the game.

Enforcement

ECS and RUPD reserve the right to terminate any event at any time for violations of New Jersey State law, municipal ordinances, or Rutgers University policies.

Business services (e.g., printing, faxing, copying, mail services) are not available at the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark.

Decorations are permitted with the following limitations:

• Candles, wicks, open flames, incense/perfumes, or the burning of any materials are not permitted.*
• Items cannot be nailed, tacked, stapled, glued, taped, or otherwise fastened to ceilings, walls, windows, columns, painted surfaces, and doorways. Items found to be in violation of this policy will be removed without warning or notice and fees may be assessed for cleanup and/or damage repair.
• Glitter, confetti, sand, or small particulate materials are not permitted at any time.
• Windows and doorways may not be covered or blocked under any circumstances.
• University signs, room signs, directional signs, and exit signs cannot be removed, covered, or otherwise obstructed.
• All painted decorations must be painted off-site and must be completely dry before being brought into the facility.
• Balloons must be tied securely to anchors and/or weights.
• Events with paints, oils, stains, dyes, or other materials that may permanently alter the color or appearance of carpeting, tables, walls, etc. are only permitted outside or in rooms without carpeted floors. These events must use table coverings and may be assessed fees for any cleanup and/or damage repair. All paints, oils, stains, dyes, etc., must be water-based.

*Please refer to the section on Catering/Food for limited exceptions.

General:

• All non-rented equipment (i.e., tables, chairs, stage, audiovisual equipment, etc.) that is a part of our standard inventory will be set up by Events & Conference Services (ECS) staff. An audiovisual (AV) technician may be required to operate the equipment. Additional charges may apply for AV staff.
• ECS Staff must approve any equipment furnished by a non-university source.
• ECS Staff will not rent or reserve equipment for use in facilities not directly managed by ECS.
• All equipment is booked on a first-come, first-served basis, and must be part of a specific facility reservation. No ECS equipment can be rented without a room reservation (i.e., no equipment loan).
• Any equipment that is requested and set up for the event will incur established charges, even if the client declines to use the equipment during their event.

Third-Party Rentals:

• Sponsoring Organizations, Departments, or Clients are not permitted to bring in third-party rentals without the expressed written permission of ECS. This policy excludes necessary catering equipment rented for Ruth Bader Ginsburg Hall, the Samuels Plaza, and the Residence Life Lawn, however, caterers must still clearly communicate all delivery and pickup times for any rented equipment.
• Event groups are not permitted to rent their own tables, chairs, tents, stages, or other large equipment. Such rentals must be secured through ECS.
• Specialized equipment (e.g., audiovisual equipment) must be rented under the guidance and direction of ECS.
• The Sponsoring Organization, Department, or Client will be charged the current rate for furniture and equipment, plus a handling fee, for any items that ECS must secure or rent from an outside source in order to meet a reservation request. Sponsoring Organizations, Departments, or Clients have the right to decline the rental of any additional equipment to cover any requests beyond the standard inventory of the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark.
• ECS assumes no responsibility or liability for and does not guarantee the availability and functionality of any equipment used at events supplied by a third-party vendor.
• All equipment rented and secured by the Sponsoring Organization, Department, or Client may not arrive on site any earlier than the day of their event and must be picked up and returned on the same day as the event. This includes weekends. Events that end after normal business hours may have their equipment picked up the next morning before 8 am if they are the last event group in that room that day and if there are no events the following day that begin before 9 am.
• Sponsoring Organizations, Departments, or Clients will be responsible for the set-up and operation of any equipment not rented or secured by ECS unless specific and explicit arrangements have been made between the Sponsoring Organizations, Departments, or Clients and ECS (this includes, but is not limited to, catering equipment, audiovisual equipment, and decorations).
• ECS does not guarantee the availability and access to third-party rental companies of any facility outside the agreed-upon delivery and pickup time. It is the responsibility of the Sponsoring Organization, Department, or Client to ensure that third-party vendors understand when they are allowed to drop off and pick up equipment. If any equipment comes outside the agreed-upon time it may be refused.
• A member of the Sponsoring Organization, Department, or Client must be present to receive and sign for any equipment not rented by ECS. If no one from the event group is present, equipment may be refused.
• Sponsoring Organizations, Departments, or Clients will be responsible for any fees incurred by third-party vendors if the equipment is delivered and picked up late.

Responsibility:

• The Sponsoring Organization, Department, or Client will be responsible for the condition of all equipment (i.e., tables, chairs, stage, audiovisual, etc.) rented from ECS or third-party vendors and will be held liable for the equipment if lost, stolen, damaged, or misplaced during their event.
• The Sponsoring Organization, Department, or Client is responsible for safeguarding all materials, goods, and property owned, supplied, or utilized by their exhibitors, presenters, and guests.
• The Sponsoring Organization, Department, or Client waives 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 advanced authorization. Additional fees may apply to accommodate these resource services. ECS does not guarantee the availability of any of these resources or services.

Sponsoring Organizations, Departments, or Clients are responsible for ensuring that the reserved space is used for the purpose for which it was reserved.

Reservations are non-transferable.

Sponsoring Organizations, Departments, or Clients found to be in violation of this policy will have their reservation privileges revoked.

See Fronting Policy for additional details.

The Sponsoring Organization, Department, or Client shall not bring onto the premises of the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark any exhibit, equipment, vehicle, or other items, which are potentially dangerous to persons and/or property or that are incompatible with the structure, systems, or furnishings determined by the Events & Conference Services Staff and Rutgers University Policies. Prohibited items include, but are not limited to:

• Smoke/fog/haze machines
• Pyrotechnic equipment
• Compressed air/gas tanks (CO2 tanks, Helium tanks, etc.)
  • Helium tanks smaller than 15 cubic feet may be allowed with advanced permission
• Gasoline/fuel tanks
• Propane or charcoal grills, except in designated outdoor areas*

Any Sponsoring Organization, Department, or Client that brings in any prohibited materials and equipment will be held directly responsible and liable for any damage caused as well as any costs incurred in order to clean up and/or safely remove and dispose of hazardous materials and equipment. Groups are responsible for ensuring that their guests, staff, and any third-party vendors are made aware of these rules and will be held responsible for their actions and may be subject to suspension or loss of privileges.

*Permits are required. Please refer to the section on Permits for additional information.

All rides and inflatables are required to have the appropriate documentation. Carnival rides require construction permits and are generally not permitted at events; however, exceptions can be considered on a case-by-case basis. Please reach out to our office for additional information.

Inflatable rides are devices designed to allow riders to bounce, slide, or be supported on them and are inflated by a mechanical device. Inflatable rides that support riders with sealed air devices are considered amusement rides and may require additional permits. The following items are required from vendors providing inflatable rides:

• A current ride type or amended type certification specific to the ride itself (most are valid for three years and do expire)
• A current permit to operate the ride in New Jersey (each ride requires its own permit)
• Documentation of general liability coverage with minimum limits of $1,000,000 and including Rutgers as an additional insured party on the policy
• Trained personnel and proper anchoring specified by the certification and/or permit (some are ballasted with sandbags; others may need spikes)
• Power sources must have approved electrical cord and a GFCI.
• If a generator is the power source, a fire extinguisher will be required. A fire permit is also required.
• A State of New Jersey certificate of operation “Passed Inspection” (each ride has its own Safety Inspection)

In the event that the vendor fails to produce the required documentation, they will not be allowed to operate the specific non-compliant ride on campus, even if they have already set it up and have several others that are compliant. Please include language in your contracts with the vendors to reflect these conditions.

Inflatable rides are permitted on the Norman Samuels Plaza.

Inflatable rides that are taller than 12’, have overhead components, or those that users enter into/under to ride are not permitted indoors at any time.

Other inflatable rides may be permitted indoors in the Essex Room or the Great Hall. Exceptions are handled on a case-by-case basis.

Events & Conference Services (ECS) defines large events as programs with complex variables regarding event type, attendance size, and facility limitations and use. All large event requests must be submitted at least ten (10) business days in advance.

Factors considered in implementing Large Event policies include:

• Type of event (concert, dance, fashion show, talent show, party, etc.);
• Day and time of the event, as well as interaction with university calendar events (e.g., Alumni weekend, homecoming, Halloween, other major holidays, etc.);
• Location and setup type;
• History of sponsoring group, performers, or act;
• Number of attendees;
• Whether attendance is open or closed to the non-university community.

Depending on the size and scope of the event, the following Large Event policies may apply:

Cash Handling:

• Cash collections at the door exceeding $500 require at least one Rutgers University Police Department (RUPD) Officer or Security Officer.
• For Student Organizations: All cash collected must be deposited with the Office of Accounting on the third floor of the Paul Robeson Campus Center immediately following the conclusion of their event. For events held at Ruth Bader Ginsburg Hall, a RUPD Officer can escort you to the Paul Robeson Campus Center.

Metal Detector:

• Metal detectors will be used for large events as deemed appropriate and necessary by the scope of the event criteria as assessed by ECS, the Office of Emergency Management (OEM), and RUPD.

Ticket Sales:

• Student organizations are encouraged to have advanced ticket sales through Student Accounting. Depending on the scope of the event, ticket sales may not be permitted.

Security:

• ECS, in consultation with OEM and RUPD, determines all security needs for events. Depending on the event scope, 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.
• 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/ticketing system may be required.

Based on event type and setup, maximum room occupancy for an event may be lower than the posted maximum occupancy. Posted room occupancies are typically set based on empty rooms and will be lowered as additional tables and equipment are brought into the room. 

Event groups are not permitted to exceed the maximum occupancy set in the Confirmation document sent by Events & Conference Services. Events that exceed the maximum occupancy will be shut down with no refunds or credits offered.

All events taking place in outdoor spaces are subject to the same policies and procedures as indoor events with the following additions:

• Events must endeavor to maintain a respectful noise level.
  • Continuously Amplified Sound is only permitted during Free Periods (see Free Period), on weekdays from 9pm – 12am, and/or on weekends from 4pm – 1am.
  • On weekdays from 7pm – 9pm, Continuously Amplified Sound may be permitted, but at a significantly reduced decibel level, so as not to disrupt ongoing classes. Approval is required from Events & Conference Services (ECS).
  • Intermittently Amplified Sound may be permitted at other times; authorization is granted on a case-by-case basis by the Director of ECS.
• Additional security may be required based on recommendations from the Office of Emergency Management and the Rutgers Police Department.
• The Sponsoring Organization, Department, or Client is responsible for ensuring that streets, sidewalks, and university pathways remain clear and unobstructed.
• Student Organizations, Departments, and External Clients are not permitted to set up their own information/vendor/contact tables.

Please see Amplified Sound Policy for additional information.

Events involving paint are only permitted in the following locations:

• Paul Robeson Campus Center Dance Theater
• Ruth Bader Ginsburg Hall Room 123
• Norman Samuels Plaza
• Express Newark Art Gallery Workshops

Events involving paint are not permitted in any other location. Events in approved locations must cover all tables with thick table coverings. Paints and dyes must be water-based.

Sponsoring Organizations, Departments, or Clients (event groups) are not permitted to clean brushes or other paint materials in bathroom sinks. Event groups must use slop sinks in designated custodial closets. Event groups will be assessed a fine if they or their guests/attendees do not follow this rule.

Event groups found to be in violation of this policy will be assessed a minimum cleaning fee of $200, plus any additional charges related to damage repair or replacement.

Events & Conference Services (ECS) does not guarantee or provide any parking for events held at the Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBG), or Express Newark (EN). Parking requests for Rutgers University lots must be made through the Rutgers Department of Transportation Services. 

Departments, Student Organizations, or others with a Rutgers NetID should log in and use the RUDOTS website.

External groups should email eventparking@aps.rutgers.edu.

Loading Docks/Zones:

• Event clients may use loading docks or loading zones for loading and unloading only.
• Access to loading docks or delivery areas must be coordinated prior to the event.
• Parking in the loading docks or loading zones is prohibited. Violators will be ticketed and towed at the owner's expense.

Valet Services:

• Valet Parking is permitted at the PRCC and RBG with the following provisions:
  • One Rutgers University Policy Department Officer is required to be present during all times that valet services are available.
  • Valet services may not block, impede, or otherwise obstruct the flow of normal traffic. Double parking is expressly forbidden.
  • Valet parking is permitted in front of RBG on Washington Street and in front of the PRCC on Martin Luther King Jr. Boulevard only. Valet service is not permitted on Essex Street, Bleeker Street, Warren Street, or University Avenue.
  • Valet service staff members are responsible for not allowing visibly intoxicated persons to operate any motor vehicles.
• Valet Parking is not permitted for events held at EN.
• ECS and Rutgers University assume no liability for any services provided by a valet company.

