Policies

All materials, equipment, and personal property brought into the facility for an event must be removed within forty-eight (48) hours following the conclusion of the event, unless otherwise approved in writing. Items not removed within this timeframe may be considered abandoned by the Client, and/or its participants. The DoCS Operations Team reserves the right to remove, store, or dispose of unclaimed items as necessary. Any costs associated with the removal, storage, or disposal of abandoned property may be charged to the Client.

Rutgers University and the DoCS Operations Team are not responsible for monitoring or securing equipment, materials, or personal property brought into the facility by clients or third-party vendors and shall not be liable for any loss, theft, or damage.

Alcoholic beverages may NOT be served at the Lifelong Learning Center.

Banners may be permitted for events with prior approval and coordination through the DoCS Operations Team. Requests must be submitted in advance and include the event name, date(s), location, and banner specifications. 
Banners displayed in the Lifelong Learning Center without prior authorization may be removed to ensure compliance with facility guidelines and safety standards.

To ensure food safety, compliance with university policies, and a positive experience for all guests, the following guidelines apply to all events: 

• All caterers must provide proof of liability insurance with a minimum of $2,000,000 in general liability coverage. Rutgers University must be named as an additional insured.
• Event organizers are required to use a Rutgers-approved caterer.
• Potluck events and home-prepared food are not permitted due to health and safety regulations. 01.010 Lifelong Learning Center Facility Use and Operations Policy
• Donated food may only be accepted from organizations that can provide both a certificate of liability insurance and appropriate health certification.
• In accordance with university beverage agreements, only Coca-Cola products may be served.
• This does not apply to beverages served in unbranded containers.
• Cooking food on-site is not permitted.
• Food and beverages must remain within the reserved event space and may not be brought into hallways or common areas.
• Food warming Fuel is permitted with the following safety precautions:
  • Sterno cups must not be placed directly on tables, counters, or other surfaces. They must be placed on a metal tray or secured beneath a chafing dish.
  • Once lit, Sterno cups must be monitored at all times by a responsible individual. 

LLC Operations Team are not able to assist with the assembly, setup, breakdown, or packing of catering equipment.

• Clients are responsible for cleaning all rooms used, including decorations, food, and personal materials.
• Cleanup time must be accounted for in the reservation to prevent delays for subsequent events.
• LLC Operations Team will inspect all rooms at the end of each event to ensure proper cleanup.
• Special-effect items (e.g., confetti, balloon drops) require additional cleanup and will incur fees based on the type of materials and applicable hourly labor rates.
• Clients must remove bulk trash, such as boxes, crates, lumber, pallets, paint, packing materials, soil, or any items that cannot be managed by standard cleaning equipment.
• Any costs incurred by LLC Operations for the removal of such items will be billed to the client.
• Certain events may require a refundable cleaning deposit.

Decorations are permitted under the following conditions: 

• Open flames, candles, incense, perfumes, or burning of any materials are strictly prohibited.
• Decorations may not be nailed, tacked, stapled, glued, taped, or otherwise attached to ceilings, walls, windows, columns, painted surfaces, or doorways. Items in violation of this policy will be removed without notice, and fees may be charged for cleanup or damage repair.
• Post-it notes (large) should not be affixed to classroom walls or hallways.
• Glitter, confetti, sand, and other small particulates are not allowed.
• Windows and doorways must remain clear and unobstructed at all times.
• University signs, room signs, directional signs, and exit signs cannot be removed, covered, or blocked.
• All painted decorations must be created off-site and completely dry before being brought onto the premises.
• Balloons must be securely anchored or weighted.

The Rutgers Lifelong Learning Center (LLC) offers high-impact digital signage opportunities in our main lobby — Elevate Your Event with Digital Visibility - the most visible and high-traffic space in the building. Enhance your event presence. 

• Premium Video Wall - Center Lobby | Quad 4-Screen Display
  • Dynamic, high-visibility placement ideal for conferences, keynote speakers, and signature events.
• Lobby Digital Monitor Package - Four Landscape Monitors | Main Lobby
  • A professional and cost-effective option for day-of-event promotion.
• Guidelines
  • Available only for events held in LLC-managed spaces.
  • Advertising is limited to the scheduled event day(s).
  • Slides must include event name, date, location, sponsoring organization, and contact information.
  • All content is subject to approval by LLC Operations. 

