Campus Center Event Policies

Do you want to plan one of the Special Events described below? These Special Events have special considerations, with additional forms to complete and additional support to consider. Contact the Campus Center Reservations Office – reservations@njit.edu – and learn how we can help you plan the best event possible.

Also, you can consult the Campus Center Event Risk Management Guide for more detailed information about planning a safe event.

Chose your event type below to see what additional event policies you need to consider during your program planning:

Concerts | Conferences | Fundraisers | Parties | Programs Involving Local Children or Youth | Pub Nights | Speakers

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Concerts
Groups should take great care in contacting bands or singers, and should consult with the Campus Center Office or Student Governments (Student Senate or Graduate Student Association) before making any agreements or settling on a fee. All contracts for bands or singers must be approved by the Campus Center Director or Associate Director, or student groups assume liability for the contract. The Student Governments also offers funding, advice and support for such events.

Event planners should be mindful of power requirements for the bands and singers, and how each venue can accommodate the power requirements.  Events held on the Campus Center Green with amplified sound can only be held during Common Hours or during times permissible on the weekends.  Check with the Campus Center Reservations Office to more information. 

Large events held on the Campus Center Green might require additional permits from the City of Newark, depending upon the size of the event.  All events with 100 or more expected attendance, or that collect money at the event, must have security present. Events involving large numbers of guests (100 or more guests) or off-campus guests must fulfill additional planning requirements, which are available on the Event Planning website (http://www.njit.edu/activities/partyplanning.pdf)

Conferences
Use the Group Event Packet to apply to hold a conference can be picked up from and approved by the Campus Center Reservations Office and Associate Director eight weeks prior to the event. This must be done before speakers are arranged, sponsors are sought or advertising is conducted. University policy requires that all conferences on campus must be sponsored by a recognized student group or department and then must be scheduled and approved through the Campus Center Reservations Office only after receiving prior approval as mentioned above.

There are also other requirements that must be met prior to approval, including a careful review of any off-campus sponsorships. Only limited involvement from an off-campus sponsor is permitted since student groups and departments are required to assume full initiative in the planning and execution of all conferences they sponsor.

Fundraisers
A fundraising activity is a function where all proceeds above expenses are donated to a charitable organization or a recognized student group. Acceptable fundraisers include the selling of baked goods, candy, flowers, etc. Items to be sold are at the discretion of the Director of the Campus Center.

Note: Student organizations are permitted to sponsor three fundraisers per month.

Fundraisers are limited to student groups recognized by the Campus Center and either the Student Senate, Graduate Student Association, or Inter-Fraternity/Sorority Council. All fundraising activities should be staffed by NJIT students, faculty, or staff. The selling of goods or services by individuals for personal profit is prohibited.  All student groups wishing to run a fundraising activity in the Campus Center must reserve a table and return a completed Fundraising Agreement Form to the Campus Center Reservations Office at least five working days before the event. Permission to conduct a fundraiser in the Campus Center can only be given by the Director of the Campus Center.

A written report on the disbursement of all moneys collected must be forwarded to the Director or the overseeing organization's financial board within one week following the function or a hold will be placed on the sponsoring group. The Director reserves the right to cancel any function if she feels the sponsoring organization is misrepresenting the actual use of any funds collected.

Parties
All on-campus parties must be registered with the Campus Center, using the Group Event Packet. Parties involving alcohol, large numbers of guests (100 or more guests) or off-campus guests must fulfill additional planning requirements, which are available on the Event Planning website (http://www.njit.edu/activities/partyplanning.pdf). It is the responsibility of the Event Planner to schedule a meeting with a Campus Center professional staff member to discuss the risk management considerations for the event prior to confirming the event reservation.

Programs Involving Local Children or Youth
Any student group sponsoring programs for local children or youth, whether on- or off-campus, must consult with the University early in the planning process. The Campus Center Office must be consulted before youth overnight trips (on- or off-campus) or day-long conferences are planned. Waivers from parents or guardians might also be required by the Campus Center.

Tips for working with Minors:

• Ensure that minors are not left alone or un-monitored by NJIT students, staff or faculty.

• When working with minors, be sure that at least two NJIT-students, staff or faculty are present at all times.

• When required, be sure to collect all Parent/Medical Consent Forms and keep them in an easily accessible area in case the participant is injured or requires medical attention. Place the Release of Liability Forms in a secure place and retain the forms for three and a half years.

• Create a schedule or roster that details the schedule for each of the participants in case you need to contact the participant in an emergency.

Speakers
Groups should take great care in contacting speakers and should consult with the Campus Center Office or Student Governments (Student Senate or Graduate Student Association) before making any agreements or settling on a fee. All major speakers (a person well known to the public or booked in a large campus space) must be approved by the Campus Center Office before a verbal or written agreement is confirmed. The Student Governments also offers funding, advice and support for such events.

NOTE: If a local, state, or national public figure is invited to your event held at NJIT, you must contact the Campus Center Associate Director Albert Martinez - 973-596-3668.

Special Major Event Locations

Jim Wise Theatre – Kupfrian Hall
Jim Wise Theatre is available for use by academic departments, administrative offices and registered student organizations. Groups must meet all applicable requirements and guidelines described in the NJIT Reservation Policies. They must be able to demonstrate the ability to present a large scale event (including previous successful event planning experience), and have sufficient financial and human resources. Approval from the Campus Center is required at least eight weeks in advance of the event and before any arrangements is made.

Events on Newark Streets
All public runs and races, parades, bicycle races or similar athletic events must be scheduled through the City of Newark and must be approved by the Dean of Students Office, the Campus Center, and Public Safety. Please consult with the Campus Center Reservations Office for information regarding university events held on Newark streets.

Events on the Campus Center Green and Plaza
The Campus Center Green (the outdoor area stretching from Tiernan Hall to Bleeker Street in front of the Campus Center) is an area available for student organization events, information tables and publicity. You must reserve the Green for permitted events through the Campus Center Reservations Office at least two weeks in advance.

The following items and events are not allowed on the Campus Center Green or Plaza:
• Banners and flyers on trees, lampposts or bushes.
• Chalking the sidewalks, buildings or any other area.
• “Paste boards” or “billboards” constructed to publicize events.
• Vehicles.
• Commercial promotion or solicitation.
• Alcohol.
• Retail activities.

The following items and events are allowed on the Campus Center Green and Plaza:
• University events registered with Campus Center Reservations Office
• University sponsored departments and student group information tables
• Amplified sound during Common Hours (registered with Campus Center Reservations Office)
• Food distribution during registered events following county health department and University policies.

Publicity

General Policies
The following policies refer to banners, posters and flyers anywhere on campus. Questions about these policies should be directed to the Campus Center Office.

• All publicity materials must clearly identify the sponsor.
• All publicity in the Campus Center must be reviewed and stamped – publicity is allowed for up to two weeks or one day after the program, whichever is the shortest amount of time.
• Advertising should not occur until the facility has been confirmed and the event approved.
• Materials may not promote alcohol as the focus.
• Banners and posters may not be hung on building walls (including the Clock Tower), doors, windows, campus street signs, trees, trashcans, or paved surfaces.
• Materials posted in inappropriate places or left up after the event may be removed, and the sponsoring organization may be charged for removal costs.