Student Centers and Activities Policies
Student Centers and Activities is responsible for managing six Student Centers at Rutgers University—New Brunswick.
The Centers are the Busch Student Center (BSC), College Ave Student Center (CASC), Cook Student Center (CSC), Douglass Student Center (DSC), Livingston Student Center (LSC), and the Student Activities Center (SAC). The Student Centers are intended for the use of students, faculty, staff, guests of the university, and participants in authorized on-campus activities.
The following policies are intended to facilitate the fair allocation and efficient use of its facilities. It is our goal to provide uniform and consistent administration of facility usage.
- Abandoned Property
Any property not removed and/or claimed within 48 hours following the conclusion of an event/meeting will be considered abandoned by the sponsoring organization/department or client, user, or its exhibitors. Student Centers and Activities may take possession of said property and treat it as its own or dispose of such property without liability. The user shall be liable for the cost incurred in disposing of the abandoned property.
- Academic Space
- Academic classes are not permitted to reserve or hold class sessions in the Student Centers.
- Student Centers do not reserve academic space for departments. Please contact University Scheduling: scheduling.rutgers.edu.
- Student organizations must be registered with Rutgers University in order to reserve university facilities, specifically academic space, for meetings and events. The primary functions of classrooms at the university are for instructional use. Student organizations are permitted restricted use of classroom space for organizational meetings and small events that fit specific criteria and may require approval of your Advisor. Most large lecture halls and many other classrooms have been equipped with permanent installations of audio/visual and computer projection equipment. To reserve academic space, please visit centerres.rutgers.edu.
- Student Centers and Activities’ Meetings and Events team serves as the liaison between all student organizations and University Scheduling for academic space reservations. All academic requests are to be submitted to the Meetings and Events team 10 business days in advance.
- Advertising Events
Posting and Distribution Policies:
- Only printed materials from Rutgers-affiliated student organizations, fraternities and sororities, and departments are permitted to be posted or distributed.
- All flyers must receive a Student Centers and Activities Stamp, prior to posting, from one of the locations listed below. Flyers will be stamped, dated (with start and end date), and initialed. Student Centers and Activities reserves the right to refuse to post or distribute any material which violates the University’s Student Code of Conduct or university policy.
- All advertisements may be posted no more than five days prior to the date of the event. Outdated materials will be removed.
- All printed materials 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. Advertised admission costs (free or fee) may not change.
- All advertisements, announcements, and signs are permitted in designated areas only. No posting/signage may be secured to walls of the Student Centers, doors, windows, stairwells, or hallways.
- No advertising or posting for any event, program, or service is permitted on the exterior of the Student Centers facilities.
- Items posted or distributed outside of approved locations will be removed and discarded. Save your organization’s money by posting only on approved areas.
- Use of any bulletin board or authorized space in the Student Center does not constitute an endorsement or guarantee of any product, service, or information by Student Affairs.
- Student organizations are required to follow policies for posting at bus stops, in residence halls, and classrooms. In general, flyers should only be posted on bulletin boards.
- All advertising must comply with the university non-discrimination policy.
- Postings may not reference alcohol or illegal substances.
- The name of the sponsoring organization must be clearly stated on the flyer.
- Posting for off-campus events is not permitted, unless specifically approved by the Student Centers and Activities staff.
- Postings may not promote anything in violation of Rutgers University policies or procedures.
Advertising Approval Locations:
- Busch Student Center Information Desk
College Ave Campus:
- College Ave Student Center Information Desk
- Cook Student Center Information Desk
- Douglass Student Center Information Desk
- Livingston Student Center Information Desk
- Student organization-sponsored events are for the Rutgers community and invited guests. Advertising for these events is the sole responsibility of the sponsoring organization and should be focused on the Rutgers community. Student organization advertisements are restricted to on-campus advertising sites only and should be done with guidance from the organization’s Administrative Advisor. Failure to comply with this policy may result in the cancellation of your event/meeting and loss of future reservation privileges.
- Flyers or printed materials promoting events may not be placed on Information Desks. Cook, Douglass, and Livingston Student Centers have designated flyer display units. Space in the displays is availability on a first come, first served basis.
