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Facilities Use Expectations and Policies

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Rutgers University Student Centers are shared community spaces designed to support student engagement, learning, collaboration, expression, and community building. The Busch Student Center, College Avenue Student Center, Cook Student Center, Douglass Student Center, Livingston Student Center, and Student Activities Center welcome students, faculty, staff, alumni, guests, and approved external organizations participating in authorized University activities.

All individuals and groups utilizing Student Center facilities are expected to contribute to an environment that is safe, welcoming, accessible, and respectful of others. Use of Student Center facilities is a privilege that carries with it the responsibility to respect fellow community members, University property, Student Center staff, and the policies and procedures that govern the use of university facilities.

Users of Student Center facilities are expected to:

  • Treat others with dignity, respect, and civility.
  • Follow all applicable federal, state, and local laws.
  • Comply with Rutgers University policies, procedures, and regulations.
  • Follow the Rutgers University Student Code of Conduct and other applicable conduct processes.
  • Respect the rights of others to study, work, gather, express themselves, and participate in university activities.
  • Follow reasonable directions provided by Student Center staff, Rutgers University Police Department personnel, emergency responders, and other authorized University officials.
  • Use facilities, equipment, furnishings, and resources responsibly and only for their intended purposes.
  • Help maintain a safe and accessible environment free from behavior that disrupts the normal operations of the facility or interferes with the experience of others.

These Facility Use Expectations are intended to complement, not replace, existing Rutgers University policies, procedures, and applicable local, state, and federal laws. Where applicable, Student Center users remain subject to university-wide policies, including but not limited to policies related to conduct, discrimination and harassment, freedom of expression, accessibility, alcohol and other drugs, safety and security, facility use, and student organization operations.

Violations of Student Center policies may result in educational interventions, removal from the facility, event modification or cancellation, loss of reservation privileges, referral to the appropriate University office, financial responsibility for damages or costs incurred, or other actions deemed appropriate based on the nature and severity of the violation.

Student Centers and Activities reserves 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 conflicts with university policies or regulations. In addition, the Rutgers University Police Department (RUPD) may cancel or delay an event for safety (e.g., weather, loss of power or water) or security reasons, including while such events are 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 and Activities reserves the right to interpret and enforce these policies in a manner consistent with university policy, applicable law, and the operational needs of the facilities. Nothing in these policies shall be interpreted to limit rights protected by law or Rutgers University policy.

University Policies and Guiding Documents:

Additional Policies to Highlight:

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

Student Centers and Activities is not responsible for abandoned property. Any property not claimed by the sponsoring organization/office/department within 48 hours following the conclusion of an event/meeting will be considered abandoned by the reserving group and/or individual. Student Centers and Activities will dispose of or remove the items at their discretion. The sponsoring organization and/or individual shall be liable for any cost incurred in disposing of or removing the abandoned property, when applicable.

Academic Classes in Student Centers

Academic classes are not permitted to reserve or hold class sessions in the Student Centers. The following exceptions may be considered, but not guaranteed, on a case-by-case basis by Student Centers and Activities Leadership:

  • A one-time special class meeting of an ongoing class booked in a regular classroom space. For example, a special guest who requires a large space, or a special setup or showcase of student work, which cannot be accommodated in the regularly scheduled classroom.
  • Temporary, time-bound (limited number of classes) accommodation requests due to regular class space being disrupted by facility or weather-related problems. For example, a section of a classroom building loses power for a few days, and the University needs to temporarily relocate scheduled classes until the repair work is completed.
  • The class requires a setup that is not available in the classroom space for the class size needed. For example, classes that use a collaborative setting and require round tables in an open venue.

All requests for exceptions must be submitted to the Meetings and Events Office for review and approval no less than six weeks in advance.

Academic Space

For Departments:

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:

Student organizations must be registered with and recognized by Rutgers University to reserve university facilities for meetings and events, including academic spaces and classrooms. The primary functions of classrooms at the university are for academic and instructional use. Student organizations are permitted to use 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 Office 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 Office no less than 10 business days in advance.

Advertising, Posting, Flyers, and More

This policy outlines the signage guidelines for Student Centers and Activities. Any sign found that does not meet the guidelines outlined in this policy will be removed.

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 from one of the locations listed below before posting. Flyers will be stamped, dated (with start and end dates), and initialed. Student Centers and Activities reserves the right to refuse to post or distribute any material that violates the University’s Student Code of Conduct or university policy.

All advertisements may be posted no more than five days before 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 name, 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 the walls, doors, windows, stairwells, hallways, or other painted and/or glass surfaces of the Student Centers. 

No advertising or posting for any event, program, or service is permitted on the exterior of the Student Centers facilities. 

