Rutgers Recreation Reservation Requests

Rutgers Recreation Reservation Requests

Thank you for your interest in reserving space with us at Rutgers Recreation. Please note that all requests must be received at least 14 calendar days prior to the booking date. Large-scale events must be requested at least 30 calendar days prior.

This request does not guarantee space. A member of our Reservation Team will review your request, contact you for any additional information, and confirm your request via e-mail.

Recreation Reservation Policies

For any questions or concerns related to our reservations or our policies, please contact us at rec.reservations@echo.rutgers.edu.

Preferred Date*

If this request is for multiple dates, please enter the first requested date. The remainder of the dates can be entered under "Event/Activity Description" or via upload at the end of the form.

I acknowledge that this requested date is being placed within 14 days of this booking. Due to our policy that all requests be placed at least 14 days prior to the requested booking date, the probability of this request being approved is unlikely.*

Alternate Date

Organization Type*

Rutgers Athletics

Rutgers Student Organization (Non-RU Sport Club)

Rutgers Sport Club

Rutgers Department

Non-Rutgers Organization/External Group

Rutgers Recreation (Internal Department Use)

Rutgers University Liability Insurance Requirement for Clients External to the University*

If a group is not a Rutgers organization, the Client must provide a Certificate of Insurance for commercial general liability insurance coverage in the amount of one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) in aggregate. Coverage should include Rutgers, the State University of New Jersey (DO NOT LIST RUTGERS RECREATION) as additional insured and be deemed as primary coverage and the client must provide a copy of the endorsement issued by the insurance carrier to support the “Additional Insured” status.

If the applying Program includes minor-age participants, the general liability insurance requirement must include Sexual Abuse and Molestation coverage with minimum limits or sub-limits of $1,000,000 per occurrence.

Do you already have the required insurance coverage listed above, or the ability to secure this coverage prior to potentially hosting an event at Rutgers University?

Yes

Rutgers Advisor Contact Name*

Your registered Rutgers Student Organization advisor name.

Rutgers Advisor E-Mail*

This must be a Rutgers e-mail address for the Rutgers Employee who is your assigned registered student organization advisor.

Organization Name*

Name*

Phone Number*

E-Mail Address*

NetID*

Your alphanumeric NetID (ex: rut123), NOT your 9-Digit RUID number.

Preferred Campus*

Busch Campus

College Avenue Campus

Cook/Douglass Campuses

Livingston Campus

Alternate Campus*

Busch Campus

College Avenue Campus

Cook/Douglass Campuses

Livingston Campus

Event/Activity Name*

Event/Activity Description*

Event Set-Up Requirements*

Please indicate any setup requirements for this reservation.

Setup Start Time

What time would you like to start setup for this booking?

Event Start Time*

What is the actual start time for your event?

Event End Time*

What is the actual end time for your event?

Breakdown End Time

What time do you anticipate breakdown being fully completed and out of the space?

How many attendees are you expecting for this event?*

Include all volunteers, spectators, participants, etc.

Are you planning to charge an admission fee for this event?*

Events charging admission fees will be subject to facility rental fees

Yes

Are you planning to collect cash on site?*

If cash is planned to be collected on-site, RUPD coverage will be required.

Yes

Do you plan on having any food at this event?*

Food at events may require custodial/grounds staffing for cleanup

Yes

Do you plan on having a DJ/live music at this event?*

All events with DJ's/live music may require RUPD staffing/presence

Yes

Do you plan on having any outside vendors at this event?*

Any non-Rutgers organization who will be involved in this booking is considered to be an outside vendor.

Yes

Do you have any electrical requirements for this event?*

Do you plan on having a fire pit, cooking food on-site, or having any other form of an open flame during your event?*

Any open flame on campus will require a university fire permit. Requests must be submitted here at least two weeks prior to the event date.

Yes

Would you like to request any equipment?*

Reservations/rentals include the space in our facilities. Any equipment beyond a space can be requested. All associated fees will be shown if you select "Yes" for this field.

Yes

Equipment Requested - Event Equipment

Prices listed are per unit

Equipment Quantities

Please indicate how many of each item you are looking for. If no quantities are indicated in this section, it is assumed that you are requesting one of each checked item.

Do you require event parking for this event?*

Yes

Parking for Rutgers University Departments and Student Organizations

If parking is required for non-Rutgers affiliates this booking, you may request event parking at https://ipo.rutgers.edu/dots/permits/event-parking.

Event parking is not available to current Rutgers Students or Employees. All Rutgers Students and Employees must park in the lots designated by their parking permit purchased directly through Rutgers Department of Transportation.

I acknowledge that all participants (including spectators) for bookings sponsored by Rutgers University Departments and Rutgers Student Organizations must be current Rutgers Students or Employees. If non-RU participants are anticipated, there will be a $10 guest fee and waiver requirement per guest, and all guests must be 18 years of age or older.*

I acknowledge that based on the event details, Recreation building staffing costs may be incurred at $20/hr per staff member.*

I acknowledge that based on the event details, other Rutgers University event support costs may be incurred including custodial staff ($61/hr per staff), grounds staff ($65/hr per staff), electrical services ($72/hr per staff), Rutgers EMS/Police ($95/hr per staff), Field Lining (outdoor reservations), and Portable Restrooms (outdoor reservations). These rates may vary based on level of coverage required.*

Recreation Reservation Policies

I confirm that I have reviewed and understand all of the reservation policies as outlined in the link above.*

File Upload

Please use this upload link to share any relevant documents (proposed event agendas, multi-date requests, floor plans, certificates of insurance, etc.).

Drag and drop files here or

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