Metered Spaces:

• Street parking, including metered spaces, is operated and managed by the City of Newark.
• Event clients and guests must pay all parking meter fees.
• Special street parking requests may be made on a case-by-case basis. Event groups are still required to pay all parking meters.
• Rutgers University assumes no liability for street parking, including fees, vehicle theft or damage, parking tickets from the City of Newark, etc.

Additional Information:

• Parking and valet services are the sole responsibility of the event group.
• Users and guests must abide by all University parking and traffic requirements including, but not limited to, passenger and equipment loading/unloading, observance of authorized parking locations, payment of fees, and display of vehicle parking permits. Payments of citation(s) that result from parking/traffic violations are the sole responsibility of the sponsoring organization, department, client, or guests.

For additional information about parking in Rutgers’ lots, please contact Rutgers Parking at eventparking@aps.rutgers.edu.

• Free space is not available in the Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBG), or Express Newark (EN) to store materials and/or equipment for organizations utilizing reserved space prior to the date and time of their reservation.
• Events & Conference Services cannot receive shipments of materials without advanced written approval for storage arrangements. Items shipped without prior approval will be refused and returned to the sender.
• Items for an event may not arrive before the day of the event and must be picked up no later than 8am the following morning. Any items that arrive before the day of the event will be refused. Consideration may be given to weekend events on a case-by-case basis. Written permission must be given before shipment.
• The Sponsoring Organization, Department, or Client is responsible for removing any equipment brought in for their event. Storage is not available for equipment or materials following an event.
• Any equipment or materials left in the PRCC, RBG, or EN will be considered abandoned property after 48 hours. Any costs associated with removing leftover equipment or material will be the responsibility of the Sponsoring Organization, Department, or Client.
• Additional fees will be assessed for any approved items received before an event or kept for storage following the end of the event.

Please refer to the section on Abandoned Property for additional details.

Any reservation that is canceled by the Sponsoring Organization, Department, or Client due to severe weather (e.g., snowstorms, hurricanes, flooding, etc.) will only be exempt from cancellation or no-show fees in the event that Rutgers University–Newark is officially closed or has transitioned to fully remote operations.

If the University remains open and operating in person, standard cancellation and no-show policies will apply. However, requests for exceptions due to weather-related concerns may be reviewed on a case-by-case basis by Events & Conference Services (ECS).

Rescheduling of these reservations will be given priority over new reservations and will be for a mutually acceptable facility, date, and time. This may include a different room or facility than originally scheduled.

Sponsoring Organizations, Departments, or Clients may still be financially responsible for any equipment rented outside of the standard inventory of ECS.

Custodial staff may be provided for staff support during events. They will be on hand to ensure bathrooms remain clean and that garbage cans or bins are emptied throughout the duration of an event. Custodial staff will assist in cleaning up spills or broken glass. Fees may apply based on the size, scope, time, and location of the event. All costs will be the responsibility of the Sponsoring Organization, Department, or Client. Additionally, the following policies and restrictions apply:

• At the conclusion of all events, it is the responsibility of the Sponsoring Organization, Department, or Client to leave rooms in a reasonably clean state. This includes, but is not limited to, placing all trash into garbage cans or bins and removing all decorations, signs, food, and any other materials used during the event.
• The Sponsoring Organization, Department, or Client is responsible for the removal of all bulk trash (e.g., boxes, crates, lumber, pallets, packing materials, etc.) and other items not easily removed by a standard push broom or vacuum. Any costs incurred by Events & Conference Services for trash not removed will be charged at the current rate for materials and hourly labor.
• Sufficient time for cleanup must be included in the reservation to ensure the next scheduled event is not delayed.
• All rooms must be checked for cleanliness by a member of Events & Conference Services staff at the conclusion of each event.
• Glitter, confetti, sand, or other small particulate materials are prohibited at all times. Clients will be charged a clean-up fee based on the current rate for materials and hourly labor to remove any prohibited items. Use of prohibited items in any event space may result in the suspension of reservation privileges and possible suspension or cancellation of existing or upcoming reservations.
• It is the responsibility of the Sponsoring Organization, Department, or Client to ensure any balloons brought into the space are tied securely to anchors and/or weights. Clients will be charged a fee for any balloons that come free of their weights and float to the ceiling.

For pricing & fee information, please contact our office directly.

Events & Conference Services (ECS) is not responsible for damage, theft, loss, or vandalism to equipment or personal items brought in or rented by the Sponsoring Organization, Department, or Client.

Additionally:

• The Sponsoring Organization, Department, or Client is responsible for maintaining the condition of the premises during their reservation and will be held liable for the actions of their guests, staff, and vendors.
• Depending on space availability, the Sponsoring Organization, Department, or Client may inspect the premises prior to the day of their reservation and at the conclusion of the event. ECS staff will accompany all inspections.
• Repairs for damages that occurred during the set-up, execution, or breakdown of an event will be charged to the Sponsoring Organization, Department, or Client at the current rate for materials and hourly labor.
• Some events may require a refundable damage deposit based on size and scope, as well as the history of the Sponsoring Organization, Department, or Client.
• Failure of the Sponsoring Organization, Department, or Client to prevent damage or vandalism by their staff, guests, or vendors may result in fees, the loss of reservation privileges, and the suspension or cancellation of future reservations.

Sponsoring Organizations, Departments, or Clients will be solely responsible for all fees, costs, and charges incurred through their reservations.

For additional information on payments or billing, please see Invoicing/Billing/Payments.

Liability Insurance is required for all events held at Rutgers University.

• All non-university clients, caterers, vendors, performers, etc. shall provide Certificates of Insurance showing Comprehensive General Liability Insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 in the aggregate.
• "Rutgers, The State University of New Jersey" must be named as an additional insured in this policy.
• External Clients are required to have their own liability insurance in addition to whatever insurance is provided by their caterer or other vendor.
• Groups who do not carry their own liability insurance may elect to obtain a Tenant-User Liability Insurance Policy (TULIP). Please visit tulip.ajgrms.com or ask a member of Events & Conference Services (ECS) Staff for more information.
• Such insurance shall be primary over other collectible insurance that may apply and shall include coverage for the following indemnifications: “The vendor/contractor agrees to hold harmless, indemnify and defend Rutgers, The State University of New Jersey 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.
• Insurance must be filed with ECS no less than fifteen (15) days prior to the event. The certificate must name "Rutgers, The State University of New Jersey" as an additional insured party 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.

Payment Information for Departments:

• Rutgers University Departments are required to pay with an Internal Purchase Order (IPO) via Rutgers University’s Sci-Quest (Marketplace) payment management system and must provide accurate contact information before the event can be confirmed.
• The Events & Conference Services (ECS) IPO number is 363 and our account code is 74111.
• IPO-based requisitions must be generated at least two (2) weeks prior to the first booking date.
• Final invoices for reservations will be processed in Marketplace within ten (10) university business days after the event. If there are any changes to the final balance of the event after the IPO has been created, ECS will notify the department when processing the invoice.
• Split-billing, where an external organization covers part of the costs for an event, is not permitted without express written permission of ECS granted in advance of the event being confirmed.*

Payment Information for Student Organizations:

• Student Organizations must submit their payment request through Raiderlink.
  • Student Accounting will then create an IPO-based requisition in Marketplace.
• Final invoices for reservations will be processed in Marketplace within ten (10) university business days after the event. If there are any changes to the final balance of the event after the IPO has been created, ECS will notify the Student Organization and Student Accounting when processing the invoice.
• Split-billing, where an external organization covers part of the costs for an event, is not permitted without express written permission of ECS granted in advance of the event being confirmed.*

Payment Information for Non-University Clients:

• A non-refundable deposit of $350 is required to secure any reservation made at the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark for all external clients. Deposits must be made within three (3) days of receiving the initial quote from ECS.
• All external groups are required to pay for their event in full ten (10) business days prior to their event date. Any final adjustments to the invoice are due within ten (10) university business days after the event.
• Accepted Forms of Payment:
  • Certified or Company Check
  • Checks should be made out to Rutgers University–Newark and the Reservation number should be indicated on the check.
  • All major credit cards accepted.
  • Cash, Personal Checks, and Money Orders are not accepted.

*See Fronting for additional information

Unless otherwise stated, failure to abide by any of these policies and procedures may result in the suspension or revocation of reservation privileges. Additionally, current and/or upcoming events may be suspended or canceled.

Unless otherwise stated, penalties incurred by one member of a Sponsoring Organization, Department, or Client may affect the entire Sponsoring Organization, Department, or Client, i.e., if one member of a student group or department breaks these rules, all current and future reservations for the entire group or department may be affected.

Written permission from the Director of Events & Conference Services is required for reinstatement of privileges.

External Clients

Payments made via credit card will be refunded to the card used in the transaction. Payments made by check, wire transfer, or money order by external clients will be refunded by check. For check refunds, external clients must register as a service provider in the University’s supplier portal, PaymentWorks. Refunds cannot be issued until the supplier profile is active.

Clients may also choose to have any refundable amount applied to future reservations.

Student Organizations & Departments

Payments made via Internal Purchase Orders will be refunded via a Journal Entry.

Sponsoring Organizations or Departments may also choose to have any refundable amount applied to future reservations.

Refunds are given under the following conditions:

• If the event is canceled at least seven (7) calendar days prior to the first booking date
• If the event is moved to a room with a lower rental fee
• If there is an unused damage deposit
• If there is an unscheduled changed in operational status of the University

Refunds are not given:

• If the event is canceled with six (6) calendar days or fewer prior to the first booking date
• For no-show events
• For the non-refundable room deposit
• Events that are shut down due to client negligence including, but not limited to occupancy violations, alcohol violations, fire code violations, etc.
• For third-party services obtained by Rutgers on behalf of the client for the event that cannot be canceled.

Pleases see Free Expression

Pleases see Free Expression

The university has released new Guidelines for Free Expression on Campus. Please visit https://free-expression.rutgers.edu/ for full information.

Guidelines for Free Expression

Rutgers University Guidelines for Free Expression on Campus

1.0 Guiding Statement

Rutgers University is proud of its long history of activism in which members of the community have engaged in peaceful protests and demonstrations. With a population of over 100,000, consideration must be given to the spaces and guidelines for expressive activities at Rutgers to provide for the safety of participants and to avoid disruption of educational, clinical, research, or business functions of the University. All activities are subject to the Rutgers University Policy on Disruptions (50.3.5).

All members of the Rutgers University community – including students, faculty, staff, alumni, visitors, and external groups – are free to express their viewpoints in public forums as private citizens. These rights of free expression are guaranteed by the First Amendment. It is a fundamental tenet of a liberal arts education that students be exposed to a marketplace of ideas and be able to discern for themselves what they believe. At Rutgers, we strive to teach students how to think, not what to think. As such, we will not move to silence or endorse any viewpoints on any issues, as long as they are within the bounds of the law. Our University is a community of diverse ideas, organizations, and perspectives. The wide variety of programming at Rutgers highlights that not all our university community members share the same background, beliefs, opinions, or interests. Embracing this diversity, we strongly support the right of free speech – including the right to express views that seem offensive to others – but expect all community members including visitors and external groups to obey the law, comply with university policies, engage in civil discussions, and treat each other with dignity and respect. These guidelines apply to all members of our community, including visitors and external groups, wishing to participate in free expression.

2.0 Time, Place, and Manner

The University maintains the right, and the responsibility, to determine the appropriate time, place, and manner to ensure that expressive activities do not interfere with or disrupt educational, clinical, research, or business functions of the University, as well as to provide protections for public health, safety, and welfare.

The following general conditions apply to all Rutgers University campuses:

• Activities must be conducted in a way that is consistent with federal, state, and local laws.
• Activities must be conducted in a way that is consistent with the rules, regulations, and policies of Rutgers University, including the University Code of Student Conduct and the Policy Prohibiting Discrimination and Harassment.
• Activities must provide for the safety and well-being of individual members and the campus community. This includes abiding by guidelines established by the State of New Jersey and/or the Federal Government.
• Activities must allow for the continuation of academic activities, university operations, and university-sponsored events.
• Activities are subject to all lawful orders and safety directives issued by the Rutgers University Police Department, Rutgers Office of Emergency Management, Rutgers Division of Emergency Services, respective Divisions of Student Affairs, and other university officials acting in the performance of their duties. This may include orders to disperse should a demonstration become unlawful, unsafe, or noncompliant with guidelines and/or the Free Expression Permit.

3.0 Designated Public Forum Areas

The following designated public forum spaces have been approved for demonstrations and expressive activities on the Rutgers University campuses.

