Forms & Permits
Some events require additional forms, permits, waivers, or approvals before they can proceed. This page helps you determine what is required and where to submit it.
Forms and Permits for ECS Events
Events held in ECS-managed spaces may require additional forms, permits, or waivers based on their setup, services, or activities. This page includes all ECS forms, along with commonly required campus, city, and state permits associated with events.
Some items link to external offices or agencies. Review all requirements carefully, as these approvals may have separate processes and lead times.
Not Sure Which Form or Permit You Need?
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Events that include food may require additional documentation, depending on the venue and catering provider.
- Paul Robeson Campus Center: Food service must be provided by Gourmet Dining Services (GDS).
- Other ECS-managed spaces: Outside caterers may be used with prior approval. Must provide ECS with Certificate of Liability Insurance and Health Certificate.
- Food Trucks
Additional details and submission instructions are available in the Forms and Permits section below.
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Outdoor events often require safety review. You may need:
- Tent Permit
- Fire Safety Permit
- Street Permit (for closures or sidewalk use)
Additional details and submission instructions are available in the Forms and Permits section below.
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If your event request is last minute (fewer than 5 business days) or for a day when ECS spaces would otherwise be closed, please contact our office at events@newark.rutgers.edu for the Off-System Event Request Form.
Approval is not guaranteed and depends on staffing and space availability.
Additional details and submission instructions are available in the Forms and Permits section below.
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To request access to our online Event Management System (EMS), please complete the access form here
Additional details and submission instructions are available in the Forms and Permits section below.
Forms
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Required for any event where alcohol will be served. Must be submitted before requesting security or completing the NJ Social Affair Permit (if needed).
Advance Notice: Recommended at least 10 business days before your event. Add another 10-14 days if a Social Affair Permit is required.
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Required when bringing in equipment that is not covered by a vendor’s certificate of insurance (COI). This form is commonly used for personally owned equipment or equipment provided by individuals who are not insured vendors.
This form is not required for vendors who have already provided valid insurance documentation approved by ECS.
A valid ECS reservation number is required for processing. Forms submitted without a reservation number will be declined.
Advance Notice: If you are working with a vendor that needs addition services or resources such as power, water, or extra setup/breakdown time, please provide as much notice as possible--a minimum of 14 days.
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Required for student organizations bringing in equipment that is not covered by a vendor’s certificate of insurance (COI), including personally owned or borrowed equipment.
This form is not required for vendors who have already provided valid insurance documentation approved by ECS.
A valid ECS reservation number is required for processing. Be sure to provide the reservation number if another person is submitting the form on your behalf. Forms submitted without a reservation number will be declined.
Advance Notice: If you are working with a vendor that needs addition services or resources such as power, water, or extra setup/breakdown time, please provide as much notice as possible--a minimum of 14 days.
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Required for demonstrations, protests, or expressive activities. Ensures compliance with Rutgers’ free expression guidelines. This form should be submitted at least three (3) business days in advance of the scheduled activity.
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Used to request permission to chalk in approved outdoor spaces. Only permitted in specific campus locations.
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To have a caterer added to our Approved Vendor List, please contact our office directly at events@newark.rutgers.edu.
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For reservation requests that cannot be submitted through EMS due to system rules, timing, or technical limitations. If your event request is last minute (fewer than 5 business days) or for a day when ECS spaces would otherwise be closed, please contact our office at events@newark.rutgers.edu for the Off-System Event Request Form.
Approval is not guaranteed and depends on staffing and space availability.
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To request access to our online Event Management System (EMS), please complete the access form here.
Important Deadlines & Lead Times
Many forms and permits require advance notice or external review. Missing these lead times can delay approvals, require event changes, or prevent certain elements from being supported.
Alcohol Approval Form – Must be submitted at least 10 business days before the event
Social Affair Permit – State processing may take 10–14 days
Tent, Street, and Fire Safety Permits – Often require additional city review time
Off-System Event Requests – Must be submitted as early as possible; same-week approval is not guaranteed
Inflatable Device Permits – Require vendor documentation and safety review
Permits
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Required for tents, cooking equipment, open flames, heating elements, and certain high-power devices. Issued by Rutgers Fire Safety.
Advance Notice: Must be submitted at least two weeks prior to the event date.
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Food trucks must obtain approval from Rutgers Fire Safety and the City of Newark.
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Inflatable devices or attractions generally do not require special permits. A current State of New Jersey certificate of operation sticker or tag is typically sufficient.
For clarification or unusual installations, contact ECS before your event.
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Special event parking applies to events with 10 or more non-Rutgers attendees and must be arranged in advance through Rutgers Department of Transportation Services (DOTS).
Approved events receive a parking registration link, which must be shared with attendees. All guests must register before parking in the designated event location.
Events with fewer than 10 attendees should use visitor parking. Departmental meetings and events intended primarily for Rutgers faculty, staff, or students are not eligible for special event parking.
Full requirements and timelines are available on the Rutgers DOTS Special Event Parking page.
Non-Rutgers affiliated hosts must request event parking by emailing dotshelp@rutgers.edu.
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Once a Free Expression Form is approved, a Public Forum Permit will be issued by the appropriate university office.
Please submit a copy of this permit to ECS and remember to bring a copy of it to your public forum/free-expression activity.
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A Social Affair Permit is required for events where alcohol will be sold, either through ticket sales (in advance or at the door) or by charging for alcoholic beverages. Only non-profit organizations are eligible for this permit.
Advance Notice: Typically requires 10–14 days for state processing.
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Closing a public street in Newark requires a City-issued street closing permit and advance approval through the City of Newark Department of Engineering.
Key requirements include:
- Street closings are typically limited to 10:00 a.m. – 10:00 p.m.
- Permit requests must be submitted at least 20 business days in advance (late submissions may incur additional fees).
- Applications are reviewed by the City of Newark, including Police and Fire Departments.
- Street barricades, signage, and public safety measures are required and coordinated through the City.
- Additional fees and refundable deposits may apply.
Street closings are subject to City approval and may not be permitted for all events. Events that require using a street as event space (not just for traffic control) require additional review.
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Required for tents, canopies, or any temporary structure exceeding size thresholds.
Permit applications must be completed and submitted by the vendor providing the tent, canopy, or other temporary structure. Event hosts are not permitted to submit the permit application.
Advance Notice: Applications must be made at least 14 days prior to the event date.