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 in 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 Campus: Busch Student Center Information Desk
  • College Ave Campus: College Avenue Student Center Information Desk
  • Cook Campus: Cook Student Center Information Desk
  • Douglass Campus: Douglass Student Center Information Desk
  • Livingston Campus: Livingston Student Center Information Desk

Student Organizations:

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.

Posters on Easels

One outdoor and one indoor easel is available on the day of the event, if requested and approved in advance of your event. These easels are commonly used to inform participants and to direct students and guests to the location of the event. The exact location of the easels will be determined by the 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.

Alcohol

General consumption, possession, and/or being under the influence of alcohol or illegal drugs is not permitted. Guests under the influence of alcoholic beverages and/or other drugs or who exhibit disruptive behavior will not be permitted in the Student Centers. Any guest demonstrating these behaviors will be instructed to vacate the building; failure to do so will result in staff contacting RUPD.

Events Serving Alcohol:

Any event involving alcohol must have an assigned Event Coordinator.

Sponsoring organizations, departments, or clients hosting 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.

Alcoholic beverages may only be served with advance permission, no less than thirty (30) business days in advance, through the Meetings and Events Office.

Organizations requesting permission to serve alcohol must:

  • Complete all required forms and approvals.
  • Comply with all Rutgers University policies and applicable laws.
  • Communicate alcohol service plans during the planning process.
  • Obtain any required permits and authorizations.

Requests involving alcohol should be submitted at least thirty (30) business days before the event date to allow sufficient time for review and approval.

In most cases, alcohol service is coordinated through Rutgers University Dining Services, which assists Event Contacts with the required approvals, forms, and planning requirements associated with alcohol service.

Submission of alcohol-related documentation does not guarantee approval.

Events involving alcohol may require additional operational review, staffing considerations, safety considerations, and event planning support.

Alcohol service policies for external clients are currently under review and may be updated as departmental practices evolve.

Events hosted by non-university guests may require the presence of university-approved security on-site at the guests’ expense, and alcohol service must conclude by 11:00 pm or one hour before the scheduled event end time, whichever is earlier. Alcohol service is only permitted for a maximum of five (5) hours. Events charging for alcohol are responsible for supplying a Social Affair Permit purchased from the State of New Jersey. This process may take up to four (4) weeks to complete and can be done through the New Jersey Division of Alcoholic Beverage Control (DABC). It is the responsibility of the group to secure necessary licenses and/or permission for the purpose of serving alcoholic beverages.

Student Organizations:

Student Organizations providing alcohol at events must have at least one designee certified by a program (e.g., Training for Intervention Procedures, Techniques of Alcohol Management, etc.). A licensed bartender may be hired to monitor the distribution of alcohol, but a certified representative of the student organization must be present to ensure compliance with university policy. Alcohol consumption as part of a competition, such as drinking games or chugging contests, is not permitted.

Alcoholic beverages may only be served with advanced permission, requested at least thirty (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 Office by completing the required forms, applications, and approvals. Submitting a request does not guarantee approval. 

Please also see:

Animals

Only service animals or animals that are part of a recognized student organization or department (e.g., Rutgers Seeing Eye Puppy Raising Club) are permitted in the Student Centers. All service animals must remain under the handler’s control. A service animal can be a dog or a miniature pony and is considered a working animal rather than a pet. Service animals will be asked to leave the facility if the animal’s behavior poses a direct threat to the health or safety of others or is disruptive to an event or service provided in the Student Centers (e.g., barking repeatedly).

Emotional Support animals, comfort animals, and therapy dogs are not considered service animals and are not permitted in the Student Centers.

Exceptions to this policy may be considered in the event that a group making a reservation in the Student Centers is hosting a program that would include animals for a program-specific purpose. The purpose of the event must be aligned with the request to include animals, and must be approved in advance.

Bake Sales and Candy Sales

Student organizations who wish to hold a bake sale in a Student Center or academic space can reserve a table by going to centerres.rutgers.edu and should abide by the Fundraising, Ticket, and Vendor Sales policies (See “Tabling in Student Centers” Section). Only homemade baked goods (items that do not require temperature controls [heat or cold]) may be sold at tables reserved for bake sales. No other foods are permitted.

At your Bake Sale, it is suggested you have a list of ingredients for each item for sale available for review and REQUIRED that you have a visible sign that states: “Items for sale were not prepared in a commercial kitchen and thus may have a higher risk of allergens associated with foodborne illness.”

Student organizations may use Venmo for fundraising tables (i.e., Bake Sales) in the Student Centers. You must discuss with your advisor the use of Venmo before using it at a fundraiser.