Pease reference facility rental & pricing overview in the above section.

General Equipment Use

• All standard facility inventory (tables, chairs, staging, audiovisual equipment, risers, podiums, etc.) shall be installed, arranged, and adjusted exclusively by the LLC Operations Team.
• Clients and guests are prohibited from moving, modifying, or reconfiguring LLC equipment without prior authorization.
• An LLC-designated Audio-Visual (AV) technician may be required to operate certain equipment. Applicable staffing charges will be assessed.
• Classroom glass walls should not be used as whiteboard surfaces.
• Equipment reservations are confirmed on a first-come, first-served basis and must be tied to a confirmed space reservation. Equipment may not be reserved independently.
• Equipment fees apply once equipment has been reserved and set, regardless of actual use.
• The LLC reserves the right to substitute comparable equipment, if necessary, due to operational constraints or maintenance requirements.

Third-Party Equipment & Rentals

• No outside equipment may be delivered, installed, or operated on LLC premises without prior written approval from LLC Operations.
• Approval is granted at the sole discretion of the LLC and may be revoked if safety, operational, or compliance concerns arise.
• Clients may not independently hire vendor(s) to deliver tables, chairs, staging, tents, rigging, lighting structures, or other large-scale installations without written authorization.
• All approved third-party equipment must:
  • Arrive on the event date only o Be removed immediately following the event
  • Comply with University safety, fire, electrical, and facilities regulations
• Exception: Events concluding after business hours may arrange next-morning pickup before 9:00 a.m., subject to space availability and written approval.  
  • A designated client representative must be present to receive and sign for all third-party deliveries. The LLC reserves the right to refuse delivery if no authorized representative is available.
  • The LLC is not responsible for storage, security, handling, or supervision of third-party equipment.
  • Clients are responsible for any fees, penalties, or operational costs incurred due to late deliveries, early arrivals, or delayed pickups.

Operational Authority & Safety Compliance

• The LLC reserves the right to deny, remove, or disconnect any equipment that:
  • Creates a safety hazard
  • Violates fire code or University policy
  • Exceeds electrical capacity
  • Interferes with building operations
  • Damages or risks damage to facility infrastructure
  • Equipment requiring access to water, electrical distribution, satellite internet, cable feeds, rigging points, or other building systems requires advance written approval.
• Additional fees may apply for technical services, infrastructure access, inspections, or facilities coordination.

Responsibility, Indemnification & Liability

• Clients assume full responsibility for all third-party equipment brought into the facility, including setup, operation, supervision, and removal.
• Clients are financially responsible for any damage to LLC property, infrastructure, equipment, flooring, walls, ceilings, or systems caused by third-party equipment or vendor activity.
• Clients are liable for loss, theft, or damage to third-party equipment during the contracted event period.
• Clients are responsible for safeguarding all materials, merchandise, exhibits, and personal property belonging to participants, vendors, speakers, or guests.
• Rutgers University and the LLC shall not be responsible for damage, theft, or loss of property. Clients waive and release all claims against the University arising from such incidents.

Non-Compliance

Failure to comply with this Equipment Policy may result in:

• Immediate removal of unauthorized equipment
• Assessment of additional labor or facilities charges
• Suspension of event operations until compliance is achieved
• Loss of future reservation privileges

• A primary point of contact (name, email, and phone number) must be provided for all after-hours or weekend events.
• Operations' coverage is limited; additional staffing fees may apply depending on the nature, timing, and size of the event.

• Client is responsible for the cleanup and removal of all food, beverages, catering items, utensils, and equipment.
• Any food or catering items left behind after the scheduled event end time will result in a $500 food and beverage removal fee.
• All perishables must be removed immediately following the event to maintain health and safety standards

Clients are responsible for their members and guests, and any equipment or entertainment provided. Groups are also responsible for taking the necessary precautions to ensure that there are no injuries, damages, or losses to property and/or persons in and around the Lifelong Learning Center.