RUTGERS UNIVERSITY–NEW BRUNSWICK

• College Avenue Campus
  • Records Field
• Busch Campus
  • The lawn adjacent to the Paul Robeson Cultural Center and Busch Student Center
• Cook Campus
  • Cook Student Center Patio
• Livingston Campus
  • The grass area surrounded by the bus loop in the front of the Livingston Student Center
• Douglass Campus
  • The patio and grass area on the Nichol Avenue side of the Douglass Student Center

RUTGERS BIOMEDICAL AND HEALTH SCIENCES (Rutgers Health)

• Newark Campus
  • The open quad between NJMS and the School of Dental Medicine
• New Brunswick Campus
  • The open area behind the Environmental and Occupational Health Sciences Institute and the Ernest Mario School of Pharmacy

RUTGERS UNIVERSITY–NEWARK

• In front of Norman Samuels Plaza on the brick walkway or lawn
  • In front of the Robeson Campus Center – not blocking the entrance

RUTGERS UNIVERSITY–CAMDEN

• Campus Center Quad (grass area next to entrance)
  • The Camden Gym and Recreation Center quad (grass area next to entrance)
  • The Law School West (picnic area across from Classroom Penn 401)
  • The Fine Arts Building (grassy area to the right of the Gordon Theater entrance) Public Safety will evaluate and assess locations required for counter-demonstrations

Alternative venues may be assigned by the administration for the proposed activity. Consideration will be given

to the number of anticipated participants, the type of activity, the anticipated time and duration, and proximity to other university-sponsored events and educational activities to avoid disruption. Individuals taking advantage of the designated public forum areas may not impede normal operations nor interfere with the free movement of anyone navigating through the campuses.

4.0 Procedures for Scheduled Demonstrations

Individuals wishing to hold public forums at Rutgers are required to submit the Free Expression Notification Form at least three (3) business days in advance of the scheduled demonstration and obtain a Free Expression Permit. Hyperlinks to the Free Expression Notification Form can be found in Section 8.0. Free Expression forums with an anticipated attendance of more than 10 may require advanced planning with the University and may include the Student Affairs staff and/or Rutgers University Police Department, or other offices as necessary or directed, to ensure participants' safety and adherence to fire/safety regulations. We cannot assure the availability of the space or approve the expressive activities desired without proper notice.

The areas designated for expressive activities have been identified for their visibility on each campus and as locations where the activities are least likely to disrupt educational, clinical, research, or business functions of the University; however, there are physical space considerations associated with some of the designated locations (see Section 3.0).

To ensure that the space can safely accommodate the anticipated numbers of participants and to allow the

University to coordinate the use of any services, including Public Safety, Facilities, and other departments as necessary, the use of the designated areas needs to be requested formally so it can be reviewed for approval. Requests must be made by filling out a Free Expression Notification Form at least three (3) business days in advance.

5.0 Spontaneous Demonstrations or Demonstrations Taking Place with Fewer Than Three (3) days notice

For those situations in which advanced planning is impossible, Rutgers University community members, including students, faculty, staff, visitors, or external groups, are required to speak with a Student Affairs representative and fill out the Free Expression Notification Form so that efforts can be made to ensure the safety of participants and allow for the continuation of educational, clinical, research, and business functions of the University without disruption. Contact details can be found in Section 8.0.

6.0 Operating Procedures for All Demonstrations

• All demonstration organizers, consistent with Section 4.0, must apply for and receive an approved Free Expression Permit in advance.
• Free Expression demonstrations that occur on city property or involve marching in New Brunswick, Newark, and Camden require permits from the host cities. Hyperlinks or addresses can be found in Section 8.0.
• Event organizer must have possession of the Free Expression Permit and produce it when asked.
• Consistent with University Policy 20.1.9, amplification of sound to include megaphones or bullhorns is not permitted.
• Consistent with University Policy 20.1.9, demonstrations must not disrupt the academic, clinical, research, and business mission of the University and may only be held between the hours of 9:00am and 4:00pm.
• Individuals may not block or interfere with vehicular, bicycle, or pedestrian traffic.
• Individuals may not block or prevent others from entering and exiting university buildings.
• Individuals may not engage in behavior that obstructs, disrupts, or attempts to force the cancellation of any event or activity sponsored by the University or by anyone authorized to use university facilities.
• Individuals shall not harass or threaten and shall not engage in intimidating conduct.
• Individuals shall not disrupt or interfere with any academic, clinical, or administrative buildings at any time or prevent their use for university business.
• Individuals shall comply with the directions of Division of Student Affairs representatives, law enforcement officers, or other university officials acting in the performance of their duties.
• University property must be protected at all times.
• Placing or building of structures is prohibited without express permission by Rutgers University. Structures established without permission will be removed and the sponsoring organization, department, and/or individual will be responsible for all related costs. No inflatable structures are permitted.
• Overnight camping, placement of tents, or encampments will not be permitted.
• Events of a commercial, private, profit-making, or fundraising nature are prohibited at all public forum spaces. Rutgers University community members, to include visitors and external groups, are required to request programming space and follow guidelines for hosting these events.
• Demonstration/protest organizers are responsible for the Free Expression Notification Form in addition to the posting of damage deposits and satisfaction of insurance requirements, the associated administrative costs for the purposes of event set up/clean up, security measures, and traffic control. The requisite staffing and costs for each event will be determined by Rutgers Facilities, Rutgers University Police Department (RUPD), and Rutgers Emergency Services.

7.0 Procedures for Protesting a Campus Speaker or Event

When an invited speaker or event is the focus of the protest, individuals may demonstrate and/or leaflet outside the location of the scheduled program within a designated area established by the RUPD to prevent disruption to the scheduled speaker or event. Those who enter the scheduled event as audience members must not disrupt the program. Demonstrators may not hinder the ability of participants to enter or exit the event. Individuals whose actions disrupt a program will be asked to leave and may be subject to penalties for violations of university policy and State of New Jersey criminal code. Signs or placards may only be permitted in the back of the room/facility and may not exceed 8.5” x 11” so as to not impede the sightline of audience members.

8.0 Other Forms of Promotion and Engagement – Tabling, Posting of Flyers, Outdoor Programs, and Fundraising

• Tabling at a Student Center: Recognized and registered student organizations wishing to promote a program, their organization, or a particular initiative may request a table by contacting the appropriate Division of Student Affairs listed below.
• Tabling at a Dining Hall: Recognized and registered student organizations may reserve tables for the distribution of information relevant to the organization's mission. Requests should be directed to the appropriate Division of Student Affairs listed below.
• Posting of Flyers: Bulletin boards in the student centers, recreation centers, dining halls, residence halls, and university buildings are for the purpose of promoting Rutgers University departmental, registered student organization, and fraternity and sorority programs and events, unless expressly stated otherwise. The departments operating these spaces should be contacted directly for their specific posting policies. In accordance with University Policy 20.1.9, all divisions and department administrators are responsible for effective use of all spaces assigned to them.

No flyers or stickers may be placed outside of authorized areas on university properties. All unauthorized signage or posters, regardless of message, will be removed. This includes outside of buildings, bus stops, light poles, and associated areas.

• Chalking Policy: Chalking on university property is allowed if approved in advance on the Free Expression Permit. All approved chalking will be removed by Rutgers Facilities after a period of 24 hours. Unauthorized chalking will be removed immediately by Rutgers Facilities. Approved chalking must be of a temporary nature, soluble with water, and which does not permanently adhere to any structure. Marker, paint, ink, or other non-chalk materials are prohibited. In accordance with University Policy 20.1.9, all divisions and department administrators are responsible for effective use of all spaces assigned to them.
• Leafletting: Rutgers University students may distribute, without registering or advance approval, university-sponsored announcements or statements in any outdoor area which is not restricted or scheduled. Materials should include the name(s) of the sponsoring organization or departments. Leafletting of university-sponsored materials is defined as the handing out of materials. Such actions should not block or otherwise interfere with individuals entering or exiting university buildings, force individuals to accept materials, or result in litter. Individuals or organizations may be held responsible for costs incurred with the clean-up of litter. Materials may not be left at bus stops, tabletops, counters, etc. Distribution of commercial materials or selling of items requires a table reservation at a Student Center. Reservations may be made by contacting the appropriate Division of Student Affairs listed below.
• Outdoor Programming: Recognized student organizations may request to use outdoor space for programs. Requests for outdoor programming can be made by contacting Student Affairs.
• Fundraising: Recognized student organizations may solicit funds for sponsored events or charitable organizations. Tables may be reserved for bake sales, fundraising, or similar activities by contacting the appropriate Division of Student Affairs listed below.

NOTE: Fundraising tables will be available for organizations on a first-come, first-served reservation basis and are available in all Student Centers. Fundraising is not permitted at tables at Public Forum locations. Cash handling requires that all funds be deposited at the Student Center with no cash leaving the premises. NOTE: Fundraisers that involve dunk tanks, pie eating/throwing, etc. are considered programs and must go through the event planning process with the corresponding department/advisor. Such fundraisers that are held outside will need to reserve an appropriate space.

Rutgers University-New Brunswick

Division of Student Affairs – New Brunswick 126 College Avenue

New Brunswick, NJ 08901 848-932-8576

Free Expression Notification Form

City of New Brunswick Permitting – in person only: 78 Bayard Street

New Brunswick, NJ 08901

Rutgers University-Newark

Division of Student Affairs – Newark 350 Dr. Martin Luther King Jr. Blvd Newark NJ 07102

973-353-5063

Free Expression Notification Form

City of Newark Permitting

Rutgers University - RBHS

Division of Student Affairs - RBHS Stanley S. Bergen, Jr. Building

65 Bergen Street

Newark, NJ 07101-1709

973-972-5374

Free Expression Notification application – telephone only

City of Newark Permitting

Rutgers University–Camden

Division of Student Affairs - Camden Camden Campus Center, Third Floor 326 Penn Street

Camden NJ, 08102

856-225-2825

Free Expression Notification Form - Camden

City of Camden Permitting

Please submit this form at least three (3) business days in advance of the scheduled demonstration to obtain a Free Expression Permit. 

Free Expression Notification Form

Please see Free Expression for additional information

Pleases see Free Expression

Please see Free Expression

Please see Free Expression

The following policies are specific to the Paul Robeson Campus Center ONLY:

• Event groups are required to use Gourmet Dining Service (GDS) for all events or meetings in the Paul Robeson Campus Center (PRCC), regardless of event size, type, length, day/time, or attendance.*
• Event groups are required to give GDS a minimum of 72 hours’ notice for all requests, including waiver requests. Any requests made with less than 72 hours’ notice are not guaranteed to be processed. In these cases, food will not be permitted at the event.
  • Groups found to consistently request food service with less than 72 hours' notice will be fined $200 and may have their reservation privileges revoked.
• Sponsoring Organizations, Departments, and Clients (event groups) that are hosting an event that requires ethnic or cultural food are required to submit a request to Gourmet Dining first. If they cannot accommodate the request, a waiver may be given, at which time an approved outside caterer may be used. All caterers are still required to show proof of liability insurance.
• Prepackaged, individually wrapped items may be provided by the event group. This usually includes party-size snacks (e.g., chips, cookies, pretzels, etc.) sealed by the manufacturer. Prepackaged items requiring temperature control (heating or cooling) are not permitted.

The following policies are enforced at the Paul Robeson Campus Center, the Samuels Plaza, the Residence Life Lawn, and Ruth Bader Ginsburg Hall:

• All caterers are required to show proof of liability insurance, with a minimum general coverage of $2,000,000.00. Rutgers University must be named as an additional insured party. Please see the Insurance section for additional information.
• Event groups must use a caterer that has been approved by Events & Conference Services (ECS). If an event group would like to have an additional caterer added to the list of approved caterers, they may reach out to the Reservations Office.
• Potluck dinners or events with home-cooked food are not permitted.
• Donated food must come from an organization that is able to provide a certificate of liability insurance as well as a health certification.
• Only Coke products may be served.
  • This restriction does not apply to beverages served in unbranded containers.
• Event groups are required to use Clement’s Place bar staff for any events in Clement’s Place utilizing the bar area.
• In accordance with health and safety preparation and handling guidelines and ordinances, any leftover food must be disposed of immediately. Leftover prepared food may not be removed from the event by attendees, guests, or event staff.
  • Leftover food may be collected by the Pantry+ Food Rescue program.
• Large-scale food preparation or cooking is not permitted on-site without advanced approval from ECS. Limited on-site food preparation, cooking stations, or outdoor grilling may be permitted in approved locations with the appropriate permits and approvals.
• Food is not permitted outside of the designated reserved space.
• Sterno cups (food warming burners) are permitted to be used with the following limitations:
  • Sterno cups may not be placed directly on tables, counters, or other surfaces. They must be on a metal tray or hung under a chafing dish.
  • Once lit, Sterno cups must be attended by a responsible staff member at all times.
• Third-party caterers are required to make specific arrangements with Events & Conference Services regarding the drop-off and pick-up of any equipment.**
• ECS staff will not assist in the assembly, set up, break down, or packing up of any catering equipment.