Fundraisers that include candy (i.e., Candy-Grams) are acceptable, provided that all candy is pre-packaged and individually wrapped. Unacceptable candy includes items such as M&M’s that are open and sorted out, or any type of bulk candy that is not individually packaged. You should never open or touch any candy that you are distributing to others as part of your fundraiser.

[Link to updated Bake Sale Policy for student orgs here]

Banners must be for university departments or student organization events and are subject to Student Affairs or Student Centers and Activities approval.

The hanging of banners is permitted in designated areas within select Student Centers. 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 centerres@echo.rutgers.edu.

Banners are scheduled for one week on a first-come, first-served basis. All groups must check in with the banner in the Student Center Office in the building where 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 the sponsoring organization’s name and contact information (email, phone number, website, or address). Banners left hanging after the reservation expires will be removed and properly disposed of. Student Centers and Activities assume no responsibility for banners left unclaimed.

Disclaimer: Banners represent the views of the organization/department, and do not represent the opinion of Rutgers University or Student Centers and Activities.

Bicycles, Rollerblades, Scooters, Hoverboards, Skateboards, and Other Similar Personal Transportation Devices

Skateboards, scooters, rollerblades, and other portable personal transportation devices must always remain with the owner and cannot be ridden inside any student center space. Devices cannot impede building traffic, cause any safety concerns, or interfere with ingress/egress into spaces. The only exception is wheelchairs and accessibility equipment.

Bicycles are not permitted inside the Student Centers and must be parked at designated racks. They cannot be locked or chained to fences, handrails, trees, or other unapproved locations. Bicycles may also not be locked or stored in a way that would obstruct the use of sidewalks, ramps, or pathways that would interfere with ingress/egress from buildings, including handrails.

Student Centers and Activities are not responsible or liable for the security of these items. Student Centers and Activities reserves the right to contact University Facilities to remove any items that fail to abide by these regulations.

Bulletin Boards

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 of 11in. x 17in. size. Bring flyers to the Information Desk (or Operations Office) in each Student Center, and staff will put them up on the board.

Cancellations and No-Shows

A cancellation fee will be assessed for space not cancelled within an allotted time to allow for rebooking of the space. The cancellation fee schedule is as follows:

Large Programming Spaces (e.g., multi-purpose rooms, lounges, outdoor spaces):

  • Sixty days or less: $100.00 or half the room rent charge, whichever amount is greater
  • One day before event or later or a No-Show: $200.00 or the total room rent charge, whichever amount is greater.
  • All No-Shows will also be charged for set-up and equipment.

Regular Meeting or Conference Rooms and Contact Tables:

  • Five business days or less: $25.00
  • One day before event or later or a No-Show: $50.00 or half the room rent charge, whichever amount is greater, plus set-up and equipment charges.

Other Reservable Spaces (e.g., banners, donation boxes, display cases):

  • One day before 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 of any other existing reservations. If it is necessary for a university department or student organization to cancel a reservation, please contact the Student Centers’ Meetings and Events Office via email at centerres@echo.rutgers.edu. Phone calls or voicemails are not acceptable. Cancellations by non-university clients are outlined in their reservation contracts.

Cleaning and Trash Removal

The sponsoring organization is responsible for the removal of decorations, excess food, bulk trash, supplies (e.g., boxes, crates, lumber, pallets, paint, packing materials, and soil) at the conclusion of the event.

Sufficient time should be planned so that the next client scheduled in the space is not delayed.

All rooms will be checked upon completion of the event. Failure to properly remove excess trash, decorations, etc. will result in charges to the sponsoring organization:

  • Meeting Rooms: $75 (minimum)
  • Multi-Purpose Rooms and Lounges: $150 (minimum)

Some events may require refundable deposits.

Cold Sparklers (cold spark machines)

Cold sparklers (or “cold spark” machines) are not permitted in any of the Student Centers without advanced approval; approval requires meeting all of the requirements stated below.

The use of "cold spark" machines in New Jersey is subject to regulations outlined in the New Jersey Uniform Fire Code (NJAC 5:70), as well as National Fire Protection Association (NFPA) standards, particularly NFPA 1126 and NFPA 160. 

Key regulations and requirements:

1. Permits: A permit is required for any event utilizing cold spark machines. Applications must be submitted to the local fire prevention bureau at least 14 days in advance.

2. Clearance: A minimum 10-foot clearance must be maintained between cold spark machines and any combustible materials.

3. Exits: All exit access must always be maintained, ensuring they are not blocked by the machines or attendees.

4. Fire Extinguisher: A Class D fire extinguisher with a current inspection tag must be present and ready to be available for use with the machine(s).

