Rutgers University Athletics

Event Guidelines - General

1.Department of Intercollegiate Athletics events, practices, and requests for space are of priority and hold precedence over outside requests for facility use. Athletic facility space rental, by University-affiliated organizations, or otherwise will be considered once all departmental program needs are met and are subject to change or cancelation at any time by department administration.

2.All athletic events must meet guidelines established by the NCAA and Big Ten Conference.

3.Any event considered to be outside of the best interest of the University’s Mission, detrimental to public image of Rutgers University or potentially harmful the individual facility will not be accommodated.

4.The Department of Intercollegiate Athletics, in conjunction with other Rutgers University Departments, will determine, and holds sole discretion over, the extent of the personnel required for the safeguard of Rutgers University's interest(s). Rutgers University personnel can include, but is not limited to, facility operations staff, audio/visual/IT staff, ushers, police/EMS/fire patrol, and others. The amount of personnel assigned to an event will be determined based on the size and nature of the event.

5.The Department of Athletics must have a signed contract and proof of insurance for each event.

Facility Rental Request Procedure

1. All organizations or individuals (University-affiliated or otherwise) wishing to request space in an Athletic Department facility can complete a facility document rental form. Please email the completed form to Autumn Misuraco at autmis@scarletknights.com

2. All requests must be submitted at least 30 days prior to requested event date and the facility request does not guarantee space availability. Please allow 3-5 business days for a response to your request.

3. Once received, a member of the Facility and Operations office will review your request and contact you if any further information is needed.

4. Once all event details have been confirmed and finalized, a contract containing said details, estimated rental fees/operating expenses, and remaining pertinent information will be sent to the requesting party. A signed copy of this agreement, required insurance documentation, security deposit (if applicable) must be received at least two weeks prior to the event date, unless otherwise agreed upon.

Insurance

All University organizations are covered under the University's policy. Non-University Organizations/Individuals shall carry Commercial General Liability Insurance with a minimum of $2,000,000 per occurrence, including Rutgers, The State University of New Jersey as an additional insured on the policy, and shall provide Rutgers with a certificate of said insurance along with the additional insured endorsement to the policy. Such insurance shall be primary over other collectible insurance that may apply and shall include coverage for indemnification specified in the rental contract.

Failure to obtain a certificate of insurance does not constitute a waiver of such insurance by Lessor. For individuals who do not possess commercial insurance, arrangements can be made via the Rutgers University Office of Risk Management. The Event Supervisor can provide further details upon request.

Event Operation Expenses

Event operating expenses may include, but are not limited to supervisor fee, custodial services, event day set-up/break down, security, ticket takers, Emergency Medical Service (EMS), traffic and parking, audio/visual, electrical, videoboards/scoreboards/ribbon boards, athletic communications services, ticket office, equipment rental and administration fees. Event operation expenses and overall prices will vary based on event and rental location.

Event operation expenses will not be reduced or waived.

Tickets

For all events in a Rutgers Athletics facility, RENTER must use the approved Paciolan ticket system if they choose to utilize a ticketing system for entry and/or access. Each event will incur the cost per ticket fee the Paciolan ticket system charges Rutgers Athletics and will be charged to the ticket purchaser. This expense will be billed to the RENTER at the culmination of the event in the settlement. Rutgers Athletics has the right to charge the ticket purchaser an additional fee for facility, processing, etc. All fees to be determined by Rutgers Athletics.

Ushers/ Security

Rutgers reserves the right to determine necessity of security staffing, for which corresponding fees will be assessed. Security staffing will be required for any event in which alcohol is to be served. RENTER must use security staffing provided from the university.

Rental Pricing