The Events Office staff is here to provide answers to any questions you may have. Here are answers to questions EVERYONE asks! To discuss your specific questions, please don’t hesitate to contact us.
How do I reserve a space on campus?
Your first step is to fill out an Event Request Form. To fill out the paper form click here; to fill out the online form click here. If you choose to fill out the paper form please send the completed form to the Events Office by email to firstname.lastname@example.org or fax it to 856.225.6196. We try to respond to inquiries within 24 business hours, but sometimes it takes up to 72 hours.
I’m a student at Rutgers and want to have an event. What do I do?
We have created a step by step guideline to help you navigate event planning at Rutgers. Please click here to view that information. If you have additional questions, please contact us at (856) 225-6162.
Is parking free on campus?
Friday night through Sunday night event-related parking on campus is free. Monday through Friday event-related parking costs $2 per vehicle. For parking related to events, the Events Office will coordinate your parking needs. To purchase individual parking permits or if you need handicap parking information, please contact our colleague Beverley Wilson, email@example.com or (856) 225-6137 (direct) or (856) 225-6009 (main dispatch- Rutgers University Police Department)
For directions to campus please click here
Can I come in for a tour?
We welcome visitors. To arrange a tour, please contact the Events Office at (856) 225-6162. If you are a prospective student wishing to take a campus tour, contact the admissions office at (856) 225-6104.
Can I serve alcohol at my event?
Yes. However, catered events where alcoholic beverages are served to pre-paid guests, require a liquor license. If the organization operates solely for civic, religious, educational, charitable, fraternal, social or recreational purposes, and not for private gain, they may apply for a Special Permit to serve alcoholic beverages at a fund-raising event. The application can be found at http://www.nj.gov/oag/abc/downloads/social_affair_permit.pdf.
Students wishing to host an event with alcohol must consult with their designated student group advisor or the Dean of Students (please contact Mary Flaherty, Assistant to the Dean of Students, (856) 225- 6044 or firstname.lastname@example.org)
Do you have a caterer or do I have to bring my own?
Rutgers University Dining Services provides a wide range of catering options. Please contact the Events Office for menu options. For large-scale events you may prefer one-on-one consultation with our Dining Director – the Events Office will be happy to facilitate your meeting.
You may use your own caterer providing they provide a certificate of insurance. They must also adhere to the University Catering guidelines found here. Please contact us for further information.
How much will my event cost?
The following are the types of charges incurred for an event: security services; custodial services; maintenance services; outside equipment rental fees; facility use fees, and other personnel services. Fee charts are available upon request from the Events Office.
The Events Office, in consultation with other Rutgers University departments, shall use their professional discretion to assess the needs of each event and to apply charges equitably to all groups authorized to hold events in a university facility. Pricing and charging policies are detailed in the Reservation, Scheduling, and Space Utilization Policy Rutgers-Camden Campus
How do I pay for my event?
Rutgers clients must provide an Internal Purchase Order (IPO) once they have signed off on a written estimate of services. Please refer to this information:
- IPO ITEM #: 2460
- ITEM DESCRIPTION: EVENT SERVICES CHARGE
- BLANKET RELEASE #: 1369322
- If there is a discrepancy between the final invoice amount and the IPO amount submitted, the Events Office will notify the department that they will “unreserve” the IPO and change the amount.
Non-Rutgers clients must provide $100.00 upon signing a Room Reservation. The $100.00 will not be refunded if the event does not occur. If the event occurs it will be applied toward the final total. Once a menu and services are determined clients will receive a written Cost Estimate. Fifty percent (50%) of the total estimated bill is due with the signed Cost Estimate. Payment in full is due one week prior to event date. Forms of payment accepted:
CASH - (must be accompanied by a copy of event invoice) may be dropped off at Office of Financial Services Cashier (address below) between the hours of 8:30am – 4:00pm. After-hours payments may be arranged with Events Office.
CHECK - (made payable to RUTGERS UNIVERSITY and be accompanied by a copy of event invoice) may be dropped off as above or mailed to the below address
CREDIT CARD - VISA, MASTERCARD & DISCOVER only (Please note: We ask external customers to provide a valid credit card number so that extra charges incurred during the event can be applied to the credit card. If no extra charges arise we destroy your credit card information)
Billing Inquiries:Bobbi LeVine
Office of Financial Services – 363 Armitage Hall
311 N. 5th Street
Camden, NJ 08102