5. Diagram: A detailed floor plan indicating the location of the machines, tables, chairs, exits, and clearance from combustible materials is required.

6. Compliance: The use of cold spark machines must comply with requirements outlined in NJAC 5:70 (2018 New Jersey Uniform Fire Code), NFPA 1126 (2021) and NFPA 160 (2021).

Additional considerations:

  • Cold spark machines, while advertised as "cold," still produce hot sparks that can cause burns or ignite nearby combustibles if precautions are not taken.
  • Titanium powder, the source of the sparks, can spontaneously combust at air temperatures as low as 482°F.

Damage, Theft, and Vandalism

The Student Centers are not responsible for damage, theft, or vandalism to the sponsoring organizations and their guests’ personal items.

The sponsoring organization is responsible for the condition of the premises during the tenure of their reservation.

The sponsoring organization is granted the right to inspect the premises before 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 at the current rate.

Some events may require a refundable deposit.

Decorations

Sponsoring organizations may decorate a reserved venue under the following guidelines:

  • Cold sparklers (See “Cold Sparklers” policy above).
  • Glitter or any type of confetti cannot 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.
  • All painted decorations must be completely dry.
  • Wall hanging items (posters, banners, and signage) may be adhered to walls using blue painters' tape only. Use of any other type of tape (Scotch, duct, hanging strips, etc.) is not permitted.
  • Battery-operated candles (e.g., LED candles) are permitted; however, in accordance with university policy, open flames, incense/perfume, or the burning of any other material is not permitted.
  • String lights must be hung in a manner that does not result in damage or present a safety hazard.
  • Windows or any Rutgers University logo and/or signage, including emergency and wayfinding signage, are not to be covered under any circumstance.
  • Fire extinguishers cannot be covered under any circumstance.
  • For decorating, paint and/or any other decorative materials are permitted only in non-carpeted venues.
  • All tables must be covered with a protective material (e. g., tablecloth, tarp, etc.) when crafting is associated with an event.
  • All theatrical sets, props, or artwork painted outside of the Student Centers must be dry before an event setup.
  • All details concerning any decorative items that are being provided by an external rental company must be communicated in advance to the Meetings and Events Office before delivery.
  • All decorations must be promptly removed at the conclusion of the event unless prior arrangements have been made with the Meetings and Events Office or the Student Center.

At the conclusion of all events, it is the responsibility of the sponsoring organization to thoroughly clean all rooms used of decorations or other material used during the event.

Sufficient time for cleanup should be planned and included in your reservation as post-cleanup to avoid delays for the customers using the space after each event.

If damage or excessive cleaning is needed because of an event, please refer to our Damage, Theft, and Vandalism Policy and Cleaning and Trash Removal Policy.

Donation/Collection Boxes

Departments and student organizations may request space, via the Meetings and Events Office, located at the various Student Centers’ Information Desks to collect for causes (e.g., food banks, clothing drives, and books). Confirmations will include detailed expectations for donation/collection boxes.

Boxes must be clearly marked with sponsoring organizations' information, the name and purpose of the collection, and the dates the collection is taking place.

Boxes must be neatly decorated and maintained during the collection dates.

Reservations for box donations will be limited to two weeks at a time to ensure space is granted to all organizations and will be approved on a first-come, first-served basis.

Boxes not disposed of or collected at the end of the collection date will be treated as abandoned property.

Equipment

General:

All equipment (i.e., tables, chairs, stage, audio-visual, etc.) must be set up and broken down by Student Centers staff. An Audio-Visual (AV) tech may be required to operate equipment; Student Center and Activities staff will determine if an Audio-Visual Technician is required to operate equipment during the reservation process.

Student Centers must approve any equipment furnished by a non-university source.

Outside lighting, sound, or electronic equipment may not be patched or plugged into Student Center-owned systems without prior written authorization and supervision from a Student Center AV Technician.

Student Centers do not rent or reserve equipment for use in other facilities.

All equipment is booked on a first-come, first-served basis.

The sponsoring organization will incur established set-up charges for all requested equipment, regardless of whether the equipment is ultimately used during the event. The sponsoring organization will be charged the current rate for furniture and equipment, plus a 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.

Responsibility:

The sponsoring organization will be responsible for all equipment (i.e., tables, chairs, stage, audio-visual, etc.) and will be held liable for any equipment that is lost, stolen, damaged, or misplaced during their event. The sponsoring organization is responsible for safeguarding all materials, goods, and property owned, supplied, or utilized by the sponsoring organization, department, clients, exhibitors, presenters, and guests. The sponsoring organization will waive any claims against Rutgers University, Student Centers and Activities, its staff and designees for damages, theft, or loss of property.

