Event Request Form – Events Office

Contact Information

Primary Sponsoring Organization, Office, Department*

Contact Name(s)*

Contact Phone*

Contact Email Address*

Mailing Address*

Affiliation with Rutgers University*

Student
Faculty Member
Staff Member
Alumni
I am not affiliated with the University

Billing Information

The Events Office will reserve space, arrange set up and where applicable, coordinate additional services such as facilities, IT, security support, etc. If fees are associated with these services, the Events Office provide a cost estimate before the event and issue an invoice once the event is complete. All catering will be arranged and invoiced through Gourmet Dining.

Non‐Rutgers clients: Once services are determined clients will receive a written contract that will serve as a cost estimate and can be used to process payment. 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. Visit here for payment portal.

For Internal Requests Only:

Rutgers Clients: Please provide your Business Manager name and email as well as your Chart of Accounts (COA) string and project number if applicable. External clients please type N/A in the next three fields.

Business Manager Name*

Business Manager Email*

Unit (3 digits) – Division (4 digits) – Org (4 digits) – Location (4 digits) – Fund Type (3 digits) – Business Line (4 digits)*

For events that are being co-sponsored by multiple offices and departments sharing event costs, please be sure to note that when processing payment with Shared Services or your business manager.

Request Details

Event Name*

Desired Date*

Provide 3 alternative dates. Do not select the same date for each field.

Alternative Date 1*

Alternative Date 2*

Alternative Date 3*

Is this a recurring event? If so, list additional dates.

Actual Event Start Time*

:

Anticipated Event End Time*

:

Do you require additional time for room preparation (special set-up, decorations, etc.):*

Yes
No

Event Description: Please provide an event description and/or agenda to be shared with your guests.*

Expected Attendance #*

Will there be minors involved with, or in attendance at your event?*

Yes
No

If “yes,” members of the sponsoring organization may be required to comply with the University’s Protection of Minors Policy. Please visit the POM website.

Are guests primarily internal or external to Rutgers-Camden?*

Internal
External

Desired Location(s)*

Campus Center
Law School
Nursing and Science Building
Armitage
Business and Science Building
Other

Academic spaces are set up "as-is"

Preferred Set-Up Type

Lecture w/ Head Table
Rounds
Boardroom
Vendor Fair

Do you need Table Coverings?*

Yes
No

Audio Visual Equipment Needs

Please check all that are needed for a successful program:*

Laptop
Projector and Screen
Microphone(s)
Podium
No A/V needed

Would you like to record your event?*

Yes
No

Would you like to record livestream your event?*

Yes
No

Food Service

Please note, Gourmet Dining is the exclusive caterer of Rutgers University—Camden. Start your catering order by visiting here.

Does your event require food service/catering?*

Yes
No

Is alcohol being served?*

Yes
No

If "yes" the Events Office will contact you with additional instructions.

Additional Questions

Are you charging admission, collecting cash donations or having any sales on-site?*

Yes
No

Will there be a Band or DJ?*

Band
DJ
Smartphone
None

Is the event open to the general public?*

Yes
No

Do you anticipate press/media coverage at the event?*

Yes
No

Do you anticipate any high profile and/or elected officials attending your event/have you invited any elected officials?*

Yes
No

Do you require any assistance with ordering centerpieces, balloons, etc.?*

Yes
No

Any additional information or special requests

Event Transportation

Shuttle requests can be sent directly to: charters@ipo.rutgers.edu

Event Parking

Please visit dotshelp.rutgers.edu, select Browse Request Forms, and complete the Special Event Parking request form to request event parking. Requesters will receive the reserved parking lot location for their event within 5 business days of submitting the request. Questions related to parking and permits can be sent to dotshelp@rutgers.edu.

Security

The Rutgers University Police will determine the amount of security needed. RUPD has final jurisdiction over the extent and type of police coverage

Name

This field is for validation purposes and should be left unchanged.