Billing & Payment Guide

Events & Conference Services (ECS) processes payments based on your affiliation with the university. Accurate billing information is required for all event confirmations.

Department and Student Organization Payments

Rutgers University Departments

• Payment Method: All departments must pay via an Internal Purchase Order (IPO) through Sci-Quest (Marketplace).

• Accounting Details: Use IPO number 363 and account code 74111.

• Deadline: IPOs must be generated at least two weeks prior to the first booking date.

• Final Processing: Final invoices are processed in Marketplace within 10 business days after the event.

Student Organizations

• Payment Method: Organizations must submit payment requests through Raiderlink.

• Final Processing: Final invoices are settled within 10 business days post-event.

External Client Payments

Deposits and Deadlines

• Mandatory Deposit: A non-refundable deposit of $350 (or the full room cost if less) is required for all external reservations.

• Deposit Timing: Deposits are due within three business days of receiving your initial quote.

• Full Payment: All external groups must pay in full 10 business days prior to the event date.

Accepted Forms of Payment

• Checks: Certified or Company Checks made payable to Rutgers, The State University of New Jersey. Please include your reservation number on the check.

• Credit Cards: All major credit cards are accepted via our online portals below.

• Not Accepted: Cash, personal checks, and money orders are not accepted.

Pay Via Credit Card Portal:

Event Payments: https://go.rutgers.edu/eventpayment

Contact/Information Tabling Payments: https://go.rutgers.edu/tablepayment

Refunds and Cancellations

Eligible for Refund

• Events canceled at least seven calendar days prior to the first booking date.

• Changes in booking that move an event to a space with a lower fee (if made at least seven days in advance).

• Unused damage deposits.

Not Eligible for Refund

• Events canceled six calendar days or fewer before the event.

• "No-show" events.

• The non-refundable room deposit.

• Events shut down due to client negligence (e.g., occupancy, alcohol, or fire code violations).

• Third-party services that cannot be canceled with the vendor.

Fronting and Sponsorship Policies

Fronting Prohibitions

• Definition: Reserving space under a university name for an external group to avoid higher rates or policies is strictly prohibited.

• Consequences: Events determined to be "fronted" will be charged the maximum applicable rate and may result in the loss of future reservation privileges for both parties.

Sponsorship Requirements Departments or Student Organizations may sponsor external groups under these conditions:

• The sponsor must remain the primary point of contact and attend all planning meetings.

• A sponsor representative must be present for the entire event.

• Split-billing (sharing costs between a department and an external group) requires express written permission from ECS in advance.

• In co-sponsored events, any costs covered by the university sponsor will be billed at the higher external rate for that specific item.