*Please see Tabling Policy for limited exceptions. 

**Please see Equipment Policy for details on scheduling equipment drop off/pickup.

Any property brought in for an event that is not removed and/or claimed within 48 hours following the conclusion of an event or meeting will be considered abandoned by the Sponsoring Organization, Department, Client, its users, or exhibitors. Events & Conference Services (ECS) may take possession of the property and treat it as its own or dispose of such property without liability. The Sponsoring Organization, Department, or Client may be liable for any costs incurred in disposing of any abandoned property.

Rutgers University and ECS are not responsible for monitoring or securing any equipment brought in by a client or third-party vendor for an event and will not be held liable for any loss or theft.

For personal property, please see the section on lost and found.

Information Desk:

• Departments and Student Organizations may request space near the Information Desk through Events & Conference Services (ECS) to collect for causes (e.g., food banks or clothing and book drives). Confirmations will include detailed expectations for donation/collection boxes.
• Donation and collection boxes are permitted in the Paul Robeson Campus Center on Student Street near the Information Desk.
• Only recognized student groups and Rutgers Departments are permitted to put out donation and collection boxes.
• All donation and collection boxes must be emptied at the end of every day.
• Donation boxes must be clearly stamped by the events office.
• Donation box reservations must have a definitive start and end date. Boxes left out past the end of the reservation will be disposed of. Any costs incurred will be passed on to the organization or department.
• Any boxes collecting cash or check donations must be monitored by a representative of the Sponsoring Organization at all times. Monetary collection boxes may not be left unattended at any time. Money collected by Student Organizations must be deposited with Rutgers Accounting at the end of each day.
• ECS is not responsible for the safety and security of these boxes or for the storage of any collected items.

Collections at Events:

• Sponsoring Organizations, Departments, or Clients that will be collecting during their events must keep all donation boxes in their designated reserved room. Collection boxes will not be permitted anywhere else in the building.
• Donation boxes must be monitored at all times during the event.
• Donation boxes and their contents must be removed at the conclusion of each event. Donation boxes will be considered abandoned if they are not picked up within 48 hours of the conclusion of their event.

If you are interested in photographing or filming a commercial or documentary project on Rutgers University’s architecturally diverse campuses across New Jersey, please review the processes and guidelines provided by the Office of Communications.

Fronting consists of eligible departments, student organizations, or individuals reserving space in the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark 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 Events & Conference Services (ECS) is not permitted.

A Student Organization, University Department, or client may not serve as a front for another entity. The party who makes the reservation and signs the reservation contract will be considered the financially responsible party. If the planning or execution of the event or payment of fees and costs incurred are handled either in part or in full by a party not originally on the rental contract, the event will be considered a fronted event and the group will be charged the maximum applicable rate for all rooms and services and both the fronting department or student organization and the fronted entity may lose reservation privileges and have existing or future reservations suspended or canceled..

Additionally:

• Students, faculty, or staff may not use their position at Rutgers University to reserve spaces under the name of their organization or department for private use.
• ECS Staff will make the determination as to fronting by considering the funding source paying for the event, the nature of the event, past reservation history, event type, funding sources, and the nature of attendees.
• Split-billing, where an external organization covers part of the costs for an event and a department or organization covers the other part, is not permitted without express written permission of ECS granted in advance of the event being confirmed.
  • In the case of split-billing, the external organization and the sponsoring department/organization will both be billed for their portion of the event at the higher rate for the external organization.

Please refer to the section on Sponsorship for additional details.

Any personal property found at the Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBG), or Express Newark may be turned in to room 203 at the PRCC or room 114 at RBG. 

Lost and found items are ultimately processed and centrally held at the PRCC. Property may be claimed from 9am - 4pm Monday through Friday. 

General items are logged and held by Events & Conference Services (ECS) for 30 days. High-value items (wallets, phones, laptops, IDs, keys, etc.) are turned over to RUPD the same day.

Personal property includes, but is not limited to, keys, wallets, phones, laptops, other personal electronic equipment, IDs, book bags and backpacks, etc.

For additional details, see Abandoned Property.

Removal of room furniture, artwork, signage, equipment, or other items from their original locations is not permitted.

Balloons may not be intentionally released outdoors. Sponsoring Organizations, Departments, or Clients found releasing balloons may be subject to University disciplinary action, as well as fines from local or state governments.

Proper licensing and copyright approval must be obtained prior to showing any movies, documentaries, television programs, sporting events, streamed media, or other copyrighted content from a licensed distributor, broadcaster, or streaming platform. A copy of the licensing agreement, public performance rights documentation, or proof of authorization must be submitted to Events & Conference Services (ECS) at least five (5) business days in advance.

Movie and television showings must clearly identify the Sponsoring Organization, the name of the film or television program, and the film or television rating in all advertisements and promotional materials.

Access to films, documentaries, television programs, sporting events, or streaming services through Rutgers University Libraries does not automatically grant permission for public performance or event screenings. Licenses provided through Rutgers University Libraries are typically limited to classroom, instructional, research, or individual educational use and may not extend to student organization events, public programs, campus-wide screenings, or public viewing events.

Educational, student-focused, or non-profit events are not automatically exempt from public performance licensing requirements. It is the responsibility of the Sponsoring Organization, Department, or Client to verify that all required public performance rights, broadcast permissions, licenses, and approvals have been obtained prior to the event.

Certain broadcasts, sporting events, streamed media, or special event screenings may be subject to separate public viewing, broadcast, or exhibition restrictions established by the copyright holder, distributor, streaming platform, or broadcaster. It is the responsibility of the Sponsoring Organization, Department, or Client to ensure all required permissions, licenses, and approvals have been obtained prior to the event.

ECS reserves the right to require documentation demonstrating public performance rights, broadcast authorization, or licensing approval prior to confirming or permitting any screening or public viewing event. Failure to provide the required licensing or authorization documentation may result in the denial of access to projection equipment, audiovisual systems, streaming capabilities, or other event support services related to the screening or broadcast.

Some Netflix Original educational documentaries are available for one-time educational screenings. Titles that are available for educational screening will display that grant of permission on their details page under the section titled “GRANT OF PERMISSION FOR EDUCATIONAL SCREENINGS.”

• Educational screenings via Netflix are permitted with the following stipulations:
• The documentary may only be accessed via the Netflix service by a Netflix account holder.
• The screening must be non-profit and non-commercial. Events must be free to attend, and Sponsoring Organizations, Departments, or Clients may not charge admission, fundraise, solicit donations, or accept advertising or commercial sponsorships in connection with the screening.
• The documentary may not be screened at political campaign or electoral events.

Netflix logos may not be used in promotional materials or in any way that implies the screening is official or endorsed by Netflix.

Additional Netflix screening information is available at: https://help.netflix.com/en/node/57695

Right to Alter; Right to Enter

• Events & Conference Services (ECS) reserves the right to alter event times or facility availability in order to accommodate maintenance, operational needs, emergencies, or other facility-related requirements.
• ECS reserves the right to enter facilities at any time for the purpose of inspection, repair, emergency response, policy enforcement, operational needs, or other reasonable purposes.
• ECS reserves the right to substitute alternate facilities to accommodate increases in estimated attendance, operational or facility-related needs, scheduling conflicts, or other circumstances affecting facility availability.
• Every reasonable effort will be made to minimize the impact of these situations on scheduled events.

Right to Assign, Reassign, or Terminate

• ECS reserves the right to deny, assign, reassign, suspend, or terminate space for a meeting or event when the event scope exceeds the operational, technical, staffing, security, or facility capabilities available to support the event. Reservation requests may also be denied if the organization, activity, or event conflicts with University policies, regulations, or safety requirements.
• In addition, the Rutgers University Police Department (RUPD) and the Office of Emergency Management (OEM) may cancel, delay, suspend, or terminate an event for safety or security reasons, including but not limited to severe weather, utility failures, emergencies, natural disasters, or active safety concerns, including while an event is in progress.
• Depending on the circumstances, reasonable attempts may be made to accommodate the Sponsoring Organization, Department, or Client with an alternate space, date, and/or time.
• Sponsoring Organizations, Departments, or Clients are not permitted to reassign, transfer, or give away reservations to another individual, group, department, or organization. For additional information, see Fronting.
• Sponsoring Organizations, Departments, or Clients must comply with all directions provided by ECS staff, OEM, and RUPD related to safety, operations, facility use, or emergency response.
• Appeals regarding decisions made under this policy must be submitted in writing to the Director of Events & Conference Services and the Associate Vice Chancellor of Campus Operations.

General:

• VIP is an individual whose attendance at an event, whether as an invited guest or speaker/panelist, is likely to attract significant public attention, media interest, security concerns, or operational considerations due to their prominent status, position, or influence. This may include celebrities, well-known figures, elected officials (current or former), or individuals likely to require additional operational or security coordination.
• Elected Officials includes any current government official holding local, state, federal, or foreign office. This includes top-level appointed positions.
• Notification must be sent to the Chancellor’s Office if elected officials are going attend an event, whether as a speaker/panelist or as an invited guest.
• Sponsoring Organizations, Departments, or Clients are encouraged to notify ECS in advance of any guest, speaker, or attendee likely to require additional operational coordination or security planning.

Security:

• Additional security may be required for elected officials or other high-profile speakers or guests.
• If a guest or speaker will be accompanied by armed security or protective detail, the head of their security detail must contact the Office of Emergency Management.
• Other law enforcement agencies assigned to security detail for an event do not override any requirements to have RUPD officers assigned to the event.
• Based on the size, scope, timing, or nature of the event, RUPD or the Office of Emergency Management may require specific changes or additions to an event such as modifying start/end times, adding additional rooms to a reservation, adding additional officers or security personnel, etc.
  • If additional rooms are added to a reservation at the request/requirement of RUPD/OEM, the event client is responsible for covering all costs associated with the rooms.

Games of chance, including raffles and bingo, are regulated under New Jersey law and may only be conducted in accordance with all applicable federal, state, and local laws, regulations, licensing requirements, and University policies.

Organizations hosting gambling or games of chance events must submit all required licenses, permits, registrations, and approvals to Events & Conference Services (ECS) prior to the event. Additional approvals, insurance, security, staffing, or operational requirements may apply depending on the nature and scope of the event.

Games of chance, limited to raffles and bingo, are lawful activities in the State of New Jersey only when the sponsoring organization is properly registered with the State of New Jersey and licensed by the local municipality in which the drawing takes place and prizes are awarded.

Tickets may not be printed, distributed, sold, advertised, or publicized prior to receiving all required state registrations and municipal licenses.

Political clubs and organizations may not be eligible for certain registrations or licenses under New Jersey law.

Organizations are strongly encouraged to begin the registration and licensing process at least 60–90 days prior to the event.

Rutgers University, the Division of Student Affairs, and ECS do not endorse or encourage organizations to sponsor games of chance activities and assume no responsibility or liability for such events. Compliance with all applicable laws, ordinances, regulations, and licensing requirements is the sole responsibility of the Sponsoring Organization, Department, or Client.

ECS reserves the right to deny, suspend, terminate, or require modifications to any event involving gambling or games of chance activities.

For additional information, please contact the New Jersey Legalized Games of Chance Control Commission:
https://www.njconsumeraffairs.gov/lgccc

Rutgers University supports programs that encourage participation in the political process. Speakers with experience in various matters of government are invited to campus to express their viewpoints individually and through controlled organizations and newspapers. It is appropriate for the university as an educational institution to facilitate discussion and research on political activities generally. The guiding principle, however, is institutional neutrality in political electoral campaigns. No activity should give the impression that the university takes sides in a political campaign. This principle underlies the guidelines below on specific issues:

• No individual may act on behalf of the university to support or oppose any candidate for public office.
• The name, seal, stationery, and other identifying marks of the university, or any of its departments, may not be used in any way that implies the individual or group is speaking or acting for the university in political matters.
• No university funds or resources shall be contributed to any political campaign for public office (or for regulated candidate-related groups such as political action committees (PACs)). All costs incurred for political events held at the Paul Robeson Campus Center or Ruth Bader Ginsburg Hall are the sole responsibility of the candidate or PAC.
• Political fundraising or campaign solicitation activities may be prohibited or restricted in University facilities in accordance with University policy and applicable law.
• Events involving declared candidates for public office must comply with applicable University policies regarding political activity, institutional neutrality, and equal access.

Political events may require additional review, security coordination, staffing, or operational modifications as determined by ECS, RUPD, OEM, or other University offices.

For additional information please refer to Rutgers University Policy Section 50.3.4 or contact the Office of the Provost in the Newark Chancellor’s Office.

Events & Conference Services (ECS) will not sell personal information collected as part of the reservation process.

