Groups are provided with a comprehensive list of policies and procedures as part of their Facilities and Services Agreement (contract). Select policies are noted below to assist with your pre-contract planning process. Feel free to reach out to our staff for clarification or additional information.
List of Policies
- Academic Year
Rutgers Conference Services does not host conferences held during the academic year, as our residence areas are occupied by full-time students.
Many of Rutgers’ campus centers and athletic facilities can provide meeting space during the academic year if contacted directly. For contact information at a particular site, please call the Rutgers Information and Referral Center at 732-932-INFO (4636).
The University Inn and Conference Center on the Douglass Campus offers an ideal setting for small groups year round. For more information call 732-932-9144.
- Alcohol and Drug Policy
Drinking by persons under 21 years of age, and the use and/or storage of illegal drugs, are forbidden by law and university regulations. The serving and/or consumption of alcoholic beverages on university property must be in full compliance with university, local, state and federal laws. Residence Life policy prohibits the possession and/or consumption of alcohol in the public areas of any residence hall, suite, or apartment building, regardless of age.
- Attrition Policy
Attrition is the difference between the anticipated number of participants as stated in the group’s contract and the actual number of participants guaranteed for the conference. Organizations are encouraged to be as realistic as possible when determining the anticipated number of participants. Attendance at first-time conferences is usually lower than expected.
A 20% decrease in the “anticipated” number of participants is acceptable. Should the “guaranteed” number of participants be more than 20% lower than the number contracted, an attrition charge may be billed to the organization.
- Chaperone Policy
All groups with participants under the age of 18 must be in full compliance with the Rutgers University policy for the Protection of Minors. One adult chaperone must be provided for every twelve (12) minor participants. Additional requirements can be found at http://protectminors.rutgers.edu/.
Events of a commercial, private, profit-making or fund-raising nature are not eligible to use university facilities.
- Liability Insurance
Non-university organizations are required to provide liability insurance for itself and all of its participants in the conference with limits of not less than $1 million dollars combined single limit for each person/occurrence for bodily injury and/or property damage. The University is to be named an “additional insured” and said policy is to be deemed “primary” insurance.
- Minimum Guarantee
A minimum guarantee number for lodging and food service will be required from each group no later than fifteen (15) working days prior to the beginning of the conference. The University does not guarantee the availability of lodging, meals, and facilities in excess of 10% of the guaranteed numbers.
- Reservation Deposit
Non-university organizations will pay the University a non-refundable reservation deposit of not less than 15% of the total anticipated charges with the signed Proposal or Contract. Failure to provide a signed agreement and deposit by the specified deadline will result in the cancellation of all tentatively reserved space and dates.
- Smoking Policy
The university provides a smoke-free environment. Smoking is prohibited in all university buildings, including public areas of residence halls as well as individual rooms, gymnasiums, stadiums, playing fields, and other recreational areas. Smoking includes, but is not limited to, the burning of any type of lighted pipe, hookah, cigar, cigarette, electronic device or any other smoking equipment/devices whether filled with tobacco or any other substance.
- Tax Exempt Certificate
Non university organizations must be non-profit and be able to provide a tax-exempt certificate and/or proof of non-profit status.