Special Equipment Requests:

The sponsoring organization that brings in equipment that requires access to water, electricity, satellite, internet, and/or cable feed or similar systems must receive advanced approval and 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.

Food

Catering:

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.

As per the University’s pouring rights contract, only Coca-Cola beverages may be served.

Cultural Food:

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.

Submitting a waiver does not guarantee approval. Organizations or departments using a cultural caterer must notify the Meetings and Events Office by completing the required forms, applications, and approvals.

An approved caterer must meet all health, safety, and insurance standards as determined by the University Sanitarian and the Department of Risk Management and Insurance.

Departments and non-university organizations choosing to use external caterers will be subject to additional fees.

Donated Food:

All donated foods must come from an approved vendor or caterer.

Potlucks:

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 Refreshments:

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.

As a reminder, 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.

Free Expression

Rutgers is committed to the freedom of speech. The free expression and discussion of ideas is essential to our university’s core mission and values. We encourage open and civil discussion, debate, and exploration of ideas and viewpoints while we preserve the right of all in our community to learn, teach, and carry out the university’s essential work. 

Learn More.

Fronting

Fronting, which consists of eligible University student organizations and/or departments reserving space for another person and/or group in an attempt to avoid required monetary or other contractual obligations, is not permitted. This includes hiding or intentionally concealing the identity of the true client due to non-eligibility for use of facilities.

Genuine sponsorship requires meaningful involvement by the sponsoring student organization or University department in the planning and execution of the event. The sponsoring organization should have a clear connection to the purpose of the event and assume appropriate administrative and/or financial responsibility for the reservation. A representative of the sponsoring organization must remain actively involved throughout the planning process and, when required, be present for the duration of the event.

Departments and organizations found to be fronting will be charged the maximum applicable rate and subject to the loss of reservation privileges.

Gambling and Games of Chance

Games of Chance, limited to raffles and bingo, are lawful activities in the State of New Jersey when, and only when, the sponsoring organization is registered with the state and licensed with the local township in which the drawing takes place and the prizes are awarded. 

The initial procedure to register a sponsoring organization and license their activity is listed below. Additional guidelines from the New Jersey Legalized Games of Chance Control Commission may apply once a sponsoring organization becomes registered. 

The sponsoring organization must first submit an Initial Affidavit and Application for Biennial Registration (found at: http://www.state.nj.us/lps/ca/lgccc/ at the bottom of the page, click Applications), along with the organization's constitution and bylaws, to the New Jersey Legalized Games of Chance Control Commission. Political clubs and organizations are not eligible to apply for registration. 

There is a fee for the registration certificate ($100, non-refundable), and it is a biennial (2-year) registration for the requesting organization. Checks must be made payable to the “Legalized Games of Chance Control Commission.” This fee must be paid out of your generated revenue line. 

If approved, the registration certificate will be mailed to the requesting organization along with a copy of the legalized games of chance laws for the State of New Jersey, which usually takes up to 90 days if the application is filled out completely and satisfactorily. 

For additional information, contact: New Jersey Legalized Games of Chance Control Commission, P.O. Box 46000, Newark, NJ 07101, (973) 273-8000 phone, (973) 648-4908 fax, https://www.njconsumeraffairs.gov/lgccc  

Special Note: Rutgers University in no way endorses or encourages organizations to hold or sponsor events involving games of chance. The above procedures have been enumerated for information purposes only. The Division of Student Affairs and Rutgers University accept no responsibility or liability for legalized games of chance sponsored by student organizations. Adherence to the appropriate procedures and applicable state and local municipality laws and ordinances is the sole responsibility of the sponsoring organization. The sponsoring organization will violate state and local law if tickets are printed and/or sold or if a bingo or raffle event is advertised or publicized before receiving the New Jersey registration certificate and the local municipal games of chance license. 

Guests

Sponsoring organizations 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 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. During intersession, summer session, and winter session, the hours of operation will vary. Requests for special accommodations (e.g., opening early, closing later, opening on special weekends) must be made through the Meetings and Events Office and approved in advance of the event or program. Additional fees will apply.

Extended Hours (Early Opening/Late Closing):

Requests for special accommodations (e.g., opening early, closing later, opening on special weekends) must be made through the Meetings and Events Office and approved in advance of the event or program. Additional fees will apply.

Summer Hours and Breaks:

Requests for special accommodations (e.g., opening early, closing later, opening on special weekends) must be made through the Meetings and Events Office and approved in advance of the event or program. Additional fees will apply.

Insurance

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 the Meetings and Events Office no less than 30 days before 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.