To ensure the safety of guests, staff, and University property, the Rutgers Lifelong Learning Center (LLC) strictly regulates materials and equipment brought onto the premises. Clients may not bring into the facility any exhibit, display, equipment, vehicle, material, or substance that: 

• Poses a safety risk to people or property
• Violates fire code, environmental regulations, or University policy
• Is incompatible with building systems, infrastructure, or furnishings
• Exceeds the facility’s structural, electrical, or ventilation capacity 

Determinations regarding safety and compliance are made at the sole discretion of LLC Operations in accordance with Rutgers University policies and applicable regulations.

The following are strictly prohibited unless expressly authorized in writing: 

• Smoke, fog, or haze machines
• Pyrotechnics, fireworks, or open-flame devices
• Compressed gas cylinders or air tanks (including CO₂ and helium)
  • Exception: Helium tanks smaller than 15 cubic feet may be permitted with prior written approval
• Gasoline, diesel, fuel containers, or fuel-powered equipment
• Propane or charcoal grills (except in designated and pre-approved outdoor areas)
• Flammable liquids, hazardous chemicals, or toxic substances • Vehicles inside the facility without prior written authorization 

*This list is not exhaustive. The LLC reserves the right to prohibit any item deemed unsafe or operationally incompatible.

Any equipment or materials listed must receive written approval in advance. Additional fees for safety review, facilities coordination, or technical oversight may apply: 

• Electrical tie-ins
• Water access
• Fuel sources
• Special ventilation
• Structural support
• Rigging
• Fire safety review

Rutgers University and the LLC assume no liability for loss, damage, or injury resulting from the unauthorized use of hazardous materials.

Clients assume full responsibility for all materials, equipment, and substances brought onto the premises by their organization, vendors, exhibitors, or guests. Any client introducing prohibited or unapproved materials will be financially responsible for: 

• Immediate removal
• Damage to property or infrastructure
• Fire or safety response costs
• Cleanup, remediation, or disposal expenses
• The LLC reserves the right to immediately remove or disable hazardous materials without prior notice if safety is at risk.
• Clients are responsible for ensuring that all vendors, sponsors, contractors, and participants comply with this policy.
• Failure to comply may result in:
• Immediate suspension of event operations
• Assessment of additional labor or damage fees
• Termination of the event
• Loss of future reservation privileges

The Lifelong Learning Center is budgeted to operate five days a week (Monday-Friday) year-round. The building is open 8:30 AM - 4:30 PM – Business hours: 8:30 AM - 5:00 PM. 

• Special accommodations, including early opening, late closing, or weekend access, may be arranged through the with at least two weeks’ advance notice prior to the event or class.
• Additional fees will apply for extended hours.

• If an instructor does not arrive within 30 minutes of the scheduled start time, students will be dismissed.
• LLC Operations Team will then close and secure the space.
• Room and staff charges will apply for the reserved time, regardless of instructor attendance.

Liability insurance is required for all events held at Rutgers University. 

• Coverage Requirements for Non-University Clients, Caterers, Vendors, Performers, etc.:
  • A Certificate of Insurance must show Comprehensive General Liability Insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate.
  • Rutgers, The State University of New Jersey, must be named as an additional insured.
  • External clients are responsible for maintaining their own liability insurance in addition to any coverage provided by caterers or vendors.
• Groups without their own insurance may obtain a Tenant-User Liability Insurance Policy (TULIP). For more information, visit tulip.ajgrms.com or contact DoCS Operations Team.
• Insurance must be primary over other collectible insurance and must include the following indemnification:
  • “The vendor/contractor agrees to hold harmless, indemnify, and defend Rutgers, The State University of New Jersey against any and all claims, demands, or suits by any persons, and against related damages, liabilities, costs, and expenses (including attorney’s fees) arising from the performance of the contract.”
• Certificates of Insurance must be filed no later than fifteen (15) days prior to the event.
• Rutgers-Sponsored Events Hosting Non-University Clients:
  • Liability insurance through TULIP is required.
  • Minimum coverage: $1,000,000 combined single-limit general liability policy.
  • Rutgers must be named as an additional insured.
  • Insurance must be secured no later than two weeks prior to the scheduled class or event, and a copy must be provided for University records. 