- Bulletin Boards are available on a first-come, first-served basis to post flyers and printed materials. Space is limited. Only Student Centers and Activities stamped flyers are allowed on the bulletin boards. To accommodate as many events as possible, student organizations and departments are limited to one flyer per event, per board. Flyers are limited to a maximum 11in x 17in size. Bring flyers to the Information Desk in each building and staff will put them up on the board. This process allows for a more orderly and efficient use of the bulletin boards.
Posters on Easels
- One outdoor and one indoor easel are available on the day of the event. These easels are commonly used to inform participants and to direct students and guests to the location of the event. Exact location of the easels will be determined by Professional Staff in each Student Center. Due to the high volume of events held in the Centers, easels are not typically available to advertise events in advance of the event date. Exceptions may be made for annual university and campus-wide events.
- The hanging of banners is permitted in the Student Centers in designated areas. Banner spaces are available for reservation by student organizations, on-campus offices, and departments via the Student Centers and Activities’ Meetings and Events team at centerres.rutgers.edu, 848-932-8821, or email firstname.lastname@example.org. Banners are scheduled for one week on a first-come, first-served basis. Banners must be for university departments or student organization events and are subject to Student Affairs or Student Centers and Activities approval. All groups must check in with the banner in the Student Center Office in the building the banner is being hung. Banners are limited to dimensions of 4ft x 6ft and will be hung in the designated reserved area by the Student Centers and Activities staff. Approved material only may be used. Banners must clearly state sponsoring organization’s name and contact information (email, phone number, web site, or address). Banners left hanging after the reservation expires will be discarded. Student Centers and Activities assumes no responsibility for banners left unclaimed.
- The College Ave Student Center entrance lobby has a display board that is available to hold posters. Space is limited and is available on a first come, first served basis. Student Centers and Activities has first priority for space. Posters can be up to 18in x 23in (portrait style) and must be approved and stamped prior to posting. Posters which are smaller than 18in x 23in need to be affixed to foam core board to ensure a consistent look and that it fully fits the 18in x 23in holder size.
- Alcoholic beverages may only be served with advance permission, requested at least 30 business days in advance.
- Alcohol use in the Student Centers must follow all university and New Jersey laws.
- Non-profit organizations wishing to sell alcohol must apply for a permit with the State of New Jersey: https://www.nj.gov/oag/abc/downloads/social_affair_permit.pdf. This is at least a four-week process.
- Organizations or departments serving alcohol must notify the Meetings and Events team by completing the required forms, applications, and approvals. Submitting a request does not guarantee approval.
Only service animals are permitted in the Student Centers.
- Annual Events
Student Centers and Activities’ Meetings and Events team maintains a list of approved annual events with priority scheduling.
Indoor and outdoor banner space may be reserved where available. Student Centers and Activities reserves the right to refuse or remove a banner.
Disclaimer: Banners represent the views of the organization/department, and do not represent the opinion of Rutgers University or Student Centers and Activities.
Bicycles, roller blades, skateboards, scooters, and other such devices are not permitted in the Student Centers.
- Business Services
Fax and copy services are available for a fee in each Student Center Operations Office in each Center.
- Cancellations/No Shows
Rutgers University’s Student Centers are in high demand for meetings, retreats, conferences, seminars, and other events. Space is limited. Late cancellations prevent university departments or student organizations from making use of space.
A cancellation fee, therefore, will be assessed for space not cancelled in a reasonable amount of time to allow for rebooking of the space. The cancellation fee schedule is as follows:
Large Programming Spaces (e.g., multipurpose rooms, lounges, outdoor spaces):
- Sixty days or less – $100.00 or half the room rent charge, whichever amount is greater
- One day prior to event or later or a No Show – $200.00 or the total room rent charge, whichever amount is greater. No Shows will also be charged for setup and equipment.
Regular Meeting or Conference Rooms and Contact Tables:
- Five business days or less – $25.00;
- One day prior to event or later or a No Show – $50.00 or half the room rent charge, whichever amount is greater plus setup and equipment charges.