Intoxication

Sponsoring organizations having an event where alcohol will be served are responsible for compliance with Student Centers, university, state, and federal regulations governing the use of alcoholic beverages.

  • No intoxicated individuals will be permitted in the Student Centers. Individuals who appear to be intoxicated will be asked to leave 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.

Invoicing/Billing

General:

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.

Payment Information:

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 the date of invoice.

Non-university clients must pay a non-refundable deposit at the time of booking (usually half of the room rental charges). Full payment is due one month before the program date based on the estimate. Any additional charges will be due 30 days from the date of invoice.

Large or Complex 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, performers, speakers, guests, etc.
  • 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 amount will be deposited into the student organization’s SABO account.

Guest Policy:

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.

Security Policy:

The Student Centers, in consultation with the 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 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.

 

Loading Docks

Student Center loading docks and delivery areas are for loading and unloading only. Access to loading docks or delivery areas must be coordinated prior to event. There is no parking in the loading dock or delivery areas. Vehicles remaining after loading and unloading must move to designated parking location to avoid being ticketed and/or towed at the owner’s expense.  

Lost and Found

Student Centers and Activities utilizes the web application, Pixit, to manage the items placed in our lost and found inventory. The Pixit system can be searched for various items and allows guests to file a claim for an item at any time and from any device.

Found an Item?

Items that are believed to have been lost by an owner may be returned to any Student Center Information Desk.

Looking for an Item?

To inquire about a lost item that may have been turned in:

Check the Pixit database in the Center where you believe the item was lost. For more information, please visit here.

If your item isn’t listed, please file a claim.

Lost items are kept in Student Centers for a maximum of 14 days. Guests are not permitted to search the physical Lost and Found inventories in the Student Centers. Individuals must fill out the claim form through Pixit and provide an adequate description of the item before the item is shown to a claimant.

Guests looking for lost items should also check the Rutgers University Police Department’s Lost and Found Database.

Meal Packaging Events

Student organizations may have meal packaging events, but must follow the following policies:

Meal Packaging events should be for a specific community partner that has been contacted and agreed to accept the packaged meals.

Student organizations may NOT use temperature-controlled items when packaging meals (i.e., deli meats, mayonnaise, salads). We recommend peanut butter and jelly sandwiches!

When preparing meals, student organizations must:

  • Wear gloves
  • Cover tables with plastic tablecloths
  • Use plastic utensils
  • Clean the space and throw away all used items

Movies and Television

Proper license and copyright approval must be obtained before showing any movies or television shows for public viewing in the Student Centers. To secure a site license, groups must contact a major film distributor (i.e., Swank Motion Pictures, New Yorker Films, etc.). Licensed distribution companies distribute films of the major studios and are equipped to provide licenses for public viewing.

Screening a movie or television show without public distribution licensing or bringing in a personal copy to show for the general public is illegal and subjects the parties involved to fines up to $50,000. To abide by copyright laws, a site license must be purchased.

Movie showings must clearly identify the sponsoring organization, the name of the film, and the movie rating in all advertisements and promotional efforts.

Whenever possible, closed captioning should be utilized when screening movies.

 

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.

Occupancy

State and local fire codes establish the maximum occupancy for Student Center venues and programming spaces. Maximum occupancy may vary based on the approved room setup, furniture configuration, equipment, staging, and other event-specific conditions.

Sponsoring organizations, departments, clients, and guests are responsible for adhering to the established capacity of the reserved space. Attendance may not exceed the approved occupancy at any time.

Student Center employees will not provide, add, or permit additional seating beyond the approved room setup or stated capacity of the space. Requests to add chairs, tables, or other furnishings that would increase occupancy or interfere with required aisles, exits, accessibility routes, or other life-safety requirements will not be accommodated.

If attendance exceeds the capacity of the reserved space, Student Centers and Activities may restrict additional entry, require adjustments to the event, or take other appropriate action to maintain a safe and compliant environment. When feasible, staff may work with the sponsoring organization to identify alternative options; however, alternate space or additional seating cannot be guaranteed.

Parking

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. 

Additional information can be found at: https://ipo.rutgers.edu/parking/events.

Posting Policy

All postings must be approved and may only be displayed on approved bulletin boards and information desks.

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 the Guidelines for Free Expression: https://free-expression.rutgers.edu/policies-and-standards/free-expression-guidelines

Reservations and Reserving Space

General:

Student Centers and Activities’ spaces and equipment are reserved in priority order. See Priority Scheduling.

Student Centers and Activities reserves 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.

Student Centers and Activities reserves the right to keep the privacy of its clients and those dates and spaces that clients have reserved. See Privacy Act.