Responsibility 

• Failure to maintain the required coverage does not relieve the Client from financial liability arising from the event.

Payment Information for Rutgers University Departments: 

• Departments must pay using an Internal Purchase Order (IPO).
• DoCS LLC IPO supplier name: IPO: DoCS – LLC Room Rentals
• Supplier Number: 60487
• Account code: 74111
• For detailed instructions, please see below:
  • Our MarketPlace Supplier name is IPO: DoCS - LLC Room Rentals (#4519).
  • On the Home page, under the "Simple" tab and in the top Search box, type "LLC Room Rentals" then hit the enter key.
  • Select the red "View Form" box.
  • Include event name (see above) in "Product Description"
  • Select Commodity Code "Hotels/Banquet/Conferences"
  • For "Room Type", use the room number your event is being held in.
  • Use Reservation No. (your reservation number that appears on your Approval Notice) for "Invoice No field"
• When entering your GL chart string, use recovery code 74111, e.g. XXX XXXX XXXX XXXX XXX XXXX 74111.
  • For Project accounts use 74111 as "Expenditure Type"
• An IPO must be generated within five (5) business days following the LLC Reservation Estimate
• Final invoices for reservations will be processed in Marketplace within ten (10) University business days after the event. 

If any changes affect the final balance after the IPO has been created, the LLC Operations Team will notify the department during invoice processing.

The Rutgers Lifelong Learning Center (LLC) and DoCS Operations Team assume no responsibility for damage, theft, loss, or vandalism of equipment, materials, exhibits, décor, or personal property brought into the facility by the client, vendors, exhibitors, presenters, or guests. Rutgers University and the Rutgers Lifelong Learning Center reserve the right to pursue recovery of all costs associated with damage, including legal remedies where appropriate.

Client Responsibility 

• Clients are responsible for maintaining the condition of the premises during their entire reservation period, including setup, event hours, and breakdown.
• Clients are liable for the conduct and actions of their employees, contractors, vendors, sponsors, exhibitors, participants, and guests.
• The facility must be returned in the same condition as received, normal wear and tear excepted.

Inspections 

• Subject to space availability, clients may request a pre-event and/or post-event walkthrough.
• All inspections must be conducted in the presence of LLC Operations Team.
• The LLC’s determination of damage or excessive cleaning needs shall be final.

Damage Assessment & Charges 

• Any damage occurring during event setup, execution, or breakdown will be documented and charged to the client.
• Charges will be assessed at current material, labor, administrative, and replacement rates.
• This includes, but is not limited to:
• Damage to flooring, walls, ceilings, fixtures, furnishings, and equipment
• Electrical or infrastructure damage
• Excessive cleaning requirements
• Unauthorized removal or relocation of furniture or equipment

Damage Deposits 

• Certain events may require a refundable damage deposit.
• Deposit requirements are determined based on event size, complexity, risk level, equipment use, and client history.
• Damage deposits may be partially or fully retained to cover repair, replacement, cleaning, or administrative costs.

Non-Compliance & Enforcement

• Failure to prevent damage, vandalism, or policy violations by event personnel, vendors, or guests may result in:
  • Assessment of additional charges
  • Retention of damage deposits
  • Immediate suspension of event activities
  • Termination of the reservation agreement
  • Denial of future reservation privileges

Any personal property found within the Rutgers Lifelong Learning Center (LLC) should be turned into the Information Desk located in the main lobby. The LLC is not responsible for lost, stolen, or unattended items left in the facility. 

Claiming Lost Items 

• Lost items may be claimed Monday through Friday, between 9:00 a.m. and 4:00 p.m.
• Individuals claiming property may be required to provide identification and a description of the item. 

Holding Period 

• Items will be retained for seven (7) calendar days from the date received.
• Unclaimed items will be transferred to the Rutgers Police Department in accordance with University procedures. 

Covered Property 

• Personal property includes, but is not limited to:
  • Keys
  • Wallets
  • Identification cards
  • Mobile phones
  • Laptops and electronic devices
  • Bags and backpacks

To ensure the safety and well-being of youth participants, the following requirements apply to all programs involving minors (individuals under 18 years of age) held at the Rutgers Lifelong Learning Center (LLC).

