Princeton University

Princeton University Rights, Rules, Responsibilities, 2008-09 edition

Renting University Facilities in Periods of Low Usage, Especially in the Summer

Organizations wishing to rent University facilities should apply toConference Services.

Requests for use of University facilities will be considered for the following types of activities, subject to the limitations stated elsewhere in these guidelines.

1. Activities of a broad educational or informational nature sponsored by professional societies and other nonprofit organizations, and educational and training programs of the tax-exempt educational components of  profit-making organizations whose principal business is not education.
2. Programs with artistic, cultural, or entertainment content, which may appeal to the University community.
3. Charitable events on a limited basis.
4. Nonprofit summer camps and institutes in such areas as sports, music, and the arts under the aegis of the Center for Visitor and Conference Services and directed by a salaried University official.
5. Student-initiated events approved by the Office of the Dean of Undergraduate Students or the Office of the Dean of the Graduate School.

The following types of activities ordinarily will not have access to University facilities.

1. Activities sponsored by off-campus organizations for political purposes or for fund raising for political goals or for influencing public policy. (For campus-based organizations, see page 40 of Rights, Rules & Responsibilities.)
2. Other fund-raising activities (except for a limited number for charitable purposes).
3. Activities conducted primarily for the purpose of making a profit for the sponsoring organization which are not of general interest to the University community. (Click here for specific information pertaining to Regulations Governing Solicitation and Distribution by Off-Campus Individuals or Organizations)
4. Activities which could be construed by the public to be educational courses or other activities sponsored by the University when, in fact, they are not so sponsored.
5. Activities that fall outside the guidelines.

The following additional considerations will be taken into account in considering requests for the use of University facilities.

1. The activity should not interfere with the schedule of normal activities of the University.
2. The sponsoring organization must show that it is fiscally sound and has the resources necessary to underwrite all risks associated with the event, and that it has demonstrated administrative capacity to organize and manage the event in a manner consistent with University traditions, standards, and requirements.
3. The content of the activity should be reasonably compatible with the primary activities and the mission of the University as an educational institution and should be carried out with the decorum appropriate to the academic environment.
4. Activities that might present problems for the local community, such as traffic congestion or noise, will be approved only after prior consultation and coordination with the local community.
5. Proposed activities will be reviewed to determine the extent to which they may disadvantage local business or University organizations through competition for patrons.
6. During the course of the academic year, when access to facilities must be limited due to extensive use for University purposes, preference will be given to outside groups hosted by campus organizations or departments and activities that are of interest to the University community.

The renting of University facilities will ordinarily be on a first-come-first-served basis for eligible organizations, except that campus-based groups or University-sponsored programs shall have priority as administratively feasible in booking available space.

Charges for use of University facilities will be established in advance by Conference and Event Services for each activity.