Information collected through reservations, event planning, billing, operational coordination, or related processes may be shared with appropriate University offices, departments, contractors, or officials with a legitimate operational, administrative, safety, compliance, or emergency management need.

Information shared for reporting, assessment, or operational purposes may be aggregated or de-identified where appropriate.

Reservation and event information may also be disclosed when required by law, court order, University policy, or legitimate operational or safety needs.

Event names, locations, dates, and start/end times may be published through University calendars, scheduling systems, digital signage, or related event communications unless otherwise restricted or approved. ECS does not intentionally publish personal identifying information through public event listings.

Credit card transactions are processed through approved third-party payment processing systems. ECS does not directly collect, store, or maintain full credit card information.

Clients, Sponsoring Organizations, Departments, vendors, and third parties are not permitted to use the Rutgers University name or registered trademarks in connection with any publication, advertisement, marketing, merchandise, promotion, or other materials without prior written approval from the Rutgers Office of Licensing and Trademarks.

This includes, but is not limited to, Rutgers University logos, seals, trademarks, wordmarks, branding, and other identifying materials.

Rutgers University’s name may only be used to accurately identify the location of an event or program.

The reservation or use of University space may not be interpreted or represented in any manner as Rutgers University providing sponsorship, endorsement, approval, partnership, or support of any organization, individual, vendor, activity, or event.

For additional information, please visit the Rutgers Office of Licensing and Trademarks website:
http://ucm.rutgers.edu/trademark-licensing/overview

All events held at Rutgers University must comply with all applicable local, state, and federal laws, regulations, ordinances, licensing requirements, and safety requirements.

All events must also comply with all applicable Rutgers University policies, regulations, procedures, and operational requirements, including those not specifically outlined within ECS policies and procedures.

It is the responsibility of the Sponsoring Organization, Department, or Client to understand and comply with all applicable legal and University requirements related to their event or activity.

Sponsoring Organizations, Departments, or Clients may be held responsible for the actions of their staff, vendors, contractors, performers, speakers, guests, attendees, and third-party participants.

Events & Conference Services (ECS) reserves the right to require additional permits, licenses, insurance, approvals, documentation, staffing, security measures, or operational modifications necessary to ensure compliance with applicable laws, regulations, and University policies.

For additional information regarding Rutgers University policies, please visit:
http://policies.rutgers.edu/

The following requirements are based on applicable fire code, life safety standards, and University fire safety procedures. Additional permits, inspections, fire safety requirements, or operational restrictions may apply depending on the nature and scope of the event.

Approval of an event reservation by Events & Conference Services (ECS) does not constitute approval of any required fire safety permits, inspections, or code compliance requirements.

Additional requirements may be imposed by the Authority Having Jurisdiction (AHJ), Fire Official, Office of Emergency Management (OEM), Rutgers Emergency Services, or other applicable agencies.

General Cooking & Open Flame Requirements

All vendors utilizing cooking or open flame devices shall have a minimum of one (1) multi-purpose 5 lb. fire extinguisher per Liquefied Petroleum Gas (LPG) cylinder in use. A Type-K wet chemical extinguisher will be required if hot oil cooking appliances are to be used.

All cooking or open flame devices shall bear a commercial rating and shall be operated in accordance with the manufacturer’s instructions and intended use. Appliances shall be in good repair and free from damage or signs of modification. Any unit found damaged or modified, in the opinion of the inspector, shall be immediately removed from service. Household-rated appliances are not permitted.

All cooking or open flame units utilizing LPG shall be leak tested by the operator prior to cooking. Any unit found to be leaking shall be immediately removed from service until the leak can be repaired.

Fire Extinguisher Requirements

All fire extinguishers shall have documentation attached indicating the unit was inspected as required by NFPA 10.

Failure to have documentation attached to the extinguisher will result in the cooking or open flame operation being suspended until an acceptable unit is obtained.

All extinguishers shall be properly tagged and sealed. All gauges shall be in the “green,” indicating the unit has not been discharged.

Any extinguisher found that is not tagged and sealed or that shows any signs the unit has been discharged will result in the cooking or open flame operation being suspended until an acceptable unit is obtained.

Permits & Inspections

All cooking or open flame operations will require a Type 1 Permit pursuant to N.J.A.C. 5:70-2.7(a)3v issued by the Department of Emergency Services.

Permit applications must be submitted no less than two (2) weeks prior to the event.

The actual permit will be issued on-site after a satisfactory inspection has been completed.

Cooking Under Canopies

Cooking under canopies may be approved provided all of the following conditions are met:

• Canopies must be free-standing and may not have sides attached during cooking activities.
• Canopies must be located no less than five (5) feet from any other canopy, tent, or structure.
• Canopy fabric must be flame resistant, and the applicant must provide certification attesting to the flame resistance as required by Section 3104.2 of the UFC.
• All tents shall bear a label or documentation indicating the material is flame resistant or has been treated to make it flame resistant. Absence of a label or documentation indicating flame resistance will require removal of the tent.
• All cooking equipment placed under a canopy must be used in accordance with the manufacturer’s instructions and intended use.
• LPG containers must be located at the outer edge of the canopy a minimum of five (5) feet from the heat-producing appliance.
• LPG containers must be protected from tampering, vehicle impact, or other hazards.
• LPG containers must be securely fastened, free of leaks, and have safety relief valves pointed away from the canopy.
• Occupancy under the canopy shall be restricted to personnel necessary for food preparation only.
• Food may be served from the outer edge of the canopy.
• Suitable barriers should be provided to maintain a minimum distance of five (5) feet between public areas and cooking equipment.
• Storage of combustible items required for food preparation or serving shall be kept to a minimum.

Tents Without Cooking or Open Flame Operations

Tents in use without cooking or open flame operations will require a minimum of one (1) 4-A extinguisher or two (2) 2-A extinguishers.

All fire extinguishers shall have documentation attached indicating the unit was inspected as required by NFPA 10.

Failure to have documentation attached to the extinguisher will result in removal of the tent until an acceptable unit is obtained.

All extinguishers shall be properly tagged and sealed. All gauges shall be in the “green,” indicating the unit has not been discharged.

Any extinguisher found that is not tagged and sealed or that shows any signs the unit has been discharged will result in removal of the tent until an acceptable unit is obtained.

Fire Safety Permit

The following requirements apply to all food trucks, mobile cooking vehicles, and similar mobile food operations operating on Rutgers University property.

Additional permits, inspections, fire safety requirements, or operational restrictions may apply depending on the nature and scope of the event.

Approval of an event reservation by Events & Conference Services (ECS) does not constitute approval of any required fire safety permits, inspections, health permits, or code compliance requirements.

Fire Extinguishers & Suppression Systems

• A minimum of one (1) 5 lb. ABC-type fire extinguisher must be available for immediate use. The extinguisher must have a valid annual inspection tag attached and pass an on-site visual inspection.
• Vehicles equipped with an on-board fire suppression and ventilation system must provide proof of satisfactory inspection and testing performed by a qualified or certified suppression testing company.
• Proof of inspection must be properly attached to the suppression system and indicate satisfactory inspection/testing within the previous six (6) months.
• Vehicles equipped with an on-board suppression system must also have a compatible wet chemical extinguisher available for immediate use. The extinguisher must have a valid annual inspection tag attached and pass an on-site visual inspection.

Ventilation & Equipment Requirements

• Ventilation hoods must be clean and free of excessive grease buildup. All filters must be clean, properly installed, and maintained in accordance with the manufacturer’s requirements.
• On-board Liquefied Petroleum Gas (LPG) tanks must be properly installed and securely fastened within the vehicle.
• Operators utilizing LPG systems must be properly trained in the safe and proper operation of the system and are responsible for verifying the system is safe to operate prior to igniting any LPG appliances.
• Cooking systems and appliances must be used in strict accordance with the manufacturer’s instructions and intended use.
• Systems or equipment that appear to have after-market or unapproved modifications will not be permitted for use.

Operational Safety

• Available exits from the cooking area of the vehicle must remain unobstructed at all times during cooking operations.
• Additional inspections, operational restrictions, or safety requirements may be imposed by the Authority Having Jurisdiction (AHJ), Fire Official, Office of Emergency Management (OEM), Rutgers Emergency Services, or other applicable agencies.

All inflatable devices, rides, or amusement attractions operating on Rutgers University property must display a current inspection sticker issued by the State of New Jersey.

Vendors must provide a current permit authorizing operation of the inflatable device or ride within the State of New Jersey.

Each inflatable device, ride, or attraction must have its own inspection sticker and permit to operate.

Parking within Rutgers University lots and garages is managed by the Rutgers University Department of Transportation Services (RUDOTS). Clients may contact RUDOTS at dotshelp@rutgers.edu for additional information regarding parking permits, event parking, or parking arrangements.

Street parking is managed by the City of Newark. Events & Conference Services (ECS) is unable to reserve or guarantee street parking.

For any event at which alcohol is served and money is exchanged, a Social Affair Permit is required. This includes events charging admission or collecting donations (whether in advance or at the door), charging for food or alcoholic beverages, or selling products, services, merchandise, or materials during the event.

The Social Affair Permit process may take up to six (6) weeks depending on the nature of the event and permitting requirements.

Please contact Events & Conference Services (ECS) for additional information or assistance regarding permitting requirements.

Social Affair Permit

The streets that run through the Rutgers Newark campus are owned and operated by the City of Newark. Use of the street for an event (i.e., closing the street) requires a permit from the City of Newark. 

Events and Conference Services in unable to assist with this process.

City of Newark Street Closing Permit

Type 1 Fire Safety Permit is required for the erection, operation, or maintenance of any tent, tensioned membrane structure, or canopy, excluding those used for recreational camping purposes, which meets the following criteria:

1. The tent, tensioned membrane structure, or canopy is greater than 900 square feet and more than 30 feet in any dimension whether it is one unit or composed of multiple units, but 16,800 square feet or less in area and 140 feet or less in any dimension, whether it is one unit or composed of multiple units.
2. The tent, tensioned membrane structure, or canopy contains platforms or bleachers 11 feet or less in height.

Tents, tensioned membrane structures, or canopies greater than 16,800 square feet in area and greater than 140 feet in any dimension, whether one unit or composed of multiple units; remaining in place for more than 180 days; used or occupied between December 1 and March 31; having a permanent anchoring system or foundation; or containing platforms or bleachers greater than 11 feet in height shall be subject to the permitting requirements of the Uniform Construction Code.

Regardless of whether the tent, tensioned membrane structure, or canopy requires a fire safety or construction permit, a construction permit and inspection shall be required for any electrical equipment, electrical wiring or mechanical equipment that would otherwise require a permit.

A Fire Safety Permit must be obtained from the Department of Emergency Services. The permit application can be obtained on our website at: http://rues.rutgers.edu/PDF/FireSafetyPermitApplication.pdf or by calling 732-932-4800.

The permit application must be submitted by the vendor. Departments are not permitted to submit the permit application on their behalf.

In addition to the completed permit application the following information shall be provided:

• A copy of the flame treatment certification for the tent
• A site plan indicating the location of the tent and distances to adjoining structures
  • Method used to anchor the tent
• Tent dimensions including if the tent will be open or closed
  • If tent is to be enclosed, indicate the proposed exit locations and location of emergency exit/egress lighting if occupancy will be of 50 or more persons.
• Location of temporary fire extinguishers
  • A minimum of one 4-A or two 2-A rated extinguishers shall be provided in all tents
• Identify if temporary electric and heating or air conditioning will be required
  • NOTE: Requires inspection by the University Construction Official
• Identify the intended use and anticipated occupancy of the tent or canopy.
• No Smoking signs must be installed.
• If tables and chairs are provided, proper aisle widths must be established. A minimum of 44" must be maintained and progressively increased at least 1 foot for each 50 persons served by that aisle. A floor plan that includes dimensions and layout must be included.
• Occupancy load signage must be posted.

Tent Permit Application

Academic classes, exams, and regularly scheduled instructional activities may not be held in the Paul Robeson Campus Center (PRCC) or Ruth Bader Ginsburg Hall (RBG).

Events & Conference Services (ECS) does not reserve academic classroom space and does not manage reservations for events held within academic facilities or instructional spaces.

Departments, faculty, staff, or other individuals seeking to reserve academic classroom space should contact the Office of Academic Scheduling at scheduling@newark.rutgers.edu.

The Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBG), and Express Newark facilities are in high demand for meetings, conferences, retreats, galas, and other events. Late cancellations prevent other University Departments, Student Organizations, and clients from making use of available space.

Cancellation fees may be assessed for reservations not canceled within a reasonable amount of time to allow for rebooking. Late rescheduling of events may be treated as a cancellation and subject to applicable cancellation fees and policies.

