Event Request Form Event Request Form Contact InformationPrimary Sponsoring Organization, Office, Department* Contact Name* Contact Phone* Contact Email Address* Mailing Address* Affiliation with Rutgers University* Student Faculty Member Staff Member Alumni I am not affiliated with the University Secondary Contact Name Email Billing InformationThe 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. For Internal Requests Only: Rutgers Clients: Please provide your Chart of Accounts (COA) string and project number if applicable: Unit (3 digits)Please enter a number from 0 to 999.Division (4 digits)Please enter a number from 0 to 9999.Org (4 digits)Please enter a number from 0 to 9999.Location (4 digits)Please enter a number from 0 to 9999.Fund Type (3 digits)Please enter a number from 0 to 999.Bus Line (4 digits)Please enter a number from 0 to 9999.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. Non‐Rutgers clients must provide a non‐refundable $100.00 upon signing initial contract/reservation which will be applied toward final bill. Once a menu and 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. Request DetailsEvent Name* Desired Date* MM slash DD slash YYYY Provide 3 alternative dates. Alternative Date 1* MM slash DD slash YYYY Alternative Date 2* MM slash DD slash YYYY Alternative Date 3* MM slash DD slash YYYY Is this a recurring event? If so, list additional dates.Actual Event Start Time : Hours Minutes AM PM Anticipated Event End Time : Hours Minutes AM PM 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 Preferred Set-Up Type Lecture w/ Head Table Rounds U-Shape Boardroom (Closed) Boardroom (Hollow) Academic Classroom Room Cleared Other Academic spaces are set up "as-is"Do you need Table Coverings? Yes No Audio Visual Equipment NeedsPlease check all that are needed for a successful program: Laptop Projector and Screen Microphone(s) Podium Polycom Video Conferencing Services (Webex) Would you like to record and/or livestream your event? Yes No Is this a hybrid event? Yes No A hybrid event combines a "live" in-person event or meeting with a "virtual" online component.Choose the platform you'd like the Events Office to use to create your event or meeting: Zoom Meeting: The default type of meeting that is ideal for most meetings and classes Zoom Webinar: This meeting type is designed for webinars, virtual conferences, or any other event where there is one speaker or a small group of panelists and a large number of attendees Please select one. Food ServicePlease 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 QuestionsAre 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 requestsEvent TransportationWill your group need a shuttle for transportation? Yes No Events office will send information on how to request a shuttleEvent ParkingEvent parking requests should be sent to: events_parking@ipo.rutgers.edu. Requesters will receive the reserved parking lot location for their event within 5 business days of submitting the request. Faculty, staff and students with questions related to parking and permits should visit: DOTSSecurityThe Rutgers University Police will determine the amount of security needed. RUPD has final jurisdiction over the extent and type of police coveragePhoneThis field is for validation purposes and should be left unchanged.