Other Reservable Spaces (e.g., banners, donation boxes, display cases):
- One day prior to event or later or a No Show – $25.00
Failure to pay any late or No Show charges may result in suspension of reservation privileges and possible suspension or cancellation on any other existing reservations. It is necessary for a university department or student organization to cancel a reservation, please contact the Student Centers’ Meetings and Events team in writing or via email to email@example.com. Phone call or voicemail is not acceptable because proof of contact by responsible event contact is required to ensure security of your reservation. Cancellations by non-university clients are outlined in their reservation contracts.
- Cleaning and Trash Removal
- At the conclusion of all events, it is the responsibility of the sponsoring organization/department or client to thoroughly clean all rooms used including decorations, trash, food, or other material used during the event.
- Sufficient time for cleanup should be planned in advance so that the next client scheduled in the space is not delayed.
- All rooms will be checked upon completion of the event.
- Clean up of special effect items (e.g. confetti, balloon drops) will be charged at the current rate for materials and hourly labor.
- The sponsoring organization/department or client is responsible for the removal of bulk trash (e.g. boxes, crates, lumber, pallets, paint, packing materials, and soil) and other items not easily removed by a standard push broom or vacuum. Any cost incurred by the Student Centers for trash not removed will be charged at the current rate.
- Some events may require refundable cleaning deposits.
- Damage, Theft and Vandalism
- The Student Centers are not responsible for damage, theft, or vandalism to the sponsoring organization/department or client personal items.
- The sponsoring organization/department or client is responsible for the condition of the premises during the tenure of their reservation.
- The sponsoring organization/department or client is granted the right to inspect the premises prior to the start time and conclusion of the event. Student Center staff will accompany all inspections.
- Repairs for damages will be charged to the sponsoring organization/department or client at the current rate. Some events may require a refundable damage deposit.
Decorations and centerpieces are permitted with the following limitations:
- Glitter, or any type of confetti, may not be used in the room on the tables, or as part of a tablescape or centerpiece.
- No candles, wicks, open flames, incense/perfumes, or the burning of any materials is permitted.
- Items cannot be nailed, tacked, stapled, glued, taped, or otherwise fastened to ceilings, walls, windows, columns, painted surfaces, and doorways. All signs and/or decorations of any type must be self-supported and/or free standing.
- All painted decorations must be completely dry.
- Windows may not be covered under any circumstances.
- Rutgers University signs cannot be covered or otherwise obstructed.
- Display Cases
Display cases may be reserved where available. The Student Centers reserves the right to refuse or remove items from display cases.
Disclaimer: Display cases represent the views of the organization/department and do not represent the opinion of Rutgers University or Student Centers and Activities.
- Donation/Collection Boxes
Departments and student organizations may request space, via the Meetings and Events team, at the Information Desks to collect for causes (e.g. food banks, clothing drive, and books). Confirmations will include detailed expectations for donation/collection boxes.
- All equipment (i.e. tables, chairs, stage, audio visual, etc.) will be set up by Student Centers staff. An Audio Visual (AV) tech may be required to operate equipment.
- Student Centers must approve any equipment furnished by a non-university source.
- Outside lighting and sound equipment may not be plugged into Student Center-owned equipment.
- Student Centers do not rent or reserve equipment for use in other facilities.
- All equipment is booked on a first-come, first-served basis.
- Any equipment that is requested to be set up for the event will incur established charges, even if the client decides to not use the equipment during the event
- The sponsoring organization/department or client will be charged the current rate for furniture and equipment, plus handling fee that Student Centers must secure or rent from an outside source in order for the Student Centers to meet a request.
- The Student Centers assume no responsibility for equipment used at events supplied by an outside vendor.
- The sponsoring organization/department or client will be responsible for all equipment (i.e. tables, chairs, stage, audio-visual, etc.) 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 to safeguard all materials, goods, and property owned, supplied, or utilized by the sponsoring organization, department, clients, exhibitors, presenters, and guests.
- The sponsoring organization/department or client will waive 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 advance authorization. Additional fees may apply to accommodate these services.
- Cancelled equipment rented by the Student Centers will be charged the current rate of the supplier plus a handling fee.
- Facility Use Policy
Sponsoring organization/department or clients are responsible for ensuring that the reserved space is used according to the purpose it was reserved.