Event Spaces

Seven (7) Calendar Days or More Prior to the Event

A full refund will be issued for any amounts paid, minus:

• any non-refundable room deposits, and
• any amounts paid for non-refundable or non-returnable rentals, purchases, or services secured by Events & Conference Services (ECS) on behalf of the client.

Six (6) Calendar Days or Fewer Prior to the Event

No refund will be issued.

In addition:

• a $200 late cancellation fee may be assessed,
• clients may be charged for equipment rentals, staffing, setup costs, or third-party services already secured for the event.

No-Show Events

Clients will be invoiced for the full cost of the event.

In addition:

• all applicable discounts may be removed from room, equipment, or service pricing,
• reservation privileges may be suspended or revoked.

Other Reservable Spaces

Examples include tables, donation boxes, display cases, and similar reservable resources.

Three (3) Business Days or More Prior to the Reservation

A full refund will be issued unless fees are otherwise identified as non-refundable.

Two (2) Business Days or Fewer Prior to the Reservation or a No-Show

No refund will be issued.

A late cancellation fee may also be assessed for repeated late cancellations or no-show behavior.

Cancellation Procedures

Cancellations must be submitted in writing or through the online reservations portal to ensure the security and accuracy of reservation records. Phone calls, voicemails, and in-person cancellation requests are not accepted.

Cancellations by Departments, Student Organizations, & University-Affiliated Clients

University Departments, Student Organizations, and other University-affiliated clients with reservation portal access must submit cancellations through the online reservations portal at:
reserve.newark.rutgers.edu

Online cancellations may be submitted up to three (3) business days prior to the booking date.

Cancellations submitted with fewer than three (3) business days’ notice must be emailed to:
events@newark.rutgers.edu

Late cancellations may be marked as No-Shows at the discretion of ECS.

Cancellations by Non-University Organizations or Individuals

Cancellation procedures for non-University organizations or individuals, including faculty or staff hosting private events, are governed by the terms of their reservation contracts.

All cancellations must still be submitted in writing to:
events@newark.rutgers.edu

Enforcement

Failure to pay cancellation fees, no-show charges, late fees, or other outstanding balances may result in:

• suspension or revocation of reservation privileges,
• cancellation of existing or future reservations,
• denial of future booking requests.

All changes or alterations to a reservation or booking must be submitted in writing no fewer than three (3) business days prior to the start of the reservation or booking.

Changes requested after final payment has been made that result in additional costs must be paid in full at the time the change request is approved.

Requests to change rooms, locations, setups, or reserved spaces due to changes in expected attendance must be submitted at least seven (7) calendar days prior to the first scheduled use identified in the reservation Agreement.

Room changes requested fewer than seven (7) calendar days prior to the first scheduled use may:

• be denied based on availability or operational limitations,
• remain subject to the original room charges,
• incur additional charges for larger rooms or revised setups,
• and may not qualify for refunds or credits associated with moving to a smaller space.

Changes resulting in reductions to rooms, services, staffing, equipment, or other reservation costs that are submitted at least seven (7) calendar days prior to the first scheduled use may qualify for a refund or credit, minus any non-refundable deposits, purchases, rentals, staffing commitments, or third-party costs already incurred by Events & Conference Services (ECS).

Changes submitted fewer than seven (7) calendar days prior to the first scheduled use are generally not eligible for refunds or credits.

Late changes or repeated substantial modifications to reservations may be treated as late cancellations and may be subject to additional fees, staffing charges, or operational restrictions.

Sponsoring Organizations, Departments, or Clients eligible to reserve space managed by Events & Conference Services (ECS), including but not limited to the Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBG), and Express Newark, are classified under one of the following categories:

• Internal
• Affiliated
• External

For purposes of these policies, “good standing” generally means the absence of outstanding balances, unresolved policy violations, suspended reservation privileges, disciplinary restrictions, or other unresolved compliance concerns with Rutgers University or ECS.

ECS reserves the right to classify or reclassify organizations, sponsorships, partnerships, reservations, or events based on factors including, but not limited to:

• operational control,
• funding source,
• event purpose,
• advertising,
• historical event activity,
• sponsorship structure,
• and applicable University policies.

Organization Status

For purposes of reservation eligibility within EMS and ECS-managed facilities, organizations may be classified as Active or Inactive.

Active Organization

An Active Organization is a recognized organization currently authorized to reserve space through EMS and conduct activities within ECS-managed facilities.

Organizations must:

• maintain recognition through the appropriate Rutgers University office,
• remain in good standing with Rutgers University and ECS,
• maintain any required campus membership or operational requirements,
• and satisfy all applicable reservation eligibility requirements.

Inactive Organization

An Inactive Organization is an organization that:

• has lost recognition,
• lacks required campus membership,
• is under suspension,
• is restricted from reservations,
• or otherwise does not meet eligibility requirements for EMS access or reservation privileges.

Inactive Organizations may not reserve ECS-managed spaces unless otherwise approved in writing by ECS or the appropriate University office.

Internal Groups

Student Organizations

A Student Organization is a group of students recognized and registered with the Office of Student Life & Leadership (OSLL). Student organizations affiliated with the Rutgers Business School, Rutgers Law School, or other RU-N schools/departments must also be recognized by and registered with OSLL to be considered a student organization under this definition.

Student Organizations must remain in good standing with Rutgers University and ECS.

Individual students are not permitted to reserve spaces managed by ECS.

Fraternities & Sororities

A Fraternity or Sorority is a student organization recognized by and registered through OSLL at Rutgers University–Newark. Fraternities or Sororities must maintain an active membership of at least one active Rutgers University–Newark student member in order to remain an Active Organization.

Fraternities and Sororities without active membership on the RU-N campus may obtain permission from OSLL to operate as an active organization in order to hold recruiting events.

Fraternities and Sororities must remain in good standing with Rutgers University and ECS.

Graduate Student Organizations

A Graduate Student Organization is a student organization registered through the Graduate Student Association (GSA) and affiliated with the Graduate School–Newark. Graduate Student Organizations must be recognized by and registered through OSLL.

Graduate Student Organizations must remain in good standing with the Graduate Student Association, the Graduate School–Newark, Rutgers University, and ECS.

University Departments

A University Department is any Rutgers University school, college, division, office, center, institute, department, or administrative unit authorized to process payments through Rutgers University procurement and accounting systems, including Internal Purchase Orders (IPOs) through Marketplace.

University Departments must remain in good standing with ECS.

Individual faculty or staff members hosting events not formally sponsored by their University Department shall be classified as Non-University Organizations or Individuals.

Sponsoring University Department or Sponsoring Student Organization

A Sponsoring University Department or Sponsoring Student Organization is a University Department or recognized Student Organization sponsoring or co-sponsoring an event involving a non-University individual, group, organization, or external entity.

Sponsoring organizations or departments must remain in good standing with Rutgers University and ECS and are subject to all applicable Sponsorship and Fronting policies.

Affiliated Groups

Academic Partner

An Academic Partner is a non-University organization formally affiliated with a Rutgers University academic department, school, institute, or program through a memorandum of understanding (MOU), partnership agreement, grant relationship, or other formally recognized academic affiliation.

All event coordination and communication must occur through the affiliated University Department.

A representative of the affiliated University Department must:

• remain involved in event planning and coordination,
• attend all required walkthroughs or planning meetings,
• and be present during the entire event or meeting.

The affiliated University Department is financially responsible for all reservation-related fees, costs, damages, and charges.

Academic Partners and their affiliated University Departments must remain in good standing with Rutgers University and ECS.

Sponsored Organization

A Sponsored Organization is a non-University organization operating under the sponsorship of a Rutgers University Department or recognized Student Organization without a formal academic affiliation or memorandum of understanding.

All event coordination and communication must occur through the Sponsoring Department or Sponsoring Organization.

A representative of the Sponsoring Department or Sponsoring Organization must:

• remain involved in event planning and coordination,
• attend all required walkthroughs or planning meetings,
• and be present during the entire event or meeting.

The Sponsoring Department or Sponsoring Organization is financially responsible for all reservation-related fees, costs, damages, and charges.

Sponsored Organizations and their Sponsoring Departments or Organizations must remain in good standing with Rutgers University and ECS.

Alumni Organizations / Associations

An Alumni Organization or Association is an organization formally affiliated with the Rutgers University Alumni Association and/or the Rutgers University Foundation.

Alumni Organizations and Associations must remain in good standing with Rutgers University and ECS and are financially responsible for all fees, costs, damages, and charges associated with their reservations.

External Groups

Non-University Organizations or Individuals

A Non-University Organization or Individual is any organization, business, vendor, agency, group, or individual that does not qualify under any of the foregoing categories.

This classification includes:

• private individuals,
• external organizations,
• corporations,
• non-profit organizations,
• government agencies,
• and Rutgers faculty, staff, alumni, or students hosting events not formally sponsored by a recognized University Department or Organization.

Non-University Organizations or Individuals must remain in good standing with Rutgers University and ECS.

The following hours reflect the standard operating and event scheduling hours managed by Events & Conference Services (ECS) within the Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBG), and Express Newark (EN). These hours do not necessarily reflect overall building access hours, tenant access hours, academic access hours, or general building operating schedules.

For current building operating hours, please refer to the individual building webpages or the appropriate building management office.

The PRCC and RBG are generally available for events seven (7) days per week during the fall and spring semesters. Intercession, winter break, spring break, and summer operating schedules may vary.

The PRCC, RBG, and EN are closed for events when Rutgers University is officially closed or have switched to fully remote operations.

Requests for early openings, late closings, weekend events, summer events, or events outside standard ECS operating hours may be reviewed on a case-by-case basis depending on staffing availability, operational considerations, building access, and security requirements. Additional staffing or operational fees may apply.

Summer, break-period, and after-hours event requests are not guaranteed and may be denied based on operational limitations.

Under no circumstances may:

• events at Ruth Bader Ginsburg Hall extend beyond 10pm Sunday–Thursday or 11pm Friday–Saturday,
• events at Express Newark be scheduled on Sundays.

Fall & Spring Semester Hours

Paul Robeson Campus Center

• Monday–Thursday: 8am–10pm
• Friday–Sunday: 8am–9pm

Ruth Bader Ginsburg Hall

• Sunday–Thursday: 8am–10pm
• Friday–Saturday: 8am–11pm

Express Newark

• Monday–Saturday: 8am–10pm
• Sunday: Closed

Winter Break, Spring Break & Summer Hours

Paul Robeson Campus Center

• Monday–Friday: 8am–5pm
• Saturday & Sunday: Closed
  • Open by approved event request only (additional charges may apply)

Ruth Bader Ginsburg Hall

• Monday–Friday: 8am–5pm
• Saturday & Sunday: Closed
  • Open by approved event request only (additional charges may apply)

Express Newark

• Monday–Friday: 8am–4pm
• Saturday: Closed
  • Open by approved event request only (additional charges may apply)
• Sunday: Closed

Non-reservable spaces are locations or areas that may not be reserved, scheduled, blocked, claimed, or otherwise utilized for events, activities, meetings, tabling, storage, or gatherings by Departments, Student Organizations, external organizations, or individuals.

These spaces include, but are not limited to:

• Common hallways
• Restrooms
• Stairwells
• Elevators
• Building entrances and exits
• Office spaces
• Kitchen and food preparation areas
• PRCC Cyber Lounge
• PRCC R-Zone Game Room
• PRCC Starbucks and Starbucks Lounge
• PRCC Orbit Lounge
• PRCC Commuter Lounge
• PRCC Campus Life Lounge
• RBG Hall basement facilities
• Express Newark labs and studios

Use of non-reservable spaces in a manner that obstructs pedestrian traffic, interferes with building operations, disrupts tenants or offices, creates safety concerns, or otherwise conflicts with the intended use of the space is prohibited.

Events & Conference Services (ECS) reserves the right to direct the immediate removal or relocation of any activity, materials, equipment, or gathering occurring within a non-reservable space.

Organizations, Departments, or Clients hosting outdoor events may request a rain location or indoor backup space for an additional room rental fee, subject to space availability.

Rain locations and backup spaces are held specifically for weather-related contingency purposes and may not be used as additional event space without prior approval from Events & Conference Services (ECS).

Rain locations or rain dates must be canceled no fewer than three (3) business days prior to the scheduled event date to avoid charges. Failure to properly release or cancel reserved rain locations may result in the full room rental cost being assessed.

Failure to properly notify ECS regarding activation, cancellation, or non-use of a rain location may result in additional fees, staffing charges, or penalties.

Requests to activate rain locations are subject to operational feasibility, staffing availability, and building access considerations.

Please contact ECS for additional information regarding rain locations, rain dates, or weather contingency planning.

General:

Events & Conference Services (ECS) spaces, services, and equipment are reserved in priority order based on operational needs, institutional priorities, scheduling chronology, event type, staffing availability, and space suitability.

