Office of Reservations and Special Events Policies
Full Policies for the Office of Reservations and Special Events
Full Policies for the Office of Reservations and Special Events
Any property brought in for an event that is not removed and/or claimed within 48 hours following the conclusion of an event/meeting will be considered abandoned by the Sponsoring Organization, Campus Department, Client, its users, or exhibitors. The Office of Reservations and Special Events may take possession of said property and treat it as its own or dispose of such property without liability. The contracted client may be liable for any costs incurred in disposing of any abandoned property. Rutgers University and the Office of Reservations and Special Events are not responsible for monitoring or securing any equipment brought in by a client or third party vendor for an event and will not be held liable for any loss or theft.
Academic classes are not permitted to reserve or hold class sessions or exams in the Paul Robeson Campus Center or Ruth Bader Ginsburg Hall. The Office of Reservations and Special Events does not reserve academic/classroom space for departments, nor does this office take reservations for events that are to be held in academic spaces. All those interested in reserving rooms in academic spaces should contact the Office of Academic Scheduling at firstname.lastname@example.org.
All flyers, posters, banners, etc. must receive an approval stamp prior to posting in the Paul Robeson Campus Center. Stamps may be obtained from the Office of Reservations and Special Events in suite 203 at the Paul Robeson Campus Center. Materials must be stamped, dated (with start and end date), and initialed. The Office of Reservations and Special Events reserves the right to refuse to post or distribute any material that violates the University’s Student Code of Conduct or University Policy.
Amplified Sound is classified into two types: Intermittent and Continuous.
Intermittently Amplified Sound – Any audio that is made at irregular intervals. Examples would include speeches or audio recordings less than 3 minutes in length that are not played ‘back-to-back,’ e.g., played with more than 10 minutes between recordings.
Continuously Amplified Sound – Any audio that is made at regular and/or sustained intervals. Examples would include DJs playing music, a concert or performance (whether music or spoken word), or recordings longer than 3 minutes in length and/or recordings played ‘back-to-back,’ e.g., played with less than 10 minutes between recordings.
DJs are not permitted to connect to any built-in systems in any space managed by the Office of Reservations & Special Events. DJs must provide their own amplification equipment.
Outdoor events must endeavor to maintain a respectful noise level. Amplified Sound is any sound, music, speech, etc., that is projected or transmitted by electronic or mechanical equipment, including, but not limited to, amplifiers, loudspeakers, bullhorns, or similar devices. Amplified Sound is intended to be heard in the immediate area only.
Continuously Amplified Sound is only permitted during free periods (see Free Period), on weekdays from 9 pm-12 am, and/or on weekends from 4 pm-1 am. On weekdays from 7 pm-9 pm, Continuously Amplified Sound may be permitted, but at a significantly reduced decibel level, so as not to disrupt ongoing classes. Approval is required from the Events Office.
Intermittently Amplified Sound may be permitted at other times; authorization is granted on a case-by-case basis by the Director of the Events Office.
This policy for outdoor amplified sound applies regardless of whether a group is using equipment from the Office of Reservations and Special Events or providing their own equipment.
Only trained service dogs are permitted in the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, and Express Newark. Support animals are not permitted inside any building managed by the Office of Reservations and Special Events.
Service dogs should always be under the control of their handler. Service dogs must be harnessed, leashed, or tethered unless these devices interfere with the service dog's work or the individual’s disability prevents using these devices.
Advanced notice is appreciated, but not required.
Banners may be permitted for major university events in coordination with Student Affairs (e.g., registration, homecoming, etc.) and can only be hung by IPO/Facilities staff.
Unauthorized banners hung or displayed in the Paul Robeson Campus Center or Ruth Bader Ginsburg Hall will be removed and discarded without warning or notice.
Bicycles, rollerblades, skateboards, hoverboards, scooters (both powered and unpowered), and other similar devices/equipment are not permitted inside the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark at any time.
Bicycles, rollerblades, skateboards, hoverboards, scooters (both powered and unpowered), and other similar devices/equipment may not be ridden on the Samuels Plaza or the Residence Life Lawn at any time.
Business services such as printing, faxing, and copying are NOT available at the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark.
The Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, and Express Newark facilities are in high demand for meetings, retreats, conferences, galas, and other events; space is limited. Late cancellations prevent University departments or student organizations from making use of space. A cancellation fee will be assessed for reservations not canceled in a reasonable amount of time to allow for rebooking. The cancellation fee schedule is as follows:
Cancellations must be made in writing or through our online reservations portal to ensure the security of your reservation; phone calls, voicemails, and in-person cancellations are not permitted.
