Event Services Facility Use Policy

Photo of policies and procedures

Policy Name: Event Services Facility Use Policy
Policy ID Number: 06-06-001
Version Effective Date: November 1, 2019
Policy Applies To: University Wide
Responsible Office: Event Services
Approved By: Advancement

PURPOSE
A number of NJCU facilities are available to recognized students, departments, and non-University affiliated groups for event or meeting use. The primary purpose of this policy is to:

  • Outline scheduling procedures to serve as a standard for defining facility use to ensure venues are used appropriately to support the University’s mission
  • Assure all facilities/buildings are used in accordance with University goals and policies

POLICY

I. PRIORITIES
Use of University facilities will be reviewed, approved, and scheduled according to the following significance and priorities:

  • Instructional/Academic Classes and Programs
  • Research Programs
  • Student/Athlete Programs
  • University Events (students, faculty, staff and advisory/committee boards)
  • University Hosted/Sponsored Events
  • University Partnered/Co-sponsored Events
  • Non-University Affiliated Groups (external and rental clients)

II. EVENT CATEGORIES
The University defines events in five categories:

  1. Recognized Student Organization Events
    A program qualifies as a student group event when the requesting organization is formally recognized, endorsed, and managed by the Division of Student Affairs and event guests include the University community.
  2. University Administrative and Department Events
    A program qualifies as an administrative and department event when the facility is reserved by a staff/faculty member, program content is specific to the University, event guests are the University community and all expenditures and revenues related to program or event are managed through a University budget account.
  3. University Hosted/Sponsored Events
    A program qualifies as a University hosted/sponsored event when the facility is reserved by a staff/faculty member, the program is in conjunction with a non-University affiliated company or organization, the requesting staff/faculty member is currently a member of the organization, the program has been approved by the requestor’s divisional Vice President/Associate Vice President or School Dean/Associate Dean, attending guests are the University community, as well as, the general public, and all expenditures related to program or event are managed through a University budget account.
  4. University Partnered/Co-sponsored Events
    A program qualifies as a University partnered/co-sponsored event when the facility is reserved by a staff/faculty member, the program is in conjunction with a non-University affiliated company or organization, the program has been approved by the requestor’s divisional Vice President/Associate Vice President or School Dean/Associate Dean, attending guests are the general public, and all expenditures related to program or event are managed through an external company or organization.
  5. Non-University Affiliated Events
    A program qualifies as a non-University affiliated event when any external group or individual outside of the University requests to rent or use University space for non-University related business and all expenditures and revenues related to program or event are managed through an external company or organization.

III. RESPONSIBILITIES BY EVENT CATEGORY

  1. Recognized Student Organization Event
    • Program Content Responsibility - Please refer to the Office of Center for Leadership and Engagement
    • Financial Responsibility - Please refer to the Office of Center for Leadership and Engagement
    • Event planning – Please refer to the Office of Center for Leadership and Engagement
  2. University Administrative and Department Events
    • Program Content Responsibility - Programs and events should align with educational and outreach goals of the office or department and University, and should in some way benefit University faculty, staff and students.
    • Financial Responsibility - As listed in section 7 ‘fee schedule by event category’ - The University office or department is liable for all expenses billed for the usage of University facilities. This includes payments for support personnel or equipment. University budget account information is required upon initial request of space, the budget information provided will be charged for any expenses incurred.
    • Event Planning - The University office or department can request space via the Campus Event Services Reservation Form located at www.njcu.edu/campuseventservices. The University office or department must take an active and lead role in scheduling facilities and planning the event with the booking manager and internal departments, in addition to providing on-site representation day of the event and is responsible for taking lead on hospitality and logistics. A Campus Event Services Checklist is available at www.njcu.edu/campuseventservices to help plan for a successful event.
  3. University Hosted/Sponsored Events
    • Program Content Responsibility - Programs and events should align with educational and outreach goals of the office, department and University, and should in some way benefit University faculty, staff and students.
    • Program/Event Approval - Programs and events must be reviewed and approved by the divisional Vice President/Associate Vice President or School Dean/Associate Dean.
    • Financial Responsibility - As listed in section 7 ‘fee schedule by event category’ - The office or department is liable for all expenses billed for the usage of University facilities. This includes payment of support personnel or equipment. University budget account information is required upon initial request of space - the budget information provided will be charged for any expenses incurred.
    • Event Planning - The University office or department can request space via the Campus Event Services Reservation Form located at www.njcu.edu/campuseventservices. The University office or department must take an active and lead role in scheduling facilities and planning the event with the booking manager and internal departments, in addition to providing on-site representation day of event and is responsible for taking lead on hospitality and logistics. A Campus Event Services Checklist is available to help plan for a successful event.
    • Facilities Use - All University hosted/sponsored events must maintain used facilities in the same order and condition as prior to use.
  4. University Partnered/Co-sponsored Events
    • Program Content Responsibility - Programs and events should align with educational and outreach goals of the office, department and University, and should in some way benefit the University.
    • Program/Event Approval - Programs and events must be reviewed and approved by the divisional Vice President/Associate Vice President or School Dean/Associate Dean.
    • Financial Responsibility - As listed in section 7 ‘fee schedule by event category’ - The office or department is liable for all expenses billed for the usage of University facilities. These expenses include a discounted facilities rental fee and support personnel or equipment. University budget account information is required upon initial request of space, the budget information provided will be charged for rental fees and any expenses incurred. If the hosting organization is responsible for payment and defaults, the University budget account information that was initially provided will be charged for any and all agreed upon fees.
    • Legal Requirements - All external companies or organizations are required to sign a NJCU license agreement, must obtain any permits required, and provide a certificate of comprehensive general liability insurance coverage.
    • Event Planning – The University office or department can request space via the Campus Event Services Reservation Form located at www.njcu.edu/campuseventservices. The University office or department must take an active and lead role in scheduling facilities and planning the event with the booking manager and internal departments, in addition to providing on-site representation day of event and is responsible for taking lead on hospitality and logistics. A Campus Event Services Checklist is available at www.njcu.edu/campuseventservices to help plan for a successful event
  5. Non-University Affiliated Events (For Profit, Non-Profit, Alumni)
    • Program Content Responsibility - Programs and events should not be of a controversial manor or include inappropriate material. 
    • Financial Responsibility - As listed in section 7 ‘fee schedule by event category’ - The external company, organization or individual is liable for all expenses billed. This includes a facilities rental fee, support personnel or equipment and an administrative fee.
    • Legal Requirements - The external company, organization or individual must sign a NJCU license agreement, obtain any permits required and provide a certificate of comprehensive general liability insurance coverage.
    • Event Planning – The external company, organization or individual can request space via the Campus Event Services Reservation Form located at located at www.njcu.edu/eventservices. The booking manager will take an active and lead role in scheduling facilities, coordinating logistics with internal departments, processing payments, in addition to providing on-site representation day of the event to assist with hospitality and logistics.