ECS reserves the right to assign, reassign, relocate, modify, or deny reservations in order to ensure the most appropriate and efficient use of facilities, staffing, and resources.

ECS reserves the right to restrict disclosure of reservation information consistent with University policy and operational, privacy, or safety needs.

Minimum reservation lead times vary depending on event size, complexity, staffing requirements, permit requirements, location, and operational considerations. Standard reservations should generally be submitted at least one (1) week in advance. Larger or more complex events may require substantially more advance notice.

Booking Schedule

• On December 1, we will open up our booking system to accept requests for the next Fall (September 1 through December 31)
• On March 1, we will open up our booking system to accept requests for the Spring and Summer (January 1 through August 31).

Reservation request windows may be adjusted by ECS based on operational or institutional needs.

Reservation Agreement:

A Reservation Agreement is a contract between ECS, acting on behalf of Rutgers University, and the Sponsoring Organization, Department, or Client.

The Reservation Agreement identifies the approved:

• dates,
• times,
• locations,
• setups,
• services,
• equipment,
• staffing,
• and other event-related details associated with the reservation.

Submitting a reservation request does not constitute approval or guarantee of space.

A Reservation Agreement becomes effective only after the reservation request has been reviewed, approved, and formally confirmed by ECS.

ECS reserves the right to modify, revoke, suspend, or terminate Reservation Agreements consistent with University policy and ECS operational requirements.

Changes to Reservations

All requests to modify reservation details, including changes to dates, times, locations, attendance counts, setups, services, or equipment, must be submitted in writing.

Additional fees, staffing charges, or operational restrictions may apply.

Please refer to the “Changes or Alterations to a Reservation or Booking” policy for additional information.

Reservation Fees

Reservation fees, labor costs, staffing charges, custodial fees, overtime charges, security fees, equipment charges, and other operational costs may apply depending on:

• client classification,
• event type,
• room usage,
• staffing requirements,
• equipment usage,
• event timing,
• and operational impact.

Departments, Student Organizations, external organizations, and other client classifications may be billed differently according to current ECS rate structures and University policies.

Event groups are responsible for all fees associated with third-party services, rentals, staffing, or equipment regardless of whether such services were secured through ECS or directly through a vendor.

Please refer to applicable billing, fee, and payment policies for additional information.

Reservation Denials

ECS reserves the right to deny, suspend, cancel, or restrict reservation requests when:

• the requested event exceeds the physical, operational, technical, or staffing capabilities of the facility,
• adequate safety or security measures cannot reasonably be implemented,
• the event conflicts with University policy or applicable law,
• the event group is not in good standing,
• required information, approvals, permits, insurance, or payments have not been provided,
• or operational or institutional priorities require reassignment of space.

Please refer to the “Access, Inspection & Facility Authority” policy for additional information.

Setup Dates:

Organizations, Departments, or Clients may request additional setup or breakdown dates prior to or following an event.

Setup and breakdown dates are subject to availability and operational approval.

Additional charges may apply for setup or breakdown dates, including staffing, custodial, security, or operational costs.

Certain vendors or installations, including but not limited to tents, staging, audiovisual equipment, or specialty installations, may require mandatory setup or breakdown dates.

Unless otherwise specified, approved setup dates are billed at 50% of the applicable room rental rate for the client classification.

Reservation Statuses:

Reservation status definitions are provided for operational reference only and may change without notice based on system configuration or operational requirements.

Web Request

A status given to a booking immediately after a request is submitted in the online reservation portal.

Web Conflict

A status automatically assigned when multiple reservation requests for the same space, date, and overlapping time period are submitted through the online reservation portal before the system is able to fully process and reserve the space for a single request.

Web Conflicts most commonly occur during high-volume reservation periods, including student organization scheduling periods.

Web Conflicts are reviewed by Events & Conference Services (ECS). Based on request timing, space availability, operational considerations, and reservation priority, requests may be:

• placed on the Wait List,
• reassigned to a different location,
• or Denied.

A Web Conflict status does not guarantee reservation priority, approval, or space availability.

Web Cancelled

A reservation canceled by the event group through the online reservation portal.

Pending Advisor Approval

A reservation request awaiting review or approval by the Office of Student Life & Leadership or other required student organization advisor approval process.

Pending Department Approval

A reservation request awaiting approval from the department or administrative unit responsible for oversight of the requested space.

Pending ECS Approval

A reservation request awaiting approval from ECS after the department or administrative unit responsible for oversight of the requested space has authorized use of the space. Pending ECS Approval typically follows from Pending Department Approval.

On-Hold

A preliminary request to temporarily hold space pending additional information, approvals, or operational review.

On-Hold status does not constitute confirmation, approval, or guarantee of reservation availability.

Requests remaining incomplete or lacking required information seven (7) days prior to the first scheduled reservation date may be canceled by ECS.

Quote

Similar to On-Hold, but used for external event groups.

Confirmed

A reservation request that has all the required information and approvals as determined by Events & Conference Services.

Wait List

A preliminary request to hold a date and room, which is placed in line behind other requests. Requests are received and added on a first-come-first-served basis. Wait List status does not constitute confirmation, approval, or guarantee of space availability.

Cancelled

A reservation request canceled by the event group or removed by ECS due to failure to meet operational, financial, procedural, or approval requirements.

Denied by Advisor

A reservation request denied by the advisor of the related student organization, fraternity, or sorority.

Denied by Department

A reservation request denied by the appropriate department, administrative office, or oversight authority.

Denied by ECS

A reservation request denied by Events & Conference Services.

No Show

A status indicating that an event group did not show up for a confirmed reservation time. Events that are Cancelled or rescheduled with fewer than three (3) days’ notice are also marked as a No Show.

Upon approval of a reservation request, Events & Conference Services (ECS) will issue a Confirmation document outlining the approved event details, including applicable dates, times, locations, setups, services, equipment, staffing, and operational requirements.

A reservation is not considered approved, confirmed, or guaranteed until the Confirmation document has been issued by ECS.

Organizations, Departments, or Clients may not:

• advertise or promote an event,
• publish marketing materials,
• invite guests or speakers,
• sell tickets,
• contract vendors,
• rent equipment,
• or otherwise publicly announce an event

until the Confirmation document has been received.

Event clients should retain a copy of their Confirmation document and have it available on the day of the event, either digitally or in printed form.

Failure to provide proof of a confirmed reservation upon request may result in delays, operational restrictions, or denial of access to event spaces.

Reservations are non-transferable. A Sponsoring Organization, Department, or Client may not transfer, assign, loan, sublicense, or otherwise provide a reservation or reserved space to another organization, department, group, business, or individual.

Attempting to transfer or reassign a reservation in violation of this policy may result in:

• cancellation of the reservation,
• suspension or revocation of reservation privileges,
• reassignment of applicable billing rates or fees,
• and disciplinary or administrative action affecting both parties involved.

For additional information, please refer to the Fronting Policy.

For additional information see Fronting Policy.

Amplified Sound is any sound, music, speech, or audio projected or transmitted through electronic or mechanical equipment, including but not limited to:

• loudspeakers,
• amplifiers,
• public address systems,
• bullhorns,
• DJ equipment,
• or similar devices.

Amplified Sound is intended to be heard primarily within the immediate event area and must be maintained at a reasonable and respectful volume that does not unreasonably disrupt:

• academic activity,
• University operations,
• offices,
• neighboring events,
• tenants,
• classrooms,
• or pedestrian traffic.

Events & Conference Services (ECS) reserves the right to require immediate volume reduction, equipment adjustment, temporary suspension, or termination of Amplified Sound at any time based on operational, academic, safety, or community impact concerns.

Outdoor amplified sound is permitted; however, amplified sound outside of Free Period may be subject to reduced volume requirements or additional operational restrictions.

Approval of an outdoor event does not guarantee approval of unrestricted amplified sound levels.

This policy applies regardless of whether:

• sound equipment is provided by ECS,
• provided by a third-party vendor,
• or supplied directly by the event group.

DJs, performers, or third-party audio providers are not permitted to connect to built-in audiovisual systems or permanently installed sound systems within ECS-managed facilities unless specifically authorized by ECS.

Failure to comply with ECS direction regarding amplified sound levels or operational restrictions may result in:

• immediate suspension of amplified sound,
• cancellation of the event,
• additional staffing or security charges,
• or suspension of reservation privileges.

Animals On Campus

Animals, except approved service animals as outlined below, are not permitted inside University-owned or University-controlled buildings managed by Events & Conference Services (ECS).

Animals may be permitted outdoors on University-owned or controlled property only when accompanied and supervised by a responsible individual at all times.

Animal owners or handlers are solely responsible for:

• the care and supervision of the animal,
• compliance with all applicable laws and ordinances,
• and any injury, damage, disruption, or sanitation issues caused by the animal.

Animals permitted outdoors must remain under control at all times through the use of:

• a leash,
• harness,
• cage,
• carrier,
• or other appropriate control method.

Animal owners or handlers are responsible for ensuring that all animals comply with applicable licensing and vaccination requirements established by local or state authorities.

If an animal appears abandoned, uncontrolled, dangerous, injured, or otherwise poses a safety concern, Rutgers University Police Department (RUPD) may remove or impound the animal without further notice.

Service & Support Animals

Only trained service dogs are permitted inside the Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBG), and Express Newark (EN).

Support animals, comfort animals, emotional support animals, therapy animals, or companion animals are not permitted inside ECS-managed facilities unless otherwise required by law or expressly authorized by Rutgers University.

A service dog is a dog individually trained to perform work or specific tasks for the benefit of an individual with a disability.

Service dogs must remain under the control of their handler at all times and should be harnessed, leashed, or tethered unless:

• such devices interfere with the service animal’s work,
• or the handler’s disability prevents use of such devices.

Advanced notice regarding service animals is appreciated but not required.

For additional information, please contact our office directly.

Animals may be permitted as part of approved events depending on the nature of the event, the type of animal(s), operational considerations, health and safety concerns, and applicable University requirements.

Approval for animals at events must be obtained in advance through ECS.

Additional approvals from Rutgers University offices, including Risk Management, Environmental Health & Safety, or RUPD, may be required depending on the nature of the event.

The specific requirements for animals at events may vary depending on the type of animal involved; however, the following minimum requirements generally apply:

• Proof of required vaccinations, licenses, and permits must be provided
• Animals may not be located within twenty-five (25) feet of areas where food is prepared or served
• Animal areas may not interfere with classes, building operations, pedestrian traffic, or other scheduled programming
• Appropriate signage must be posted advising attendees of the presence of animals and warning individuals with allergies or related medical conditions
• Hand washing or hand sanitizing stations must be provided where direct animal interaction occurs
• Instructions regarding proper hand washing following animal contact must be visibly posted
• Event groups may be required to coordinate post-event cleaning or sanitation services through ECS
• Vendors or organizations providing animals must provide a Certificate of Insurance naming Rutgers University as an additional insured party
• Additional waivers, informed consent documentation, staffing, security, custodial support, or operational restrictions may be required depending on the nature of the event

ECS reserves the right to deny, restrict, relocate, suspend, or terminate any animal-related activity or event based on safety concerns, operational impact, sanitation concerns, animal welfare concerns, or failure to comply with University policy.

For additional information, please contact our office directly.

Bicycles, rollerblades, skateboards, hoverboards, scooters (powered or unpowered), and other similar recreational or transportation devices may not be ridden, operated, or used inside the Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBG), or Express Newark (EN).

Bicycles, rollerblades, skateboards, hoverboards, scooters (powered or unpowered), and other similar devices may not be ridden, operated, or used on the Norman Samuels Plaza or the Residence Life Lawn at any time.

This policy does not apply to wheelchairs, mobility aids, or other accessibility devices used in accordance with applicable law.

Events & Conference Services (ECS), Rutgers University Police Department (RUPD), or other University officials may require individuals to immediately stop operating prohibited devices or remove them from ECS-managed areas if they create a safety concern or operational disruption.

Firearms, ammunition, explosives, fireworks, incendiary devices, hazardous explosive materials, and other dangerous weapons or materials are prohibited on the Rutgers University–Newark campus except as permitted by applicable law, University policy, or authorized public safety operations.

This prohibition applies to all ECS-managed facilities, outdoor spaces, events, meetings, and activities.

Certain theatrical, ceremonial, educational, artistic, or event-related prop items may require advance review or approval by Events & Conference Services (ECS), Rutgers University Police Department (RUPD), and/or the Office of Emergency Management (OEM).

ECS, RUPD, and OEM reserve the right to prohibit, inspect, restrict, or remove any item determined to pose a safety, operational, or security concern.

Organizations, Departments, or Clients hosting events, programs, activities, camps, conferences, or other reservations involving minors (individuals under the age of eighteen (18)) are responsible for complying with all applicable Rutgers University policies, including the Rutgers Protection of Minors Policy.

