Event Management Policies
Note: Throughout this section, "home department" refers to the department to which your student organization belongs. This includes Campus Recreation, the Office of the Dean of Undergraduate Students (ODUS), the Office of Religious Life (ORL), and the Pace Center for Civic Engagement.1. Event Sponsorship
2. Scheduling Events
6. Protests & Demonstrations
8. Fundraising for Other Non-Profits
9. Road Races or Recreational Runs
10. Food Guidelines
12. Eating Clubs
13. Lotteries, Raffles, & Door Prizes
14. Hosting Guests Overnight on Campus
15. Hiring Policies
16. Events Held Outdoors
17. Props & Special Effects
Student organizations may not co-sponsor campus events with outside organizations or entities. In addition, student organizations may not serve as proxy organizations for outside entities to operate on campus.
While we recognize the benefits of partnerships and collaborations with non-University entities, the logistical and financial responsibilities of student sponsored events must reside with a recognized student organization and its leadership corps.
Non-University organizations that would like to sponsor an event in any fashion must contact Conference and Event Services by going to: http://www.princeton.edu/us/conferences/student/.
Student organizations may only hold events during the academic year (between the start of Orientation and the end of Commencement). Student groups are to make contributions to on-campus undergraduate life. We therefore do not approve events held during the summer months except under extenuating circumstances. These events must be approved by the Office of the Dean of Undergraduate Students. In addition, student organizations are discouraged from holding events during midterms, reading period, and finals. If there are any questions about how these dates apply to your group's activity, contact your group's home department for clarification.
Activities that take place in the vicinity of University residences, classrooms, the library, the chapel and similar facilities must be conducted in such a way as to respect the necessity for maintaining a reasonable degree of quiet. As such, amplification in outside areas is strictly prohibited between 8:00am and 5:00pm, Monday through Friday.
Events may not take place between the hours of 2:00am and 6:00am without the written permission of your group's home department.
All events must be registered with your group's home department:
- ODUS: ODUS Student Events Registration Form (OSERF)
- ORL: Religious Life Registration & Event Info page
- Pace Center: Event Registration Form
- A contract is any document requiring signature for services or payment.
- This process may take between 2-4 weeks depending on the complexity of the contract and/or the amount of funds committed.
- Use of the University’s approved contracts is strongly recommended. These contracts are available in the forms section. In many cases, the contract serves as the necessary document for the payment of services.
- Typically, use of the University contract will expedite the payment process. If necessary, vendors are able to submit an addendum to this contract that confirms the specifics for the event (i.e. the amount of food, equipment required, etc.).
- For student organizations, the review and authorization process is provided by your home department in consultation with the Office of General Counsel.
- Students are not to make any offer or financial commitment verbally or in writing without prior permission from your home department.
Certain types of events held on campus will require additional security measures to ensure the safety and well-being of those attending. While each event is unique, consider the following guidelines to determine whether you will need to hire Safeguards and/or Public Safety Special Event Security for your event. If you do not comply with these regulations, your event may be cancelled.
Review this policy carefully and consult with your home department throughout the planning process. Note that there are costs associated with these services which are non-negotiable. Ultimately, Public Safety and your home department have the final say about necessary security measures for your event.
Your event is likely to require Safeguards if it:
- takes place at an eating club;
- ends at 11pm or later;
- requires a ticket, PUID or other crowd control measures;
- involves alcohol;
- involves non-Princeton students; or
- is a large-scale social event.
Visit the Safeguard website to request their services.
In addition, your event is likely to require Public Safety Special Event Security if it:
- features a potentially controversial speaker or topic and may draw protest or demonstration;
- features a dignitary, head of state, celebrity or government official (particularly if they are coming with their own security detail);
- takes place at certain locations that require it (e.g. Fine Tower, Carl Icahn, Maclean House);
- is a social event ending at 11pm or later;
- involves alcohol;
- involves non-Princeton students; or
- is a large-scale social event.
In order to register your event with Public Safety and request their services, you must fill out a Public Safety Events Registration Form in addition to your home department's event registration form. Public Safety must receive your form at least 10 days in advance of your event in order to guarantee service.
Sponsors are responsible for organizing a security briefing meeting prior to the start of the event with the event sponsors and security personnel. This meeting should review the means of entry, egress, and general event set-up and logistics. The schedule of security coverage and emergency procedures should also be reviewed. Open lines of communication among all parties at an event are essential to ensure a safe and successful event.
For student organizations who want to allow Princeton Students to bring a non-Princeton student as guests to their events, they must abide by the following guidelines.
- Safeguards will be hired to staff the entrance or entrances to the event.
- Each Princeton student will be permitted one (1) guest.
- The Princeton student will need to present their valid PUID and a valid school or government issued photo ID of their guest. The Safeguard will log this information. The Princeton student will then sign the log agreeing to the following terms:
- I the undersigned acknowledge that I know my guest and take full responsibility for their actions at this event. I agree that should my guest violate any rules of conduct as stated in Rights, Rules, Responsibilities I will be contacted and may face disciplinary action based on those violations.