- Student Centers offer a wide range of food options, including full-service catering to snack items from the food courts and vending machines. For all catering needs, the sponsoring organization/department or client is required to use an approved vendor/caterers or Rutgers University Dining Services for events and meetings.
- If an event is cultural in nature or requires specially prepared food that cannot be provided by an approved vendor or Rutgers University Dining Services, a waiver may be granted to use a non-university caterer.
- Organizations or departments using a cultural caterer must notify the Meetings and Events team by completing the required forms, applications, and approvals. Submitting a waiver does not guarantee approval.
- An approved caterer must meet all health, safety, and insurance standards as determined by the University Sanitarian.
- Only Coca-Cola beverages may be served.
- Departments and non-university organizations choosing to use external caterers will be subject to additional fees.
- All donated foods must come from an approved vendor or caterer.
- To ensure all served food meets health and safety preparation and handling guidelines and ordinances, potluck dinners are not permitted in the Student Centers.
- Pre-packaged items may be provided by the sponsoring organization/department or client. This usually includes party-size snacks (i.e., a large bag of chips, cookies, pretzels, etc.) sealed by the manufacturer. Pre-packaged items requiring temperature control (heating or cooling) are not permitted.
- Only Coca-Cola beverages may be served.
- To ensure all served food meets health and safety preparation and handling guidelines and ordinances, any leftover food must be disposed of immediately. No food may be taken from the event.
Fronting consists of eligible departments, student organizations, or individuals reserving space in the Student Centers 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 Student Centers and Activities is not permitted. Professional or external organizations are not eligible for university departmental or student organization rates.
- A student organization, university department, or client may not serve as a front for another entity. Departments and organizations fronting will be charged the maximum applicable rate and subject to the loss of reservation privileges.
- Student Centers staff will make the determination as to fronting by considering the funding source paying for the event and the nature of the event, past experience with respect to similar events, type, and the nature of attendees.
- Events hosted by university departments or student organizations and open to the public are subject to room rental fees, unless hosting such an event is directly part of the department’s function.
- Gambling and Games of Chance
Organizations hosting gambling or games of chance must submit all necessary licenses and permits from the Division of Gaming Enforcement of the New Jersey Attorney General’s Office and the local municipality to the Meetings and Events team. Those acquiring proper state licenses and local permits need to be aware that it is a six- to eight-week process.
- Sponsoring organizations or clients are responsible for their members and guests, and any equipment or entertainment provided. Groups are also responsible for taking the necessary precautions to ensure that there are no injuries, damages, or losses to property and/or persons in and around Student Centers facilities.
- All persons in attendance at any event taking place at the Student Centers should be informed of their responsibilities regarding proper use of Student Centers’ spaces.
- Students in violation of this policy will be subject to the Rutgers University Student Code of Conduct.
- Hazardous Materials and Equipment
The sponsoring organization/department or client shall not bring onto the premises of the Student Centers any exhibit, equipment, vehicle, or other items which are potentially dangerous to persons and/or property, or incompatible with the structure, systems, or furnishings determined by Student Centers staff and Rutgers University Policies.
- Hours of Operation
The Student Centers are budgeted to operate seven days a week during the fall and spring semesters. Intersession, summer session, and winter session hours will vary. Special accommodations (e.g. opening early, closing later, opening on special weekends) may be made through the Meetings and Events team.
Extended Hours (Early Opening/Late Closing):
- Special accommodations (e.g. opening early, closing later, opening on special weekends) may be made through the Meetings and Events team and additional fees will apply.
Summer Hours and Breaks:
- University departments, sponsored organizations, and clients may request space outside established operating hours through the Meetings and Events team and additional fees will apply.
- All non-university clients, caterers, vendors, performers etc. shall provide Certificates of Insurance evidencing Comprehensive General Liability Insurance with a minimum of $2,000,000 (combined single limit). Rutgers, The State University of New Jersey must be named as an additional insured in this policy.
- Such insurance shall be primary over other collectible insurance that may apply and shall include coverage for the following indemnification: “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.”
- Contracts must be filed with a Meetings and Events team no less than 30 days prior to the event. The certificate must name Rutgers, The State University of New Jersey as an additional insured 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.
