How to Request a Quote

Hosting Your Event at Rutgers University–Newark

Events & Conference Services (ECS) partners with external clients to host events on the Rutgers–Newark campus when space and resources allow. This guide outlines the process for requesting availability, pricing, and services.

Please note: Submitting a request is an inquiry only and does not guarantee space. All external events are subject to review, approval, and a formal contract.

Who Is Considered an External Client?

External clients include any individual or group whose event is not officially sponsored or funded by a Rutgers department or registered student organization. This includes:

• Alumni or faculty/staff hosting personal/non-university events.
• Non-profit organizations and community groups.
• Government agencies.
• Businesses or private organizations.

Before You Submit a Request

To provide an accurate quote and evaluate the feasibility of your event, please be prepared to provide:

• Preferred Event Details: Desired date(s) and times.
• Attendance: Estimated number of guests.
• Event Type: The nature of the program (e.g., meeting, performance, tabling, or conference).
• Operational Needs: Setup requirements such as tables, chairs, staging, or AV support.
• Catering: Whether food or beverages will be served.

Providing detailed estimates helps ECS ensure that we can meet your expectations and provide a comprehensive proposal for your event.

Step 1: Submit a Quote Request

External clients (non-university individuals or organizations) must submit a request via our Qualtrics Request Form.

• Note: Submitting a request does not hold space and does not confirm an event.

• This initial step allows ECS to evaluate availability, operational feasibility, and prepare pricing.

Step 2: ECS Review & Salesperson Assignment

Once your request is submitted, ECS reviews it to ensure the event is feasible. During this stage we asses:

• Is the space available for the requested time, including necessary setup and breakdown times?
• Can the space be appropriately configured for the request and does the space have the appropriate capacity?
• Can the requested setup and timing be supported by ECS staff?
• Does ECS have the necessary equipment for the request?
  • If not, can the equipment be rented?

After the event is assessed, a dedicated Salesperson is assigned to your event. If details are missing, incomplete, or unclear, your assigned Salesperson will follow up. Please respond promptly to avoid delays in processing.

Step 3: Quote, Contract & Planning

Your assigned Salesperson will contact you to:

• Refine event details and discuss specialized service needs

  • Setup specifics and expected attendance
  • Event schedule and timing (including setup and breakdown times)
  • Equipment requests, including potential rentals
  • Security, custodial, or ECS staffing needs
  • Expected VIPs, media, or vendors
  • Food/Catering

• Provide a formal Price Quote

• Review university policies and insurance requirements

• Prepare a Facility Use Agreement (Contract)

Step 4: Event Confirmation

External events follow a strict process to move from a "request" to a "confirmation."

Mandatory Deposit & Holding Space

To hold a space on the calendar, a non-refundable deposit is required for all external events.

• Amount: The deposit is $350.00 or the full room cost, whichever is LESS.

• Status: A space with a deposit is 'held' as a Quote, but the event is not yet "Confirmed."

Event Confirmation Requirements

An external event is considered Confirmed only when the following are on file:

• Event Details: All event details, including setup and equipment, are finalized

• Forms & Permits: All necessary forms and permits are submitted

• Signed Contract: A fully executed Facility Use Agreement

• Certificate of Insurance (COI): Submitted at least 10 business days prior to the event

• Payment in Full: All remaining balances must be paid as outlined in your contract

Final Review & Discretionary Approval

ECS reserves the right to require additional documentation, security presence, or extended review periods for events involving high-risk activities, complex logistics, or non-standard facility use. Confirmation is only official once you receive a formal "Event Confirmation" notice.

Important Notes for External Clients

• Availability: Space is not guaranteed until the confirmation requirements are met

• Pricing: Changes to the event scope, attendance, or timing after the quote is issued may result in additional fees

• Compliance: All external clients must comply with Rutgers University policies and the specific terms of their contract