- In order for an event to qualify for the above guest policy, the event may not be advertised off campus (i.e. via other university group email lists, Facebook groups, posting flyers off campus, etc.)
- If an organization wishes to open their event to non-Princeton University students, Public Safety is required to staff the event while maintaining the above guest policy guidelines.
- Additionally, the organization in charge of advertising the open event is required to inform Public Safety of all forms of advertising and how it will be distributed.
Protests & Demonstrations
Occasionally, student organizations play a central role planning protests and other demonstrations on campus. In order to assist with the planning of your event, please review the policies set forth in Rights, Rules, Responsibilities (section 1.2.2) and meet with an ODUS staff member as soon as possible. We will be able to answer questions relating to University policies and help you with the logistical details of organizing a protest or demonstration on campus. Please note that if such activities are planned for off campus, you may be required to receive approval from the municipality where the protest will take place.
Activities that take place in the vicinity of University residences, classrooms, the library, the chapel and similar facilities must be conducted in such a way as to respect the necessity for maintaining a reasonable degree of quiet in such areas. As such, amplification in outside areas is strictly prohibited 8 a.m. to 5 p.m., Monday through Friday. Events likely to generate substantial crowd noise may also be restricted.
For events where noise may extend outside the University community, the organizing student group must submit an application for a noise permit from the borough at least two weeks in advance of the event. Information regarding noise permits and a PDF of the application can be found on the Princeton Borough Web site in the "Fees, Permits, Licenses" section.
In addition, we expect student organizations immediately to comply with requests from University administration, Princeton Public Safety, and Borough Police. Student organizations are responsible for notifying departmental managers or administrators in surrounding departments/offices of the event and establish a student organization contact person to whom concerns may be directed. For events impacting residence halls, you must contact either the college administrator (Residential Colleges) or the Housing Office (upperclass housing).
Fundraising for Other Non-Profits & Humanitarian Relief Efforts
In order to assist student groups that wish to participate in fundraising efforts in support of humanitarian causes, ODUS has developed the following guidelines:
Fundraising should be conducted under the auspices of a recognized student organization.
Funds may not be solicited from University departments, programs, organizations, etc.
Before you begin the process of registering and advertising your fundraiser, the student organization must contact the designated non-profit organization and request that the non-profits name be used in association with a fundraiser on campus. A written statement on the letterhead of the benefiting organization must be obtained by the student organization and submitted to an administrator in your home department via email. This letter should clarify the terms of the fundraiser as mutually agreed upon by the sponsoring group and the benefiting organization. Ensure contact information is included in the letter.
In order to set up tables for fundraising purposes, student or groups should obtain permission from those persons in charge of the facility at which they wish to solicit and should inform your home department of these locations using the Event Registration Form.
Donation by check should be strongly encouraged. Checks must be made out directly to the benefiting organization (i.e., Red Cross, CARE, etc.) This method of donation is also useful for the donor as they have the record of a cancelled check for tax purposes.
Should an organization need to accept cash contributions, it should articulate procedures that ensure the security and proper accounting of the cash collected. The organization should also review these procedures with a member of your home department's staff.
Your home department will provide a cash box to receive these donations. Cash/checks should not be kept in individual’s possession. The student organizations should contact Public Safety for use of a safety deposit box. Everyday, when collection is done, you should contact Public Safety for transport to the Public Safety Office for deposit of funds.
University funds may be used to advertise relief efforts or to provide information or other educational materials to members of the University community regarding relief and fundraising efforts or for other related University based charges or costs (i.e., renting table space). The amount of these expenditures should be modest in comparison to the amount raised directly for the relief effort.
Upon the completion of the fundraiser, the sponsoring student or organization must:
- Pick-up cash/checks from Public Safety and return the cash box and key.
- Transfer the funds to the receiving organization:
- Determine how much money you have raised for the receiving organization and send an email to the organization (with an administrator in your home department cc'ed) to inform them of the amount they are to receive
- Bring cash and/or checks to the 7th floor of New South where they will be deposited into your group's account
- Notify ODUS that all collected funds are in your group's account and an administrator in your home department will then transfer the funds from your group to the receiving organization
- The sponsoring student or organization must provide your home department with a detailed summary report of the fundraiser. Special care should be given to delineate all costs, including a profit per item calculation, advertising and institutional support costs (i.e., printing & mailing, tables, etc.) The report should confirm how much money was raised, how much was donated to the designated charity and the date the donation was sent.
Road Races or Recreational Runs (5Ks, etc.)
All groups wishing to sponsor and/or organize a recreational run, walk, or road race of any kind must contact David Leach, Associate Director of Athletics for Campus Recreation, at firstname.lastname@example.org for approval.
In addition, please review the following checklist and protocol information regarding 5K runs or races from the Princeton University Campus Recreation Office.
If the race is also a fundraiser, review the policy above on Fundraising for Other Non-Profits & Humanitarian Relief Efforts.
Food is often vital to the success of a student organization event, whether it’s from the Wawa, delivered by a local restaurant or a full-scale catered banquet. Keep in mind that there are certain safety regulations that must be heeded when it comes to serving food at your event. You may need to notify the Department of Environmental Health and Safety (EHS), the Office of Risk Management, and possibly apply for food licenses with the Princeton Borough.