University departments, student organizations, and other university-affiliated clients with a reservations portal login must make cancellations through the online reservations portal at reserve.newark.rutgers.edu. Cancellations may be made online up to (3) business days prior to the booking date. Cancellations with fewer than (3) business days notice must be emailed to email@example.com and may be marked as a No Show.
Cancellation procedures by Non-university organizations or individuals (including staff or faculty hosting private events) are outlined in their reservation contracts. Cancellations must still be made in writing to firstname.lastname@example.org.
Failure to pay any late or no-show charges may result in a suspension of reservation privileges and possible suspension or cancellation of existing/upcoming reservations.
Chalking requests must be made one week (or more) before the first date of chalking by completing the chalking form. The following rules apply:
Sponsoring Organizations, Departments, or Clients able to reserve space in the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, Express Newark or other spaces managed by the Office of Reservations & Special Events are defined by one of the following:
Custodial staff may be provided for staff support during events. They will be on hand to ensure bathrooms stay clean and that garbage cans are emptied throughout the duration of an event. Custodial staff will assist in cleaning up spills or broken glass. Fees may apply based on the size, scope, time, and location of the event. All costs will be the responsibility of the Sponsoring Organization, Department, or Client. Additionally, the following policies and restrictions apply:
The Office of Reservations and Special Events is not responsible for damage, theft, loss, or vandalism to equipment or any personal items brought in or rented by the Sponsoring Organization, Department, or Client. Additionally:
Rutgers Newark is an “open campus.” It is a long held tradition that the entire campus community—students, faculty, and staff—have the right to hear and express diverse views. In addition, the freedom to demonstrate
in a peaceful and orderly fashion as a means of presenting viewpoints is recognized as an important exercise that should be preserved. On-campus demonstrations are permitted with the following restrictions:
Sponsoring Organizations, Departments, or Clients are responsible for ensuring that the reserved space is used according to the purpose for which it was reserved.
Facility requests are non-transferable.
Sponsoring Organizations, Departments, or Clients will be directly responsible for all fees, costs, and charges incurred through their reservations.
If you are interested in photographing or filming a commercial or documentary project on Rutgers accessible and architecturally diverse campuses across New Jersey, please review the processes and guidelines provided by the Office of Communications: https://communications.rutgers.edu/brand-policies/filming-photography-campus.
Firearms, weapons, ammunition, fireworks, explosives, and highly flammable materials are not allowed on the Rutgers-Newark campus.
Fronting consists of eligible departments, student organizations, or individuals reserving space in the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark 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 the Office of Reservations and Special Events is not permitted.
Events with gambling or other games of chance are currently not permitted in spaces managed by the Office of Reservations and Special Events.
The Sponsoring Organization, Department, or Client shall not bring onto the premises of the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark any exhibit, equipment, vehicle, or other items, which are potentially dangerous to persons and/or property or that, are incompatible with the structure, systems, or furnishings determined by the Reservations and Special Events Staff and Rutgers University Policies. Prohibited items include, but are not limited to:
Any Sponsoring Organization, Department, or Client that brings in any prohibited materials and equipment will be held directly responsible liable for any damage caused as well as any costs incurred in order to clean up and/or safely remove and dispose of hazardous materials and equipment. Groups are responsible for ensuring that their guests, staff, and any third-party vendors are made aware of these rules, and will be held responsible for their actions and may be subject to suspension or loss of privileges.
The Paul Robeson Campus Center and Ruth Bader Ginsburg Hall are open seven days a week during the fall and spring semesters. Intercession, summer sessions, and winter hours will vary. Special accommodations (e.g. early opening, late closing, opening on weekends) may only be made through the Office of Reservations and Special Events. The Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, and Express Newark are closed when Rutgers University is closed. Events requesting early opening or late closings* should contact the Office of Reservations and Special Events. Arrangements may be made on a case-by-case basis, for an additional fee.
Monday - Friday: 8am-10pm
Friday - Sunday: 8am-9pm
Sunday - Thursday: 8am-10pm
Friday - Saturday: 8am-11pm
Monday - Saturday: 8am - 10pm
Monday - Friday: 8am-5pm
Saturday & Sunday: Open by event request only (charges apply)
Monday - Friday: 8am-5pm
Saturday & Sunday: Open by event request only (charges apply)
Monday - Saturday: 8am - 10pm
Liability Insurance is required for all events held at Rutgers University.
Rutgers University-Newark Division of Student Affairs defines large events as programs with many complex variables regarding event type, attendance size, and facility limitations and use. All large event requests must be submitted at least ten (10) business days in advance.
