Working with Outside Vendors

While Events & Conference Services (ECS) provides many in-house resources, we understand that certain events require specialized external support. To ensure safety and compliance with university standards, all outside vendors and equipment must be vetted and approved.

Equipment Rentals and Infrastructure

To maintain safety standards and facility integrity, Events & Conference Services is the exclusive provider for event infrastructure.

• Mandatory ECS Procurement: Clients must coordinate through ECS for the rental and setup of the following items:

  • Tables and Chairs

  • Staging

  • Tents

  • AV Equipment (with the exception of specialized DJ equipment)

• Exclusive Handling: ECS must secure these rentals directly. Clients are prohibited from sourcing these items independently unless they receive express written permission from ECS leadership in advance of the event.

• DJ Equipment: While DJs may bring their own specialized gear, it must be noted in your setup request and may still be subject to the equipment waiver process.

Catering and Food Service

Food service policies vary by location. Please ensure your vendor adheres to the following:

Location Restrictions

• Paul Robeson Campus Center: All catering and food service must be coordinated through Gourmet Dining Services. Outside food vendors are strictly prohibited.

• Ruth Bader Ginsburg Hall & Express Newark: Clients may use an approved external caterer or submit an application for a new vendor to be considered by ECS.

Cooking and Warming Equipment For the safety of our facilities and guests, the following fire safety rules are strictly enforced:

• Prohibited Items: External caterers are not permitted to bring or use full-sized stoves or ovens.

• Permitted Items: Small specialized stations (such as omelet stations), hot boxes, and food warmers are generally allowed.

• Sterno Policy: If sterno cups are used to keep food warm, they must never be left unattended once they are lit. A representative from the catering team or the host organization must monitor them at all times.

Personal Equipment Waivers

Limited exceptions to the insurance requirement can be made for groups bringing in personal equipment that does not have a commercial insurance policy attached to it.

• Eligibility: This applies to small-scale, personal items (e.g., a personal laptop, a small portable speaker, or basic tabletop displays).

• Required Forms: To utilize this exception, the client must complete an Equipment Waiver Form prior to the event.

• Waiver Types: There are specific forms for Student Organizations and separate forms for Departments and External Clients. Please request the appropriate version from your ECS Salesperson.

Vendor Approval and Insurance

All third-party vendors (such as decorators or entertainers) must meet the university's liability standards:

• Insurance Submission: Vendors must provide a Certificate of Insurance (COI) at least 15 days prior to the event.

• Coverage Limits: Policies must show a minimum of $1,000,000 per occurrence and $2,000,000 in the aggregate.

• Additional Insured: The COI must name "Rutgers, The State University of New Jersey" as an additionally insured party.