Supervision Requirements 

• Clients must provide continuous, responsible adult supervision for all minors during the entirety of their program, including arrival, dismissal, and transitional periods.
• Supervision must be maintained at all times within University facilities and anywhere on Rutgers property while minors are present.
• Supervisors must remain physically present and actively engaged; minors may not be left unattended at any time. 

Conduct & Accountability 

• Designated supervisors serve as the primary point of contact between University staff and program participants.
• Supervisors are responsible for addressing issues related to discipline, noise, safety, or property damage involving minors.
• Clients are fully responsible for the actions and behavior of all youth participants and program staff. 

Compliance Requirements 

• All University and non-University organizations operating programs involving minors in Rutgers facilities must comply with the Rutgers University Protection of Minors Policy, including registration, background checks, training, and reporting requirements where applicable.
• Compliance with the Protection of Minors Policy is mandatory and is the sole responsibility of the sponsoring organization. 

For additional information, visit: protectminors.rutgers.edu; Email: protectminors@publicsafety.rutgers.edu 

Failure to comply with these requirements may result in suspension or termination of the program and loss of future reservation privileges.

• To preserve the integrity of the facility and ensure consistent room setup standards:
  • Furniture, artwork, signage, equipment, fixtures, or any other items may not be removed, relocated, altered, or taken from their assigned location.
• Clients and guests are prohibited from disassembling, repositioning, or modifying installed furnishings or equipment without prior authorization from LLC Operations.
• Unauthorized movement or removal of property may result in additional labor charges, damage fees, or loss of future reservation privileges.

To ensure compliance with federal copyright law and licensing requirements, all film and television screenings held at the Rutgers Lifelong Learning Center (LLC) must adhere to the following guidelines. 

Licensing & Copyright Compliance 

• Clients are solely responsible for securing all required public performance rights and licensing from an authorized distributor prior to screening any film, television program, or streamed content.
• A copy of the licensing agreement or proof of public performance rights must be submitted to the LLC Operations Team no fewer than five (5) business days prior to the scheduled screening.
• Failure to provide proof of licensing may result in cancellation of the screening.
• The LLC and Rutgers University assume no responsibility for unauthorized or unlawful screenings. 

Advertising & Promotion 

• All promotional materials must clearly identify:
• The sponsoring client or organization • The full title of the film or television program
• The official rating (if applicable)
• Promotional materials must not imply endorsement by Rutgers University unless expressly authorized. 

Netflix Original Educational Documentaries 

• Certain Netflix Original educational documentaries are available for one-time educational screenings if labeled “Grant of Permission for Educational Screenings” on the Netflix title details page.
• Screenings under this provision must comply with all Netflix requirements, including:
  • Access through an active Netflix account holder
  • Non-profit and non-commercial use only
  • No admission fees
  • No fundraising or solicitation of donations
  • No advertising or commercial sponsorship
  • No use for political campaigns or electoral events
  • No use of Netflix logos or branding in promotional materials
  • No implication of Netflix endorsement
• Proof of eligibility and any applicable licensing documentation must be submitted to the LLC Operations Team at least five (5) business days prior to the screening.
• For additional details, clients should consult Netflix’s Educational Screening guidelines. 

Enforcement

• Non-compliance with licensing or promotional requirements may result in cancellation of the screening and loss of future reservation privileges.

Some campus areas are not available for departmental event or activity reservations. These non-reservable spaces include: 

• Common hallways
• Restrooms
• Stairwells
• Elevators
• Building entrances and exits
• Offices

• The maximum occupancy for an event may be lower than the posted room capacity, depending on the event type and room setup.
• Posted capacities are generally based on empty rooms and may decrease as tables, chairs, or other equipment are added.
• Events that exceed the approved occupancy will be stopped, and no refunds or credits will be issued.