- Those organizations unable to provide the appropriate insurance policy may elect to pay a risk management funding fee. Go to riskmanagement.rutgers.edu for more information.
Sponsoring organizations/departments or clients having an event where alcohol will be served are responsible for compliance with Student Centers, university, and state regulations governing the use of alcoholic beverages.
- Alcoholic beverages may be served only to those of legal drinking age.
- No intoxicated individuals will be permitted in the Student Centers.
- Disorderly persons will be barred and evicted from Student Centers in accordance with the normal operating procedures of the Rutgers University Police Department.
- Final invoices for reservations will be generated within 10 university business days after the event.
- Disputes to the invoice can be directed to the appropriate Meetings and Events staff member.
- Failure to pay will result in the loss of reservation privileges.
- Full payment for events must be made by the sponsoring organization/department or client as follows in the Payment Information section.
- University departments are required to pay via Rutgers Integrated Administrative System (RIAS) and must provide accurate contact information before the event can be confirmed.
- Rutgers University departments and student organization payments are due no later than 30 days from date of invoice.
- Non-university clients must pay a non-refundable deposit at the time of firm booking (usually half of the room rental charges). Full payment is due one month prior to the program date based on the estimate. Any additional charges will be due 30 days from the date of invoice.
- Large Events
The Rutgers University—New Brunswick Division of Student Affairs defines large events as programs with many complex variables regarding event type, attendance size, and facility limitations and use. Factors considered in implementing Large Event policies include:
- Type of Event (concert, dance, fashion show, talent show, party, etc.);
- Day and time of event, as well as university calendar (e.g. Alumni weekend, home football games, Halloween, and other major holidays, etc.);
- Location and event setup;
- History of sponsoring group and performers or act;
- Number of attendees;
- Attendance open or closed to non-university community.
Depending on the scope of the event, the following policies may apply:
Cash Handling Policy:
- Cash collections at the door exceeding $250 require at least one police or security officer. All cash collected must be deposited with the Student Centers, whereupon the student organization will be either issued a check or the amount will be deposited into the student organization’s account.
- Rutgers University students, faculty, and staff are limited to one guest and are responsible for their behavior and actions. This responsibility extends to the areas immediately surrounding the event location, both during and after the event. All hosts must register their guests in advance. Guests and hosts must arrive at the event together, present valid ID for admittance, and depart the event together. All guest names are recorded along with the names of Rutgers University hosts.
Metal Detector Policy:
- Metal detectors will be used for large events as deemed appropriate by the scope of the event criteria as assessed by Student Centers’ staff and Rutgers University Police Department.
- The Student Centers, in consultation with Rutgers University Police Department, determine security for large events. Depending on event scope, determined by the event factors listed above, 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. Student Center staff may also be required. 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 system may be required.
Ticket Sale Policy:
- Student organizations are encouraged to have advanced ticket sales through SABO (Student Activities Business Office) or contact tables available at all Student Centers. Depending on the scope of the event, ticket sales may not be permitted.
Outside Events for Student Organizations:
- Large, outside events need prior permission from your Advisor and other appropriate entities before any planning of the event is to take place. Large, outside events are approved on a case-by-case basis.
- Lost and Found
See Abandoned Property above.
- Movies and Television
- Proper license and copyright approval must be obtained prior to showing any movies or television shows. Student organizations must use a licensed distributor. Visit the Student Organization Handbook for more information.
- Movie showings must clearly identify the sponsoring organization, the name of the film, and the movie rating in all advertisements and promotional efforts.
- Newspaper Distribution
Only Rutgers University-recognized publications may be distributed in the designated newspaper distribution areas within the Student Centers and must follow municipal guidelines and Rutgers recycling procedures for disposal of outdated materials.
State and local fire codes dictate the maximum occupancy for rooms and program spaces in the Student Centers (see Safety) based on setups.
- Parking/Loading Dock
- Users and guests must abide by all university parking and traffic requirements, including, but not limited to, passenger and equipment loading/unloading regulations, observance of authorized parking locations, payment of fees, and display of vehicle parking permits. Payments of citation(s), which result from parking/traffic violations, are the sole responsibility of the sponsoring organization, department, or client and their guests.
