University sponsored events are activities planned, coordinated, and implemented solely by University faculty, staff or recognized student clubs/organization(s) for the benefit of the University and/or its community. All expenses are paid through University accounts in accordance with established policies and procedures.

External events are activities planned, implemented, and sponsored by individuals, groups, or organizations not included in the organizational structure of the University. External events are subject to contractual, financial, and insurance related requirements as they apply to the use of institutional facilities.

Hosted events are activities that involve external groups or organizations the institution has offered to provide space and resources to as an invited guest. Hosted events are processed as internal events and are not subject to contractual, financial, or insurance related requirements as they apply to the use of institutional facilities. Hosted events must meet the following requirements:

a. Prior approval from the President or Vice President for Administration and Finance;
b. Share and/or absorb appropriate costs associated with the event not born by the external group;
c. Assign a liaison from the internal sponsor to assist with planning, coordinating, and implementing the event;
d. Assign additional personnel as determined by the Office of Event Services and Campus Center Operations;
e. In cases where the external partner is a private entity providing a financial contribution or in-kind contribution, prior approval by the Ethics Liaison Officer and the New Jersey State Ethics Commission is required.
f. These events may be subject to approval by the State Ethics Commission. See guidelines Joint Ventures and Private Financing of State Activities and the Agency Jointly Sponsored Events/Activities Form. Questions may be directed to the campus Ethics Liaison Officer.

Sponsored events are activities involving both internal and external partners. The activities must be aligned to the institution’s mission. Sponsored events are subject to contractual, financial, and insurance related requirements. Sponsored events must meet all of the following requirements:

a. Prior written approval of the appropriate budget unit head, dean, and/or vice president;
b. Adhere to the appropriate provisions of University facility usage fees and University procedures and policies;
c. Share and/or absorb appropriate costs associated with the event not born by the external group;
d. Assign a liaison from the internal sponsor to assist with planning, coordinating, and implementing the event;
e. Assign additional personnel as determined by the Office of Event Services and Campus Center Operations;
f. In cases where the external partner is a private entity providing a financial contribution or in-kind contribution, prior approval by the Ethics Liaison Officer and the New Jersey State Ethics Commission is required.
g. These events must gain prior approval by the State Ethics Commission. See guidelines Joint Ventures and Private Financing of State Activities and the Agency Jointly Sponsored Events/Activities Form. Questions may be directed to the campus Ethics Liaison Officer.

Ordinarily, no outside group may use state facilities for fundraising purposes when the beneficiary is other than the University, unless specifically authorized in writing by the Vice President for Administration. If authorization is provided, surcharge fees may be applied at the discretion of the Vice President for Administration and Finance.

1. Facility, equipment, labor, utility, or service fees may be discounted, or waived, under special circumstances for governmental agencies, hosted events, and sponsored events that are consistent with the mission of the institution and provide a direct benefit to the University.

2. In cases when facility fees are discounted or waived, the University is authorized to charge equipment, labor, service, and administrative fees.

3. In cases when facility, equipment, labor, or service fees are waived or discounted, the University is authorized to charge a non-refundable administrative fee.

4. Discounts and waivers will not be applied to the following rental conditions:

a. Individual private events / parties
b. For profit organization sponsors
c. Fundraising events when the beneficiary is an entity other than the institution
d. Political party / campaign related events
e. Overnight residential accommodations
f. When direct costs exist