• The sponsoring program, organization, or department is fully responsible for providing accurate parking information and ensuring that students and guests have appropriate access.
• LLC Operations Team are not responsible for managing, reserving, or monitoring parking. Any issues arising from parking arrangements are the responsibility of the sponsoring group

• Failure to comply with any of these policies and procedures may result in the suspension or revocation of reservation privileges. Current and/or upcoming events may also be suspended or canceled.
• Penalties incurred by one member of a sponsoring organization, department, or client may impact the entire group. For example, if a single member of the reservation client violates these rules, all current and future reservations for that organization or department may be affected.
• Written approval from the Director of Operations is required for reinstatement of reservation privileges.

• Rutgers Lifelong Learning Center will not sell, share, or distribute any personal or identifying information collected during the reservation process. Any information shared with other Rutgers University departments will be used solely for data collection or operational purposes and will be stripped of personally identifying details, including client or business names, phone numbers, email addresses, and mailing addresses.
• Advanced disclosure of reservation information, including identifying details, will only be provided to university offices with a legitimate operational or safety need (e.g., Rutgers University Police Department, Fire, and Emergency Services).

All refunds are subject to verification by DoCS Operations Team.

Eligible Refunds 

Refunds may be considered under the following circumstances, at the discretion of Events & Conference Services: 

• The event is canceled at least seven (7) calendar days prior to the first scheduled booking date.
• A change in the reserved space results in a lower reservation fee.
• An unused damage deposit remains after the event.
• Non-Refundable Situations Refunds will not be issued under any of the following conditions:
• The event is canceled six (6) calendar days or fewer prior to the first scheduled booking date. 

No-show events 

• The non-refundable room deposit.
• Events suspended or shut down due to client negligence, including but not limited to occupancy violations, alcohol violations, fire code violations, or other safety or policy infractions.
• Third-party services arranged by Rutgers on behalf of the client that are noncancelable or non-refundable by the third-party provider.
• By making a reservation, the client acknowledges and accepts that all refund decisions are subject to these policies and the discretion of the DoCS Operations Team.

General

• Spaces and equipment managed by The LLC Operations Team are reserved based on priority, availability, and operational considerations. Reservations are not guaranteed until confirmed in writing by LLC Operations.
• LLC Operations Team reserves the right to assign or reassign reservations based on group size, program type, and available space to ensure safe, appropriate, and optimal use of facilities.
• Clients are responsible for providing accurate event details at the time of reservation. Failure to provide complete or timely information may result in reassignment, cancellation, or denial of future requests.
• The privacy of clients and their reserved dates and spaces will be maintained; however, disclosure may occur as required for operational, safety, or compliance purposes.
• Large events should be requested as early as possible to allow sufficient time for review and space allocation.

Booking Schedule 

• Reservations are reviewed on a rolling 6-month window from the date of your event/program. DoCS Operations Team retains full discretion to approve, modify, or cancel reservations to maintain safety, compliance, and equitable access to facilities.

A Reservation Agreement is a binding contract between Rutgers Lifelong Learning Center, acting as an agent of Rutgers University, and the client. The agreement specifies the dates, times, venue spaces, equipment, services, and other event-related details requested by the client and confirmed by DoCS Operations Team. The client has five (5) business days from receipt of the LLC Estimate to sign and return this form and to initiate the IPO. 

A Reservation Agreement becomes effective only when the reservation request is accepted in writing by the DoCS Operations Team. Submission of a reservation request alone does not constitute an agreement or guarantee the use of space. A signed Reservation Agreement issued by the DoCS Operations Team is required for the reservation to be recognized and confirmed. 

Changes to Reservations 

• To ensure accurate records and proper processing, any request to change or add dates, times, or spaces must be submitted in writing via email or an updated reservation form.
• Updated forms must be clearly marked “Changes” and reference the original Reservation ID number.
• Additional fees may apply for changes.

 Fees 

• Clients are charged rental fees for all spaces.
• Clients are responsible for labor, equipment, overtime, custodial, security, and extended-hour charges.
• Event clients are responsible for all fees charged by third-party vendors.

