Reservations for Meetings and Events in Student Centers and Academic Space
Student Organization Event Reservations must be made 4 weeks in advance.
To reserve event space in the Rutgers University Student Centers (Busch Student Center, Cook Student Center, Douglass Student Center, Livingston Student Center, College Avenue Student Center, or the Student Activities Center), all registered student organizations must log on to centerres.rutgers.edu. Student organizations may also call the Meetings and Events Office at 848-932-8821 or email centerres@echo.rutgers.edu.
Please note: The last day student organizations can program and reserve space is the last class day of each semester. No reservations or events can occur after the last day of classes.
Every registered organization is eligible for an online group account. Please contact the Meeting and Events Office if your organization does not have access to your account information. Space for these events may be reserved up to one year in advance of the date for which the reservation is made (e.g., on October 24, 2016 you may reserve event space through October 24, 2017). This process ensures effective planning of events and fosters communication between your organization, Student Center staff, and your Advisor.
Meeting Room Reservations
Student organizations may reserve meeting room space in the student centers for the upcoming academic year during the spring semester re-registration process. Organizations that do not request space as part of this process will be able to reserve meeting rooms on a first-come, first-served basis (up to 24 hours in advance). Meetings that have an event component must follow the timeline outlined below.
Academic Space Reservations
Student Organizations must be registered with Rutgers University in order to reserve University facilities, specifically academic space, for meetings and events. The primary functions of classrooms at the University are for instructional use. Student organizations are permitted restricted use of classroom space for organizational meetings and small events that fit specific criteria and may require approval of your Advisor. Most large lecture halls and many other classrooms have been equipped with permanent installations of audio/visual and computer projection equipment. To reserve academic space, please visit centerres.rutgers.edu.
Food and beverages are NOT permitted in classrooms.
All space requests, whether submitted online or via email, are reviewed by Meetings and Events Office staff. You will receive a reservation status update via email within three business days after submitting your request. Make sure you contact your assigned Events Coordinator to go over specific set up needs for your events in Student Centers. Failure to do so by specified deadlines may result in cancellation of your event(s).
Student organization meetings and events are open to any member of the Rutgers community. Student organizations are expected to keep their getInvolved profiles, websites and all social media accounts (or other modes of advertising organizational activities) up to date with information regarding dates, times & locations.
Payment for Services
Student Center invoices will be processed for payment from your SABO account. You can check your SABO statement or follow up with your Advisor to ensure the bill is paid. Any questions regarding the payment process or specific charges on an invoice should be directed to your Student Center Event Coordinator or the Meeting and Events Office.
Room Arrangement Guidelines
All student organizations must contact Facilities Maintenance Services before large events in academic space.
For special setups, contact Facilities Maintenance Services here
Digital Classroom Support
To request use of equipment in classrooms, fill out the form found here
Building Usage Guidelines
Smoking is not permitted in any University facility. Unauthorized or misuse of University space will result in disciplinary action with the possible loss of reservation privileges on any campus. Facilities Maintenance Services (FMS) will notify the appropriate campus authority in writing of any problems incurred. Nothing may be attached to the walls or suspended from the ceilings. Projection screens mounted to classroom walls or ceilings must never be used as backdrops for theatrical events. Furniture must be returned to its original setup.
Additional criteria for reserving academic space:
• Classroom spaces may be reserved if a student center cannot accommodate the request.
• Events that require registration fees may not be scheduled in classroom spaces without the consent of Advisor.
• Events held in classrooms may only be open to the university community.
• No moving of furniture/stacking of desks are permitted.
• The option to reserve for a performance / play should be for performance-based organizations and not for the sponsorship / hosting of a performance / play. Performance-based organizations may not reserve space for the hosting of competitions or performances by outside groups.
• Academic space is not available Monday – Thursday until after 9:10PM on College Avenue, Cook, and Douglass and after 9:40PM on Busch and Livingston campuses.