The Sponsoring Organization, Department, or Client must provide responsible adult supervision for all minor participants at all times while minors are:

• participating in the event or program,
• located within University facilities,
• traveling between campus locations,
• or otherwise present on Rutgers University property in connection with the reservation or activity.

Supervisors are responsible for serving as the primary point of contact between Rutgers University staff and minor participants in the event of behavioral, operational, safety, medical, or emergency situations.

Organizations, Departments, or Clients are responsible for ensuring that all required:

• approvals,
• registrations,
• background checks,
• certifications,
• training,
• and compliance requirements

required under the Rutgers Protection of Minors Policy are completed prior to the event or activity.

If adequate supervision or compliance measures are not maintained, Rutgers University and/or Events & Conference Services (ECS) may:

• require additional staffing, supervision, or security measures,
• restrict or modify event operations,
• deny or revoke reservation privileges,
• suspend the event,
• or cancel the reservation.

Any costs associated with additional staffing, supervision, security, or operational measures required as a result of inadequate supervision or noncompliance may be charged to the Sponsoring Organization, Department, or Client.

Non-University organizations operating programs or activities involving minors within Rutgers University facilities must ensure their programs are conducted in accordance with the Rutgers Protection of Minors Policy.

For additional information, please visit:
http://protectminors.rutgers.edu/

or contact:
protectminors@publicsafety.rutgers.edu

Events & Conference Services (ECS), in consultation with the Rutgers University Police Department (RUPD) and the Office of Emergency Management (OEM), evaluates operational, safety, and security considerations associated with events hosted within the Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBG), Express Newark (EN), and associated outdoor areas.

Based on the nature and operational needs of an event, ECS, RUPD, and/or OEM may require additional operational or security measures, including but not limited to:

• security staffing,
• metal detectors,
• bag checks,
• barricades,
• controlled access points,
• credential checks,
• additional staffing,
• room changes,
• modified event times,
• restricted attendance,
• or other operational requirements.

All costs associated with required security or operational measures are the responsibility of the Sponsoring Organization, Department, or Client.

Factors considered when determining security or operational requirements may include, but are not limited to:

• type of event,
• expected attendance,
• affiliation of attendees,
• event location and setup,
• event timing,
• proximity to other campus activities or major University events,
• service or presence of alcohol,
• collection of admission fees,
• road closures or traffic impacts,
• prior event history,
• history of the Sponsoring Organization, performers, speakers, or guests,
• anticipated crowd size or crowd behavior,
• events reasonably expected to generate heightened attendance, protest activity, counter-demonstrations, or increased operational concerns,
• internal or external dignitaries,
• or guests accompanied by security personnel or armed protection.

Guests or speakers accompanied by armed protection or security personnel must coordinate directly with the Office of Emergency Management (OEM) in advance of the event.

RUPD and OEM reserve the right to require additional security measures, staffing, operational restrictions, or event modifications at any time before or during an event based on evolving operational or safety concerns.

Failure to comply with required security measures or operational directives may result in:

• additional charges,
• suspension of event activities,
• cancellation of the event,
• removal of attendees,
• or suspension or revocation of reservation privileges.

Please also refer to the Elected Officials/VIPs Policy for additional information regarding dignitaries, elected officials, and protected guests.

Security Bookings & Fees:

Security staffing requests generally require a minimum of seventy-two (72) hours’ notice.

Changes to an event requiring the addition, reduction, or modification of security staffing with fewer than seventy-two (72) hours’ notice may be denied or may result in additional operational charges.

Final security staffing levels and requirements are determined by RUPD and/or OEM.

Security fees are established by RUPD and applicable University labor agreements. While ECS makes reasonable efforts to maintain current pricing information, final billed rates may differ from published estimates or website pricing.

Security staffing is billed with a minimum of four (4) hours per officer or staff member regardless of actual event duration.

Security staffing is generally scheduled beginning thirty (30) minutes prior to the event start time and ending thirty (30) minutes following the conclusion of the event unless otherwise determined by ECS, RUPD, or OEM.

Cancellation of approved security staffing requires at least twenty-four (24) hours’ notice. Security staffing canceled with fewer than twenty-four (24) hours’ notice may still be billed in full.

All Rutgers University facilities managed by Events & Conference Services (ECS), including the Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBG), and Express Newark (EN), are smoke-free facilities.

Smoking, vaping, or the use of electronic smoking devices is not permitted inside ECS-managed facilities. This prohibition includes, but is not limited to:

• tobacco products,
• cannabis products,
• herbal smoking products,
• cigarettes,
• cigars,
• pipes,
• hookahs,
• vaping devices,
• and electronic cigarettes.

Smoking, vaping, or the use of electronic smoking devices is also prohibited within twenty-five (25) feet of any building entrance, exit, air intake, or operable window.

Sponsoring Organizations, Departments, or Clients are responsible for communicating and enforcing this policy with their:

• staff,
• vendors,
• performers,
• contractors,
• speakers,
• guests,
• and attendees.

Individuals found in violation of this policy may be:

• directed to stop smoking or vaping,
• removed from the event or facility,
• denied re-entry,
• referred to Rutgers University Police Department (RUPD),
• or subject to applicable University disciplinary processes.

Failure of an event group to comply with or enforce this policy may result in operational restrictions, additional staffing or cleanup charges, suspension of reservation privileges, or cancellation of current or future events.

Sponsored Organizations & Co-Sponsored Events

University Departments and Registered Student Organizations may sponsor or co-sponsor events with external organizations under the following conditions:

Sponsored Events

For sponsored events, the University Department or Student Organization must:

• Remain the primary point of contact for the entire event
• Be financially responsible for all fees, costs, damages, and charges associated with the reservation
• Be included in all planning communications, including email correspondence, phone calls, meetings, and walkthroughs
• Have a representative present during the entire event, activity, or meeting
• Have a representative present at all walkthroughs, planning meetings, or required pre-event meetings
• Remain in good standing with Rutgers University and Events & Conference Services (ECS), including no outstanding balances, unresolved policy violations, or suspended reservation privileges

Co-Sponsored Events

University Departments and Registered Student Organizations may elect to cover partial costs associated with an external organization’s event under the following conditions:

• The external organization shall remain the primary event contact and retain responsibility for event planning, coordination, and operational decisions
• Any portion of the event billed to the sponsoring Department or Student Organization shall be billed at the rate applicable to the external organization
• ECS policies do not regulate reimbursement arrangements made privately between the parties following the event

Example:
If a Department or Student Organization elects to cover room rental charges for a non-profit organization, the Department or Student Organization will be billed at the applicable non-profit external rate for the room reservation.

General Conditions

All sponsorships, acknowledgments, partnerships, logos, advertisements, or promotional materials associated with an event must comply with Rutgers University Policy 80.1.4 – Endorsements, Sponsorships, and Advertising (or successor policy).

ECS reserves the right to determine whether an event constitutes sponsorship, co-sponsorship, or prohibited fronting based on factors including, but not limited to:

• financial responsibility,
• operational control,
• event planning involvement,
• advertising,
• event ownership,
• and historical event activity.

Events determined to constitute fronting may be subject to reassignment of billing rates, cancellation, suspension of reservation privileges, or additional sanctions.

Please refer to the Fronting Policy and Client Definitions for additional information.

Tabling locations are available on Student Street within the PRCC and on the Norman Samuels Plaza (Plaza) on a first-come-first-served basis.

Tabling locations are not available at Ruth Bader Ginsburg Hall (RBG) or Express Newark (EN).

The name of the Sponsoring Organization, Department, or Client must be displayed prominently at the tabling location at all times.

All tabling activities, displays, signage, merchandise, and lines associated with a reservation must remain within the assigned tabling location.

Tabling activities may not obstruct:

• entrances or exits,
• hallways or walkways,
• elevators or stairwells,
• emergency egress routes,
• or normal pedestrian traffic flow.

Students and event groups are not permitted to bring, place, or set up their own tables on Student Street or the Plaza.

Event groups are assigned a specific tabling location at the time of reservation. Event groups may not relocate tables or occupy locations other than those assigned by Events & Conference Services (ECS).

Amplified sound at tabling locations is permitted only during Free Period and in accordance with the Amplified Sound Policy.

All tabling fees include up to two (2) tables; however, only one (1) table will be set unless otherwise requested in advance.

Additional tables may be rented for an additional fee, subject to equipment and space availability.

ECS reserves the right to limit, relocate, modify, or deny tabling activity based on pedestrian traffic, safety concerns, operational impact, competing reservations, weather, staffing, or University operations.

ECS reserves the right to determine whether an activity exceeds normal tabling operations and should instead be classified and processed as an event.

Employers or organizations seeking to reserve tabling locations for employment recruitment or hiring purposes must coordinate through the Rutgers University–Newark Office of Career Resources and Exploration (CRE).

The Office of Career Resources and Exploration (CRE) may be reached at:

• (973) 353-5311
• careers@newark.rutgers.edu

CRE is responsible for submitting reservations on behalf of employers and coordinating applicable recruitment approvals.

All tabling fees associated with recruitment activity will be billed through CRE.

Tabling locations are available on a first-come-first-served 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. Approval for reservations of this nature is at the sole discretion of CRE.

Please refer to General Tabling Rules for additional operational requirements.

Registered Student Organizations and University Departments may reserve tabling locations for:

• fundraising,
• ticket sales,
• merchandise sales,
• and approved vendor activity.

Vendor-operated sales conducted under the sponsorship of a Student Organization or University Department are permitted subject to ECS approval and all applicable sponsorship, insurance, and operational requirements.

Reservations involving fundraising, ticket sales, or vendors must be confirmed with all required contracts, approvals, and insurance documentation no fewer than ten (10) University business days prior to the reservation date.

Examples of fundraising or sales activities include, but are not limited to:

• ticket sales,
• organization merchandise,
• handmade goods,
• flowers,
• apparel,
• novelty items,
• or approved third-party vendor sales.

Food sales are limited to those permitted under the Bake Sale Policy and Catering Policy.

Unauthorized, counterfeit, improperly licensed, or illegally trademarked merchandise may not be sold.

Goods labeled “Not for Resale” may not be sold.

Student Organization members may not receive personal financial gain from organization-sponsored sales activities. Individuals may not serve as vendors for organizations in which they are members if such activity constitutes a conflict of interest.

Vendors must provide accurate contact information. ECS assumes no responsibility or liability for the quality, workmanship, legality, or performance of goods or services being sold.

Please refer to General Tabling Rules, Sponsorships, Fronting, Catering, and Financial & Sales Requirements for additional information.

Non-University Organizations requesting tabling locations must:

• submit reservations no fewer than ten (10) University business days in advance,
• provide all required insurance documentation,
• and complete all required contracts and payments prior to the reservation date.

Insurance certificates naming Rutgers University as an additional insured party are required.

Signed contracts and payment of all applicable fees are due no fewer than ten (10) University business days prior to the reservation date.

Please refer to: General Tabling Rules, Insurance, and Client Definitions for additional information.

All funds collected by Student Organizations must be deposited daily through the Student Accounting Office located on the third floor of the PRCC.

Departments are responsible for complying with all applicable University financial handling and accounting requirements.

All sales activity is subject to University operational review and may be restricted based on:

• University contracts,
• trademark or licensing restrictions,
• risk management concerns,
• operational impact,
• or other applicable University policies.

Please refer to: Fundraising & Vendor Sales, Rutgers Name & Trademark, and University, State & Federal Compliance for additional information.

Registered Student Organizations and University Departments may reserve tabling locations for:

• recruitment,
• literature distribution,
• event promotion,
• awareness campaigns,
• and other informational activities related to the mission of the organization or department.

Information distribution and tabling activities must comply with all applicable Rutgers University policies, including policies related to:

• free expression,
• nondiscrimination,
• harassment,
• safety,
• and University operations.

Information-only tabling reservations may be requested as little as twenty-four (24) hours in advance if space is available.

Please refer to General Tabling Rules for additional operational requirements.

Registered Student Organizations may conduct bake sales and limited food-based fundraising activities in approved tabling locations subject to the following conditions:

• All food items must receive approval from the organization’s OSLL advisor
• Home-prepared baked goods may only be distributed or sold if they do not contain potentially hazardous ingredients requiring temperature control or specialized food handling procedures
• Potentially hazardous foods, including but not limited to meat, poultry, seafood, dairy-based fillings, cooked starches, cut fruit, cut vegetables, or similar perishable items, are prohibited unless prepared by a properly licensed food establishment
• Prepackaged food and beverages must be commercially packaged, shelf-stable, and permitted for resale
• Goods labeled “Not for Resale” may not be sold
• All food items must be clearly labeled with ingredient information

Please refer to: Catering, Fundraising & Vendor Sales, and General Tabling Rules for additional food service and operational requirements.