Denials 

• DoCS Lifelong Learning Operations Team reserves the right to deny or cancel reservations under the following circumstances:
• The event’s scope exceeds the physical or technical capacity of the facilities, equipment, or staff, or cannot be accommodated with reasonable staffing for safety and security.
• The event conflicts with Rutgers University policies or regulations.
• The client or organization is not in good standing with DoCS Operations Team (e.g., outstanding invoices, prior violations).
• Reservations should be submitted in a timely manner. Requests received up to one (1) week prior to the event date may be accommodated, subject to availability.
• Reservations requesting multiple dates for a single event must select a preferred date at least thirty (30) days prior to the first requested date, or all dates will be released. 

Setup Dates 

• Clients may request additional setup days prior to the event.
• Setup dates are granted based on availability, and additional charges apply. 

Reservation Statuses 

• Web Request: Submitted via the online portal; pending review.
• Web Conflict: Conflicting request with another submission; reviewed by staff and either denied or placed on the waitlist.
• Web Cancelled: Canceled through the online portal.
• Tentative: Preliminary hold pending additional information. Requests not completed 30 days prior to the event will be canceled.
• Pending Department Approval: Under review by the appropriate department.
• Definite: All required information and approvals are complete.
• Wait List: Placed in line behind confirmed reservations on a first-come, first-served basis. • Cancelled: Not approved or canceled by the client.
• Denied: Denied due to scope, size, timing, or other concerns.
• No Show: Indicates the client did not attend the event. Events canceled fewer than three (3) days before the scheduled date are also marked as No Show.

Reservation Confirmation 

• Upon approval, DoCS Operations Team will issue a Confirmation document specifying all event details. Until this document is received, the reservation is not confirmed, and clients may not distribute marketing materials, invite guests, or arrange rentals.
• Clients must bring a copy of the confirmation on the day of the event. Failure to present it may result in delay or denial of access to the reserved space.

To ensure proper planning, staffing, and resource allocation, all reservation or booking changes must adhere to the following guidelines: 

General Modifications 

• All requests to change or alter a reservation must be submitted in writing at least 48 hours prior to the start of the reservation.
• Any modifications submitted after final payment that result in additional costs must be paid in full at the time the change request is submitted.
• DoCS Operations Team reserves the right to approve, deny, or adjust any change request at its discretion based on availability, staffing, and operational considerations. 

Room Changes & Attendance Adjustments 

• Requests to change rooms due to an increase or decrease in expected attendance must be submitted at least seven (7) days prior to the first scheduled use date as noticed the Approval Notice.
• Room changes requested fewer than seven (7) days prior to the first scheduled use:
• Are not eligible for refunds if moving to a smaller room.
• May incur additional charges if moving to a larger room. 

Requests that cannot be accommodated due to space, staffing, or operational constraints may be denied at the discretion of DoCS Operations Team.

• DoCS Operations Team reserves the right to deny, assign, reassign, or terminate any reservation or event under the following circumstances:
  • The event scope exceeds the physical, technical, or staffing capabilities of the facility.
  • Security or safety concerns cannot be addressed with reasonable staffing coverage.
  • The event or organization conflicts with Rutgers University policies or regulations.
• Additionally, the Rutgers University Police Department or the Office of Emergency Management may cancel, delay, or terminate an event for safety or security reasons, including but not limited to severe weather, utility failures, natural disasters, or security threats, even while the event is in progress.
• Where feasible, reasonable efforts may be made to provide the sponsoring organization, department, or client with an alternate space, date, or time.
• Event groups are not permitted to reassign, transfer, or give away their reservations to another group, department, or organization.

• LLC Operations Team reserves the right to alter event times or facility assignments to accommodate maintenance, operational needs, or other exigencies.
• Staff may enter facilities at any time for inspection, maintenance, repair, emergency response, or other reasonable operational purposes.
• Alternate facilities may be substituted to accommodate increases in participant numbers, to reassign originally scheduled spaces for other uses, or in response to unforeseen circumstances.
• Every reasonable effort will be made to minimize the impact of these adjustments on scheduled events.

• Setup changes must be requested in advance (no later than 72 hours before class/event) whenever possible to ensure appropriate staffing.
• If a room setup is altered during the event and not returned to its original setup; a $100 setup-restoration fee will be charged.