- Access to loading dock or delivery areas must be coordinated prior to their event. Parking in Student Centers’ loading docks is prohibited, and violators will be ticketed and or towed at the owner’s expense.
- Parking arrangements can be made at http://parktran.rutgers.edu/events.shtml.
- Posting Policy
All postings must be approved and may only be displayed on approved bulletin boards.
See Advertising Events section above for more information.
- Privacy Act/Confidentiality
Student Centers will not sell or distribute any information gathered as part of our reservation process. Advance disclosure of reservation information will be made available to those university offices that are deemed to require the information (e.g. Rutgers University Police Department, Fire and Emergency Services). The event name is listed in the Student Center online calendar.
- Public Forum
Please refer to Public Forum Notifications for more information.
- Student Centers’ spaces and equipment are reserved in priority order. See Priority Scheduling.
- The Student Centers reserve the right to assign or reassign reservations based on the size of the group, type of program, and space available to assure the maximum and most appropriate utilization of space.
- The Student Centers reserve the right to keep the privacy of its clients and those dates and spaces that clients have reserved. See Privacy Act.
- University campus-wide major events receive first priority for scheduling space in the Student Centers.
- Sponsoring organizations/departments or clients may schedule space in the Student Centers up to one calendar year in advance.
- A Reservation Agreement is the contract between the Student Centers, an agent of Rutgers University, and the sponsoring organization/department or client. The agreement lists the dates, times, venue spaces, equipment, services, or other event-related details requested by customer and agreed to be provided by the Student Centers. The Reservation Agreement takes effect at the time the reservation is first requested and accepted in writing by the Meetings and Events team. Submitting a request for space does not constitute agreement to use space. The Meetings and Events team must issue a Reservation Agreement accepting the reservation in order for the request to be recognized by the Student Centers.
- Non-university organizations, individuals, and university departments are charged room rental fees.
- Student organizations and university departments charging a fee for programs and events, including donations and sales, are charged the full applicable room rental rate. Student organizations fundraising for charitable organizations may have the room rent waived if they provide documentation before the event verifying that 100% of the proceeds will be given to a charitable organization.
- All groups are charged for equipment, overtime, extension of hours, and any other additions.
- The Student Centers’ reserve the right to deny space usage to a group or event if the event scope is beyond the physical or technical abilities of our staff, facilities, or if security concerns cannot be addressed with reasonable staffing coverage.
- Reservation requests may also be denied if the organization or event is in conflict with university policies or regulations.
- Reservation Agreements will provide an estimate of fees based on the requested facilities, services, and equipment information provided by the sponsoring organization/department or client. This may include but is not limited to: event times, room sets, number of participants, type of activity, equipment requirements, and other support services and associated personnel.
- Changes requested less than three business days cannot be guaranteed.
Meeting Rooms Lottery:
- Student organization meetings may be subject to a meeting room lottery for high demand space in the Student Centers.
- Hold – a preliminary request to hold a date and room pending more information. On hold reservations are automatically cancelled by the date specified on the reservation if additional information of customer confirming is not provided to the Meetings and Events team. Facilities may be placed on hold for a reserved date for a maximum of 10 days, after which time the sponsoring group must provide the required information needed for a “firm” reservation status.
- Firm – a formal request to reserve a facility for a date(s). Final information must be provided no later than two weeks prior to the event date.
- Confirmed – a reservation request that has all required information and approvals as determined by the Meetings and Events team.
- Right to Assign, Reassign, or Terminate
The Student Centers reserve the right to deny, assign, reassign, or terminate space for a meeting or event when the event scope is beyond the physical or technical abilities of our staff or facility, or if security concerns cannot be addressed with reasonable staffing coverage. Reservation requests may also be denied if the organization or event is in conflict with university policies or regulations. In addition, Rutgers University Police may cancel or delay an event for safety (e.g. weather, loss of power or water) or security reasons, including while such event is in progress. Depending on the circumstances, reasonable attempts may be made to accommodate the sponsoring organization/department or client in an alternate space, date, and time.