IV. EVENT TERMINATION
The University reserves the absolute right to refuse, cancel or terminate any internal or external event held on University land or in any facility due to fire and safety code regulations, facility infrastructure concerns, crowd control, boisterous attendees, or any other circumstances which may compromise public safety and integrity of buildings and/or land. In the event additional University personnel is necessary as a result of items outlined above, the hosting group will be responsible for added security or custodial care fees.

V. INTERNAL USE OF FACILITIES
All University student organizations, offices, and departments are eligible to use facilities on main campus and at the School of Business. Facilities are scheduled on a first-come, first-serve basis. Requests to use facilities or land owned by the University may be denied due to capacity limitations, potential disruption to academic instruction, appropriateness, security issues or building concerns.

  1. Scheduling
    All facilities are scheduled by an approved booking manager on campus. For a list of scheduling representatives see section 13.
  2. Security
    The event organizer (individual whom is requesting space) is responsible for submitting the Special Event Questionnaire to Public Safety for review and approval. If Public Safety has questions or concerns, they will reach out to the event organizer directly. All events must comply with standard Department of Public Safety policies and all other University legal requirements.
  3. Parking
    If special parking arrangements are required, it is the responsibility of the event organizer to contact Public Safety for additional information and procedures.
  4. Food Service
    The University’s exclusive on-site caterer and food service provider is Gourmet Dining, located on the second floor of the Michael Gilligan Student Union Building. All catering requests and budget information should be arranged directly with Gourmet Dining.
  5. Event Alcohol Policy
    Alcohol is not permitted to be served at student organization events. University funds cannot be used for the purchase of alcohol. Any event held on the NJCU campus involving the provision of alcohol must be approved by the Executive Director of the NJCU Foundation for payment of goods as well as the President or the President’s Designee. The requesting University office or department can request approval via the Event Alcohol Request form located at www.njcu.edu,campuseventservices. Additionally, a social affairs permit must be obtained from the State of New Jersey (www.nj.gov/oag/abc/licensing-permits.html), and a certificate of comprehensive general liability insurance with host liquor liability must be obtained. The permit and certificate of insurance should be submitted to your booking manager and Gourmet Dining at least 1-week prior to the event date.
  6. Event Set-Up & Custodial Care Services
    Approved booking managers will complete an online Facilities Work Request for special room arrangements on behalf of the event organizer.
  7. Multimedia
    While most popular event facilities have multimedia equipment readily available, there are spaces that are not well-equipped, and the event organizer may need assistance from the Department of Information Technology (www.njcu.edu/IT).

VI. FEE SCHEDULE BY EVENT CATEGORY

  1. Recognized Student Organization Events
    The student organization is liable for all expenses billed for the usage of University facilities. This may include payments for overtime support personnel or equipment.
  2. University Administrative and Department Events
    The office/department is liable for all expenses billed for the usage of University facilities. This may include payments for overtime support personnel or equipment.
  3. University Hosted/Sponsored Event
    The office/department is liable for all expenses billed for the usage of University facilities. This may include payments for overtime support personnel or equipment.
  4. University Partnered/Co-sponsored Event
    The University office/department, external organization or company is liable for all expenses billed for using University facilities. This includes a discounted facilities rental fee, support personnel and equipment.
  5. Non-University Affiliated Events (For Profit, Non-Profit, Alumni)
    The Non-University Affiliated Company or Organization is responsible for all expenses billed for the usage of University facilities. This includes a facilities rental fee, support personnel, equipment and an administrative fee.