• Only trained service dogs are permitted inside the Rutgers Lifelong Learning Center.
• A service dog is any dog individually trained to perform specific tasks or work for the benefit of an individual with a disability.
• Service dogs must always be under the control of their handler and should be harnessed, leashed, or tethered unless these devices interfere with the dog’s work or the handler’s disability prevents their use.
• Support animals, which provide comfort but are not trained to perform specific tasks, are not permitted inside the Rutgers Lifelong Learning Center.
• Advanced notice of service dog presence is appreciated but not required.

• All Rutgers University facilities are strictly smoke-free. This policy applies to all forms of smoking, including but not limited to: tobacco, herbs, or cannabis, whether in the form of cigarettes, cigars, bowls, pipes, hookahs, or electronic devices such as e-cigarettes.
• Indoor smoking is prohibited in all university facilities.
• Event staff, vendors, or guests found in violation of this policy will be asked to leave the premises and may be denied re-entry.

• Solicitation of any kind is prohibited at the Rutgers Lifelong Learning Center. This includes, but is not limited to:
  • Door-to-door solicitation
  • Distribution of flyers, handouts, or promotional materials
  • Leaving materials on tables, chairs, or information desks
• Violations of this policy may result in removal from the premises and/or restriction from future use of the LLC.

• All events held at Rutgers University must comply with all applicable local, state, and federal laws. It is the responsibility of the client to be fully informed of and adhere to all relevant regulations.
• Event groups are responsible for the conduct of their staff, vendors, performers, speakers, and guests, and may be held liable for any violations of laws or regulations that occur during their event.

• Storage is not available at the Rutgers Lifelong Learning Center for materials or equipment prior to the scheduled date and time of a reservation.
• DoCS Operations Team cannot accept shipments without prior written approval for storage arrangements. Items shipped without approval will be refused and returned to the sender.
• Event materials may only arrive on the day of the event and must be removed no later than 8:00 a.m. the following day. Early deliveries will be refused. Exceptions for weekend events may be considered on a case-by-case basis with written approval.
• The client is responsible for removing all equipment and materials brought in for the event. No storage is available after the event.
• Any items left in the facility for more than 48 hours will be considered abandoned property, and all costs associated with removal will be the responsibility of the sponsoring organization, department, or client.
• Additional fees may be assessed for approved early deliveries or items retained for storage after the event.

• All reservations are non-transferable. Sponsoring organizations, departments, or clients may not transfer or assign their reservation to another group, organization, or individual.
• Violations of this policy may result in the cancellation of current and/or upcoming events and may impact future reservation privileges for all parties involved.

• All events held at Rutgers University must comply with all applicable University policies and regulations, including those not specifically listed in this document.
• It is the responsibility of the client to be informed of and adhere to all relevant University policies. Additional policy information is available online at: http://policies.rutgers.edu/.

General 

• A VIP is any individual whose attendance—as a guest, speaker, or panelist—is likely to attract significant attention due to their status, position, or influence. This may include celebrities, notable figures, elected officials (current or former), or controversial individuals.
• Elected officials include any current government official at the local, state, federal, or foreign level, including top-level appointed positions.
• The Chancellor’s Office must be notified in advance if elected officials will attend an event in any capacity. 

Security 

• Additional security may be required for elected officials or other high-profile guests and speakers.
• If a guest or speaker will be accompanied by armed protection, the head of their security detail must coordinate with the Office of Emergency Management (OEM).
• Law enforcement agencies assigned to an event do not replace the requirement to have Rutgers University Police Department (RUPD) officers present.
• Based on the size, scope, timing, or nature of an event, RUPD or OEM may require adjustments, including:
• Changes to start or end times
• Addition of rooms or spaces
• Deployment of additional officers or security personnel 

If additional rooms or services are required at the request of RUPD or OEM, the client is responsible for all associated costs.

• Reservations canceled by the client due to severe weather (e.g., snowstorms, hurricanes, flooding) or campus closures will not incur cancellation or no-show fees.
• Rescheduled reservations will be given priority over new requests and will be accommodated at a mutually acceptable facility, date, and time, which may include a different room or facility than originally scheduled.
• Event groups remain financially responsible for any equipment or services rented outside of the standard inventory provided by the LLC Operations Team.