Student Centers staff consult with Rutgers University Police to identify risks associated with event(s). This review determines the need and numbers for security, metal detectors, or if a performer or act should be denied. All related security fees will be the responsibility of the sponsoring organization/department or client, as well any costs associated with the denial or cancellation of an event as a result of a determination by our staff or the Rutgers University Police that the performer or act should be denied.
Factors which determine the need for security or to deny a speaker/performer include but are not limited to:
- Type of Event (concert, dance, fashion show, talent show, party, etc.);
- Day and time of event as well as university calendar (e.g. Alumni weekend, home football games, Halloween, and other major holidays, etc.);
- Location and event setup;
- History of sponsoring group and performers or act;
- Number of attendees;
- Affiliation of attendees (university only, university students and guests, open to the public, etc.);
- The collection of a monetary entrance fee.
All Rutgers University facilities, including the Student Centers, are smoke free.
There is NO solicitation (e.g. recruitment, disbursement of literature) on the property of Rutgers University, including the Student Centers.
- Space is not available in the Student Centers to store materials and/or equipment for organizations utilizing reserved space.
- Student Centers cannot receive shipments of materials without advanced approval from staff for storage arrangements. Items shipped without prior approval will be refused and returned to sender.
- Student Organization, Department, or Client
Sponsoring organizations/departments or clients are defined by one of the following, and entitled to reserve space in the Student Centers accordingly:
- A group of students registered as a recognized student organization by a university department or office (e.g. Student Involvement and Leadership, Office of Fraternity and Sorority Affairs, Rutgers Recreation, Mason Gross School of the Arts, School of Engineering, School of Pharmacy, etc.) within Rutgers University. The organization must be in good standing with Rutgers University and the Student Centers (i.e. no outstanding past due invoices).
Fraternities and Sororities:
- A group of students recognized and registered as a fraternity or sorority with the Office of Fraternity and Sorority Affairs of Rutgers University. The organization must be in good standing with the university and the Student Centers (i.e. no outstanding past due invoices).
Graduate Student Organizations:
- A graduate student organization registered with the Graduate Student Association and affiliated with the Graduate School of New Brunswick. The organization must be in good standing with the Graduate Student Association, the Graduate School of New Brunswick, and in good standing with the Student Centers (i.e. no outstanding past due invoices).
- Any working unit within Rutgers University with the ability to make payments through the Rutgers Integrated Administrative System (RIAS). The university department, division, college, center, or organization must be in good standing with the Student Centers (i.e. no outstanding past due invoices).
- A Chaplaincy is a member of the Religious Life Council and registered with the Student Involvement and Leadership team. Chaplaincies have the same reservation privileges as university departments. Chaplaincies must be in good standing with the university and the Student Centers (i.e. no outstanding past due invoices).
- Any place of worship in the New Brunswick or Piscataway area registered with the Student Involvement and Leadership team. These groups may reserve four contact tables per semester, and must be in good standing with the university and the Student Centers (i.e. no outstanding past due invoices).
- Sponsored organization is a non-university group directly affiliated with a university department. All contact must be maintained through the university department. A university representative must be present during the entire event or meeting. The university department must be in good standing with the university and the Student Centers (i.e. no outstanding past due invoices).
Non-University Organizations or Individuals:
- Any organization or individual including faculty, staff, or alumni that does not qualify in any of the foregoing categories. The group or individual must be in good standing with Rutgers University and the Student Centers (i.e. no outstanding past due invoices).
- Contact Tables are available in the Student Centers for information distribution, fundraising, ticket sales, and employee recruitment on a first-come, first-served basis,
- Student organizations, university departments, and non-university organizations are permitted a maximum of 10 dates each semester, depending on space availability. After the third week of each semester, student organizations and departments may reserve additional tables as available. Affiliated Congregations may reserve four dates each semester.
- Name of the sponsoring organization or department must be displayed on the table.
- Solicitations of personal financial information and/or credit promotions are not permitted (i.e., no credit cards).
- Illegally trademarked items may not be sold.
- Employers who wish to reserve a contact table for recruiting must first contact Rutgers University Career Services or the Office of Student Employment. Reservations must be made by the sponsoring department and confirmed no fewer than 10 business days in advance. Tables 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.