Priority Scheduling:

University campus-wide major events receive 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.

Reservation Agreement:

Sponsoring organizations, departments, and clients are expected to submit reservation requests in good faith and provide complete and accurate information regarding the nature, scope, anticipated attendance, set-up requirements, equipment needs, and other operational details of their event. Student Centers and Activities relies on this information to identify the most appropriate space, allocate resources effectively, and support a safe and successful event experience. Material changes to an event should be communicated promptly, as they may require adjustments to the reservation or additional planning. Providing incomplete or inaccurate information may result in changes to the reservation, additional planning requirements, or the denial of the request.

A Reservation Agreement is the contract between the Student Centers and Activities, an agent of Rutgers University, and the sponsoring organization. The agreement lists the dates, times, venue spaces, equipment, services, or other event-related details requested by the 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.

Student Centers and Activities reserves 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.

Fees:

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.

Denials:

Student Centers and Activities reserves 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.

Estimates:

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 setups, number of participants, type of activity, equipment requirements, and other support services and associated personnel.

Changes requested in less than three business days cannot be guaranteed.

Meeting Rooms Lottery:

If necessary, Student Centers and Activities reserves the right to host a meeting room lottery for high-demand spaces in the Student Centers for Student organization meetings.

Reservations Status:

  • 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 Office. 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.
  • Details Due: A formal request to reserve a facility for a date(s). Final information must be provided no later than two weeks before the event date.
  • Confirmed: A reservation request that has all required information and approvals as determined by the Meetings and Events team.

Transferring Reservations:

Reservations are non-transferable. If a group no longer needs a space, please refer to the Student Centers and Activities Cancellation and No-Show Policy.

Departments and student organizations transferring reservations will be subject to a loss of reservation privileges.

Safety/Security

Student Centers and Activities staff consult with Rutgers University Police to identify risks associated with requested event(s). All related security fees will be the responsibility of the sponsoring organization/department or client.

The following factors are used to determine the need for security, including but are not limited to:

  • Type and scope of event (lecture, concert, dance, talent show, party, etc.)
  • The day and time of the event, as well as any scheduled University-wide events
  • Location and event set-up (open floor, theatre)
  • History of sponsoring group, performers, and/or act
  • Number of expected attendees
  • Affiliation of attendees (University only, University students and guests, open to the public, etc.)
  • Events serving alcohol

Smoking

In accordance with the New Jersey Smoke-Free Air Act, which was enacted by the Senate and General Assembly of the State of New Jersey, Rutgers, The State University of New Jersey (“Rutgers” or “University”), has adopted a policy to prohibit smoking in any portion of a building that is owned and operated by Rutgers. In addition, Rutgers’ policy prohibits the use of all tobacco products on each of its campuses, including all outdoor areas on campus grounds.

Smoking and tobacco use shall be prohibited in classrooms, lecture halls, auditoriums, and in any portion of a building used as a dormitory that is owned and operated by Rutgers.  Smoking and tobacco use are prohibited on all campus grounds.  This prohibition on smoking and tobacco use shall include gymnasiums, playing fields, and other recreational areas.  Smoking and tobacco use are also prohibited in all University-owned or -leased vehicles.  Electronic smoking devices are also prohibited in the same locations and in the same manner as set forth above.

Please see 20.1.22 Tobacco Free Policy

Solicitation

Solicitation as defined by local, state, and federal law is prohibited on the property of Rutgers University.

Student Centers and Activities supports the free exchange of ideas and information while maintaining safe, orderly, and equitable access to shared facilities.

Fundraising, sales, recruiting, and information distribution activities may only occur in designated locations and through approved reservation processes.

All tabling activities must be approved in advance through the Student Centers' reservation process.

Users may not:

  • Obstruct entrances, exits, hallways, or pathways of individuals and passers-by.
  • Harass, pressure, or intimidate individuals.
  • Use amplified sound without authorization.
  • Collect personal financial information without approval.
  • Engage in activities prohibited by university policy or applicable law.

Organizations are responsible for the conduct of all representatives staffing a table.

  • Rutgers University Policy Library
  • Student Code of Conduct
  • Student Centers Advertising and Posting Policy
  • Public Forum Guidelines

Storage/Shipping

Student Centers and Activities has limited space to store materials and/or equipment for groups utilizing reserved space. Packages can only be received during the Student Centers’ normal hours of operation and will not be accepted without advanced approval, confirmed by both the Meetings and Events Office and Student Centers Operations staff. All materials must be clearly marked with the reserving group or guest’s name, event reservation number, and event date. Items shipped without prior approval will be refused and returned to the sender.

Student Centers will not accept COD (Cash-on-Delivery) packaging.