In accordance with the University’s policies and guidelines regarding free speech and association, individuals may hand out petitions, surveys, leaflets, or other informational literature on grounds owned or controlled by the University. Informational literature is a flyer or poster that does not mention the sale of goods or services. Leafletting in a manner that is disorderly and/or disrupts the normal routine of campus life will be considered a violation of University rules and regulations. Distribution must be conducted in a way that does not interfere with the free and unimpeded flow of pedestrian and vehicular traffic or disturb or interfere with academic, institutional, or other approved activities. Leaflets shall not be used to hit individuals, and the use of leaflets in a hawking or shouting manner shall not be permitted. A student or organization distributing such literature shall clean the area around which the literature was distributed.
Any personal property found at the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark can be returned to room 203 at the Paul Robeson Campus Center and room 114 at Ruth Bader Ginsburg Hall. Property can be claimed from 9am - 4pm Monday through Friday. All property will be held for seven (7) days, after which time it will be turned over to the Rutgers Police Department. Personal property includes, but is not limited to, keys, wallets, phones, laptops, other personal electronic equipment, IDs, book bags/backpacks, etc.
The Sponsoring Organization, Department, or Client shall provide responsible adult supervision for youth participants (younger than 18 years of age) at all times throughout the program. The event group shall maintain such supervision within University facilities (or wherever the youth participants are on Rutgers’ property) at all hours that participants are located therein. Supervisors will act as liaison between University staff and the minor participant in the event of discipline, noise, or destructive behavior. The event group is also required to provide adequate supervision to youth participants as they travel on campus between residence halls, dining halls, and as they travel from area to area on campus. If the event group fails to provide said supervision, the University may hire additional security patrols or take other steps to ensure the safety of youth on campus and shall invoice the event group for the costs of such steps. Non-University organizations that wish to operate programs or activities involving minors in Rutgers’ facilities must ensure their programs are run consistent with the guidelines of the University Protection of Minors Policy. For more information, please go to http://protectminors.rutgers.edu/ or contact email@example.com.
Only Rutgers University recognized publications may be distributed in designated newspaper distribution areas within the Paul Robeson Campus Center and must follow municipal guidelines and Rutgers’ recycling procedures for disposal of outdated materials. All other periodicals or newspapers found at the Paul Robeson Campus Center or Ruth Bader Ginsburg Hall will be disposed of without notice.
Occupancy in the room used by event groups may not exceed the posted maximum capacity pursuant to fire and safety code regulations.
The Office of Reservations and Special Events is responsible for receiving and implementing reservations for the Samuels Plaza and Residence Life Lawn. All events taking place in outdoor spaces are subject to the
same policies and procedures as indoor events with the following additions:
The Office of Reservations and Special Events does not guarantee or provide any parking for events held at the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark. For information on non-University parking that may be available in the area, please contact the Office of Reservations and Special Events.
For additional information about parking in Rutgers’ lots, please contact Rutgers Parking at firstname.lastname@example.org.
Unless otherwise stated, failure to abide by any of these policies and procedures may result in the suspension or revocation of reservation privileges. Additionally, current and/or upcoming events may be suspended or canceled. Unless otherwise stated, penalties incurred by one member of a Sponsoring Organization, Department, or Client may affect the entire Sponsoring Organization, Department, or Client. I.e., if one member of a student group or department breaks these rules, all current and future reservations for the entire group/department may be affected. Written permission from the Director of Reservations and Special Events is required for reinstatement of privileges.
Rutgers University supports programs that encourage participation in the political process. Speakers with experience in various matters of government are invited to campus to express their viewpoints individually and through controlled organizations and newspapers. It is appropriate for the University as an educational institution to facilitate discussion and research on political activities generally. The guiding principle, however, is institutional neutrality in political electoral campaigns. No activity should give the impression that the University takes sides in a political campaign. This principle underlies the guidelines below on specific issues.
The Office of Reservations and Special Events will not sell or distribute any personal or identifying information gathered as part of our reservation process. All information gathered and shared with other University Departments shall be for data collection purposes only and will be stripped of all personally identifying information (including client/business name, phone numbers, emails, addresses, etc.).
Advanced disclosure of reservation information, including identifying 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).
Event names will be listed on the Rutgers-Newark online calendar. No other information will be publicly listed.
The Office of Reservations and Special Events does not collect or maintain any credit card data. All credit card data is processed and stored through NelNet.
Anyone planning to hold an outdoor public forum on the Samuels Plaza or the Residence Life Lawn, such as a rally or candlelight vigil, is encouraged to file a Public Forum Notification Form with Student Affairs. This process is applicable to all registered student organizations at Rutgers University that wish to hold public forums at Rutgers University. Forms can be picked up in the Office of Reservations and Special Events. Public forums are allowed on weekends from 8:30am-9pm by request only. Requests can be made at the Office of Reservations and Special Events. Student Organizations requesting to hold a public forum will require advisor approval. Set-up items (a table and two chairs) can only be accessed if this online form is completed.