Fundraising, Ticket, and Vendor Sales:
- Student organizations and university departments may reserve tables for fundraising and sales. Fundraising and sales can be self-operated or vendor-sponsored by a student organization or department. Reservations must be confirmed with contracts and insurance no fewer than ten university business days in advance.
- Examples of a fundraiser or sale include ticket sales for events, sale of items produced by members of the organization (e.g., Yearbook, crafts), or sale of goods or services purchased by the organization for resale (e.g. sweatshirts, stuffed animals, flowers). No food items may be sold with the exception of bake sales (cookies, cakes).
- The student organization or department must complete a contract with the sponsored vendor and supply Student Centers a copy no later than 10 university business days prior to the reservation.
Non-university organizations may reserve tables for information or sales by paying a fee:
- Reservations need to be made with the Meetings and Events team at least 10 business days in advance.
- Fee for information tables includes one contact table.
- Fee for sales tables includes two contact tables.
- Additional tables may be rented if available.
- Insurance certificate naming Rutgers as an additionally insured is required. If certificate cannot be supplied, the group must pay into the Rutgers risk management fund.
- Signed contract and payment are due in advance.
Fund Collection Guidelines:
- All funds collected by student organizations must be deposited daily at a Student Center Operations Office. Departments are responsible for following all applicable university policies and procedures regarding money handling.
- All sales must be approved by Student Centers staff based on restrictions imposed by university contracts, risk management issues, Rutgers University Copyright/Licensing policies, and other university policies. Illegally trademarked items may not be sold.
- Student organization members may not receive personal financial gain from an organizational sale; therefore, individuals are not permitted to serve as vendors for an organization in which they are a member since this constitutes a conflict of interest.
- Vendors must provide accurate contact information. The Student Centers assume no liability or responsibility for the merchandise or services being sold. The vendor is responsible for the quality and workmanship of the goods being sold.
- Registered student organizations and departments may reserve contact tables for the distribution of information relevant to the mission of the organization or the department, such as promotional information for events, recruitment, or literature distribution. Information distributed is subject to Student Center approval. Information tables may be reserved 24 hours in advance if available.
- Transferring Reservations
Reservations are non-transferable. A sponsoring organization/department or client cannot transfer a reservation to another group. Violation of this policy may result in the cancellation of future reservation privileges for both.
In accordance with New Jersey state law, weapons are prohibited on any university grounds or in any university buildings.
Any Reservation Agreement that is cancelled by the sponsoring organization, department, or client due to severe weather (e.g. snowstorms, hurricanes, flooding, etc.) resulting in campus closures will not incur a cancellation fee. Rescheduling of these reservations will be given first priority of new reservations and be for a mutually acceptable facility, date, and time. This may include a different facility than originally scheduled.
- Rutgers University Student Centers and Activities’ Facility Policies Glossary
- Administrative Advising Department: A university department that governs student organizations.
- Advertising: Student Center events promoted to the Rutgers University community.
- Approved Vendor/Caterer: Established food service providers within the Student Centers or Rutgers University Dining Services.
- Cancellation: The termination of a reservation request or confirmed reservation in writing.
- Contact Tables: Tables located in the Student Centers to provide access to the Rutgers University community.
- Disclaimer: Views or representations of the organization/department and do not represent the opinion of the Rutgers University—New Brunswick Student Affairs.
- Estimate: A cost analysis of event related costs.
- Fundraising: Items sold by student organizations to aid generating revenue for their organization.
- Information Distribution: Pamphlets, flyers, and other forms of documentation to be given to the Rutgers University community for educational purposes only.
- Invoice: Generated bill for room rental, equipment, room setups, technicians, and other services provided.
- Meetings and Events: The area within Student Centers and Activities responsible for booking, coordinating, and managing all reservation requests for Student Centers spaces, equipment, and services.
- RIAS (Rutgers Integrated Administrative System): The university-wide computerized payment system.
- Sponsoring organization/department or client: University department, student organization, or non-university client reserving event space within the Student Centers.
- Student Centers and Activities: The department responsible for the management of the six facilities which collectively are also called the Student Centers.
- Ticket Sales: Distribution of tickets for events hosted by a student organization.