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*StudentFaculty MemberStaff MemberAlumniI am not affiliated with the UniversitySecondary Contact NameEmail 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* Date Format: MM slash DD slash YYYY Provide 3 alternative dates. Alternative Date 1* Date Format: MM slash DD slash YYYY Alternative Date 2* Date Format: MM slash DD slash YYYY Alternative Date 3* Date Format: MM slash DD slash YYYY Actual Event Start Time : HH MM AM PM Anticipated Event End Time : HH MM AM PM Do you require additional time for room preparation (special set-up, decorations, etc.):YesNoExpected Attendance #Will there be minors involved with, or in attendance at your event?YesNoIf “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 guest primarily internal or external to Rutgers-Camden?InternalExternalDesired Location(s) Campus Center Law School Nursing and Science Building Armitage Business and Science Building Other Event Description*Preferred Set-Up TypeLecture w/ Head TableRoundsU-ShapeBoardroom (Closed)Boardroom (Hollow)Academic ClassroomRoom ClearedOtherAcademic spaces are set up "as-is"Do you need Table Coverings?YesNoAudio 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?YesNoFood 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?*YesNoIs alcohol being served?*YesNoIf "yes" the Events Office will contact you with additional instructions.Additional QuestionsAre you charging admission, collecting cash donations or having any sales on-site?YesNoWill there be a Band or DJ?BandDJSmartphoneNoneIs the event open to the general public?YesNoDo you anticipate press/media coverage at the event?YesNoDo you anticipate any high profile and/or elected officials attending your event/have you invited any elected officials?YesNoDo you require any assistance with ordering centerpieces, balloons, etc.?YesNoAny additional information or special requestsEvent TransportationWill your group need a shuttle for transportation?YesNoEvents 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 coverageEmailThis field is for validation purposes and should be left unchanged.