All packages and items must be picked up by the group and/or guest at the conclusion of the event. Student Centers does not offer shipping services. Guests are responsible for return shipping arrangements, such as attaching labels and arranging for pickup.

Any items left following an event will be treated as abandoned property (see policy above). Student Centers are not liable for any stored items.  

Sponsoring Organizations

Sponsoring organizations/departments or clients are defined by one of the following, and entitled to reserve space in the Student Centers accordingly:

Student Organization:

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).

University Departments:

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).

Chaplaincies:

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).

Affiliated Congregation:

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:

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).

Tabling

General:

Contact Tables are available in the Student Centers for information distribution, fundraising, ticket sales, and employee recruitment on a first-come, first-served basis. Each reservation includes one table and up to two chairs.

Space Limitations & Setup:

  • Physical Footprint: All display materials, signage, banners, and organizational representatives must remain within 3 feet of the designated 8'x8' footprint of the assigned table.
  • Egress & Accessibility: Displays must not block main walkways, fire exits, doors, or ADA accessibility routes.
  • Active Solicitations: Representatives must remain behind or immediately adjacent to their assigned table and may not approach individuals in high-traffic corridors outside their assigned area.

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.

The 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).

Outdoor Contact table reservations are for tabling only. No performances or mid- to large-scale events are permitted as a “contact table.” At the discretion of Student Centers and Activities, reservation requests that are determined to be larger than a tabling event will be relocated to other outdoor reservable spaces (i.e., Morrel St. at College Ave.) when scheduling permits. 

An outdoor contact table may sell items; all merchandise offered for sale must comply with applicable trademarks, copyright, patent, and other intellectual property laws. The University reserves the right to prohibit the sale of any item believed to violate these laws. If the items being sold cannot be displayed in their entirety on the provided table, then the reservation may be relocated to other outdoor reservable space, if possible.

Violations may result in:

  • Immediate removal of materials
  • Closure of the table activity
  • Loss of future tabling privileges
  • Referral to appropriate University conduct processes

Employee Recruitment:

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, sales of items produced by members of the organization (e.g., Yearbook, crafts), or sales 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). See Bake Sale Policy for additional information.

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 and Activities 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.

Information Distribution:

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.

Venmo Policy

Student organizations may utilize Venmo when conducting small fundraisers for product sales such as bake sales, flower sales, candy sales, and jewelry sales, in all Student Centers. 

The Venmo transactions must be redeemed, and all funds raised using Venmo must be deposited in the student organization's SABO account within 72 hours of the fundraiser via cash or a check. 

Additionally, all cash collected at contact tables must be deposited at the Student Center administrative office in which the sale takes place and/or nearest Student Center to the academic space. Deposited funds will be transported to the SABO office to be deposited in the organization's SABO account. 

At this time, Venmo can be used for product sales only. Venmo is prohibited from being used for ticket sales. If your organization plans on selling tickets for any event, please be sure to review further the ticket sales section of this handbook. If you have any questions, please contact Student Involvement and Leadership.

Weapons

Rutgers University prohibits the use or possession of any weapons as defined in N.J.S.A. 2C:39-1, in all campus buildings, on all University properties, in all University facilities, and at all University events. Violators of this policy may be removed from campus, arrested, expelled, suspended, placed on probation, or subject to discipline, up to and including termination. Individuals shall be held accountable through the criminal justice system and/or the Office of Student Conduct.

This prohibition may not apply to authorized law enforcement personnel pursuant to N.J.S.A. 2C:39-6, if an exemption applies to carry a weapon on campus.

All state and federal statutes and local ordinances regarding the possession of firearms and weapons, including imitation firearms, both legal and illegal, apply on all University property and University events, and any applicable statutes, laws, regulations, and ordinances are hereby incorporated by reference as if set forth here at length.

Under New Jersey statutes, "Weapons" are defined as “anything readily capable of lethal use or of inflicting serious bodily injury.” The term includes, but is not limited to air guns, spring guns or pistols or weapons of a similar nature in which the propelling force is from an elastic band, carbon dioxide, compressed or other gas or vapor, air or compressed air or ignited by compressed air and ejecting a bullet or missile, knives, clubs, night sticks, metal knuckles, firearm silencers, armor piercing ammunition, zip guns, and chemical substances such as pepper spray over ¾ oz. Refer to N.J.S.A.2C:39-6 to review permissible conditions for carrying chemical substances for personal self-defense.

Weather

Any Reservation Agreement that is cancelled by the university, 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 these reservations will be given first priority over 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 in 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 Office: 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: University department, offices, student organizations, alumni-based organizations, or non-university clients 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.