The total number of tables and chairs is limited and are allocated on a first-come, first-served basis.
The use of amplified sound is strictly prohibited.
Student organizations that do not comply with Rutgers Public Forum Policy are subject to potential cost-associated penalties and may be referred to Student Conduct.
Exceptions may be made to the use of amplified sound or off-hours usage by the Dean of Students based on the nature of the event. In this instance, the student will be asked to bring their form to the Dean of Students to get written approval and then submit it to the Office of Student Life.
To keep a thorough record and to ensure all event requests are processed properly, any requests to add or change the room or date/time of the event must be made in writing via an additional reservation form. Reservation forms with changes to existing reservations should be marked “changes” and reference a current Reservation ID number. Additional fees may apply.
Upon approval of an event, the Office of Reservations and Special Events will send out a Confirmation document confirming all details of the event reservation. Until a client receives this document, their event has not been confirmed. Clients are not permitted to send out marketing material, book guests/speakers, send out invitations, rent equipment, etc., until this confirmation document has been received. Event Clients must bring a copy of their confirmation document with them on the day of their event. Failure to bring a copy of a confirmation document may result in the delay or denial of an event reservation.
The Office of Reservations and Special Events 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 or availability 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, the Rutgers University Police Department and the Officer of Emergency Management may cancel or delay an event for safety (e.g., weather, loss of power or water, natural disaster, etc.) 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 with an alternate space, date, and/or time. Event groups are not permitted to reassign or give away their reservations to another group, department, or organization. For more information, see Fronting. Challenges to this policy must be made in writing and submitted to the Office of the Chancellor.
Clients are not permitted to use the Rutgers University name or registered trademarks in connection with any publication, advertisement, marketing, or in any other manner without the prior written approval of the Rutgers Office of Licensing and Trademarks. Rutgers’ name may only be used in reference to the program location. Agreeing to provide space for a program/event may not be construed in any manner as Rutgers University providing sponsorship, endorsement, or support of any group, organization, individual, or program. Please visit http://ucm.rutgers.edu/trademark-licensing/overview for additional information.
Reservations and Special Events staff consult with the Office of Emergency Management and the Rutgers University Police Department to identify risks associated with all events hosted in the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, Express Newark, and associated outdoor areas. This review determines the need and numbers for security, metal detectors, and/or if a performer or act should be denied. All related security fees will be the responsibility of the Sponsoring Organization, Department, or Client. Factors that determine the need for security or to deny a speaker/performer include, but are not limited to:
All Rutgers University facilities, including the Paul Robeson Campus Center and Ruth Bader Ginsburg Hall, are smoke-free. This includes, but is not limited to, tobacco, herbs, or cannabis in the form of cigarettes, cigars, bowls, pipes, and hookahs as well as all forms of electronic “E-cigarettes.” Event group staff, vendors, or guests found violating this policy will be asked to leave the building and may not be permitted to re-enter. Additionally, students found in violation of this policy may be subject to disciplinary action.
Solicitation is prohibited in all spaces managed by the Office of Reservations and Special Events. This includes, but is not limited to, door-to-door solicitation, distributing flyers or materials, and leaving flyers or handouts on tables, chairs, or the information desks.
University Departments and Student Organizations may sponsor an organization or co-sponsor an event under the following conditions:
All events held at Rutgers University must adhere to all local, state, and federal laws. It is the responsibility of the Sponsoring Organization/Department or Client to be informed and aware of all relevant state and federal laws. Event groups are responsible and may be held liable for the actions of their staff, vendors, performers/speakers, and/or guests.
Students may engage in fundraising efforts with food products provided they follow these guidelines.
Reservations are non-transferable. A Sponsoring Organization, Department, or Client cannot transfer a reservation to another group. Violation of this policy may result in cancellation of upcoming events and reservation privileges for both groups.
All events held at Rutgers University must adhere to all University Laws & Policies, including those not expressly laid out in this form. It is the responsibility of the Sponsoring Organization/Department or Client to be informed and aware of all relevant University Policies. Groups can navigate to http://policies.rutgers.edu/ for additional policy information.
Any reservation that is canceled by the Sponsoring Organization, Department, or Client due to severe weather (e.g., snowstorms, hurricanes, flooding, etc.) or as a result of campus closures will not incur a cancellation or no-show fee. Rescheduling of these reservations will be given first priority of new reservations and shall be for a mutually acceptable facility, date, and time. This may include a different room or facility than originally scheduled. Event groups may still be financially responsible for any equipment rented outside of the standard inventory for the Office of Reservations and Special Events.