PERSONNEL FEE SCHEDULE
(Fees only apply when personnel are assigned to the event and/or if the event is after-hours and overtime is required. Rates may vary, exact fees to be provided upon event request.)

PERSONNEL

INTERNAL OVERTIME RATES

Event Assistant (On-Site Coordinator)

$15.00 per hour

University Ambassador

$10.00 per hour

Public Safety Officer

$44.13 per hour

Custodial Care & Maintenance

$46.00 per hour

Multimedia Support Tech

$42.50 per hour

**Contact Margaret Williams and West Side Theaters directly for technical and/or productions fees.

EVENT FEE SCHEDULE
(Quote to be provided upon event request.)

EVENT TYPE

FEES

Recognized Student Organization Events

Overtime personnel only

University Administrative or
Department Events

Overtime personnel only

University Hosted/Sponsored

Overtime personnel only

University Partnered/Co-sponsored Events

Discounted (40%) Facilities Rental Fee + Personnel

Non-University Affiliated Events -
Non-Profit/Alumni Events

Discounted (10%) Facilities Rental Fee + Personnel + 20% Administrative Fee

Non-University Affiliated Events -
For Profit

Facilities Rental Fee + Personnel + 20% Administrative Fee

VII. FACILITY BOOKING MANAGERS
In order to reserve space or schedule an event at the University an ‘Event Services Reservation Form’ must be completed, the form can be located at www.njcu.edu/campuseventservices. For reference, please see list of booking manager’s to follow:
 

FACILITY BOOKING MANAGERS

Facility

Recognized Student
Organization Events

University Administrative
or Department Events

University
Hosted/
Sponsored

University
Partnered/
Co-Sponsored
Events

Non-University
Affiliated Events

Main Campus
Academic Classrooms

Registrar
Angela Arriazza-Jarquin

Registrar
Angela Arriazza-Jarquin

Registrar
Angela Arriazza-Jarquin

Event Services
Kristen Stewart

Event Services
Kristen Stewart

Gilligan Student
Union Building

Center for Leadership & Engagement
Malvanie Williams

Center for Leadership & Engagement
Malvanie Williams

Center for Leadership & Engagement
Malvanie Williams

Center for Leadership & Engagement
Victor Delvalle

Center for Leadership & Engagement
Victor Delvalle

Hepburn Hall
Gothic Lounge

Center for Leadership & Engagement
Malvanie Williams

Center for Leadership & Engagement
Malvanie Williams

Center for Leadership & Engagement
Malvanie Williams

Center for Leadership & Engagement
Victor Delvalle

Center for Leadership & Engagement
Victor Delvalle

Hepburn Hall
Lawn

Event Services
Kristen Stewart

Event Services
Kristen Stewart

Event Services
Kristen Stewart

Event Services
Kristen Stewart

Event Services
Kristen Stewart

School of Business

Event Services
Kristen Stewart

Event Services
Kristen Stewart

Event Services
Kristen Stewart

Event Services
Kristen Stewart

Event Services
Kristen Stewart

JMAC & Fields

Athletics
George Deaver

Athletics
George Deaver

Athletics
George Deaver

Athletics
George Deaver

Athletics
George Deaver

Margaret Williams
Theatre

Center for the Arts
Anna Carhart

Center for the Arts
Anna Carhart

Center for the Arts
Anna Carhart

Center for the Arts
Anna Carhart

Center for the Arts
Anna Carhart

Ingalls Recital Hall

 

Music, Dance, Theater
Desamparados Fabra Crespo

Music, Dance, Theater
Desamparados Fabra Crespo

Music, Dance, Theater
Desamparados Fabra Crespo

Center for the Arts
Anna Carhart

Center for the Arts
Anna Carhart

Residence Hall

Residence Life
Jennifer Luciano

Residence Life
Jennifer Luciano

Residence Life
Jennifer Luciano

Residence Life
Jennifer Luciano

Residence Life
Jennifer Luciano

Harold B. Lemmerman
Gallery & Visual Arts
Gallery

Art
Midori Yoshimoto

Art
Midori Yoshimoto

Art
Midori Yoshimoto

Center for the Arts
Anna Carhart

Center for the Arts
Anna Carhart

West Side Theatre

Center for the Arts
Anna Carhart

Center for the Arts
Anna Carhart

Center for the Arts
Anna Carhart

Center for the Arts
Anna Carhart

Center for the Arts
Anna Carhart

Questions? Visit www.njcu.edu/campuseventservices or contact Event Services Department at eventservices@njcu.edu.

DATE TO INITIATE REVIEW AND UPDATE
As deemed necessary or appropriate by the Policy Coordinator but at a minimum, at least every 5 years from the date of last review.