Consider the following food guidelines when planning your event. In addition, ODUS will evaluate each event on a case-by-case basis and make additional suggestions when you register your event with ODUS.
Events that may require proper food licensing and insurance:
- A large-scale event that is fully open to the general campus community, public or any consumer, regardless of whether the food is pre-packaged or prepared specially for the event, or whether food is sold or given away. Event Examples: Communiversity, TASA's Night Market, the Southern Pig Roast
- An event that serves food that is prepared on site by an outside caterer. Event Examples: Banquet cooked in the Fields Center by an outside caterer
- A food truck In order to operate on campus, food truck vendors must submit a completed permit application and appropriate fee to the Princeton Department of Emergency & Safety Services. For more information on the town's regulations surrounding food trucks, please visit the Department of Public Safety's page here.
If you think your event falls into this category, the caterer must provide certain types of insurance for your event. Contact Missy McGinn in the Office of Risk Management.
NOTE: Any food for such an event must be prepared in a kitchen licensed as a retail food operation or all food must be brought to the event site for preparation at the time of the event. Currently, the Murray-Dodge and Carl A. Fields Center kitchens are the only licensed kitchens on campus available for this type of use. These kitchens are available by pre-arrangement on a first come-first served basis and can accommodate a limited number of groups or events. The only alternative is to seek permission from other licensed kitchens off campus, which must pass EHS and Health Department approval.
The only exception to preparing foods in a licensed kitchen is bake sale-type events for which baked goods which do not require refrigeration or any other type of temperature control for food safety are prepared. These baked goods may be prepared in a home, dorm, or other unlicensed kitchen. However, these bake sale events still require notification of EHS and completion of the application process. Applications for such events are required by the Health Department at least two weeks before the event.
If you think your event falls into one of the categories above, please contact Jacqueline Wagner at EHS. Be sure to contact her sufficiently in advance of your event to n proper licensing by the University and the Borough (usually at least two weeks notice).
Events that do not require food licensing or insurance:
- Any event that is for a designated set of participants at which food is prepared by the group or brought in for the group's own use. Event Examples: Class study breaks, organization meetings, group dinners, etc.
- Any event where the food is dropped off and served within an hour of delivery. Event Examples: Papa John's Study Break, etc.
Please also note that certain locations on campus have their own particular food restrictions (i.e., outside food may not be brought into a dining hall; only Princeton Dining may cater events in the Frist Multipurpose Room, etc.). Be sure to inquire about any such restrictions when planning your event.
Finally, always be mindful of good food handling practices and good personal hygiene to ensure that food is prepared and served in a clean and sanitary way. For guidance on good food handling practices, see Guidelines for Temporary Food Service on Campus.doc.
Students of the legal drinking age wishing to sponsor an event with alcohol (in which all participants are of legal drinking age) must obtain approval from ODUS at least two weeks in advance and comply with the guidelines established by the University.
Consider the following when planning to serve alcohol at an event:
- Advertising: Alcohol cannot be the focal point of the publicity for the event.
- Identification: Only guests of the legal drinking age are permitted to enter. Proper identification, with a photo and birth date, is required.
- Security: The presence of both Safeguards and Public Safety Officers is required at the expense of the student organization.
- Serving: Alcohol may only be served by the Princeton Bartending Agency or Dining Services.
- Posting information: Signs clearly stating the University's alcohol policy must be displayed.
- Providing food and non-alcoholic beverages: Whenever alcohol is served, there must be a sufficient quantity of readily accessible food and non-alcoholic alternatives. The amount of food should be based on the number of people and should be sufficient quantity and quality that people will be encouraged to eat while drinking.
- Amount of alcohol purchased: The amounts of alcohol purchased should reflect a realistic estimate of the numbers of people attending.
- Room regulation codes: Occupancy restrictions and fire codes must be strictly observed.
For more information on the University alcohol policy, see Rights, Rules, Responsibilities.
Events at Eating Clubs
If a student organization wishes to hold an event at an eating club, they must assure your group's home department that the club will not serve alcohol anywhere in the club for the duration of the event. If the club goes back on tap at the end of the student organization event, there must be a clear delineation to indicate that the organization event has ended (i.e., closing the club for half an hour). Both the eating club undergraduate President and the eating club manager must sign a letter assuring that the club and the sponsoring organization will be off tap and will abide by these policies.
In addition, student organizations must hire Princeton University Safeguards to staff the entrance and exit of the event in an Eating Club. The main role of the Safeguard staff is to ensure that guests present their PUIDs. Please keep in mind, the student organization sponsors are responsible for ensuring that University policies are adhered to throughout the event. In the event of an emergency, sponsoring organization should work with safeguards to contact Public Safety and address the issue.
Lotteries, Raffles, & Door Prizes
When fundraising tickets are sold in the form of an admission charge or raffle ticket in order to generate profits to be used for the organization or charity, NJ state regulations apply. The State of New Jersey Legalized Games of Chance Control Commission (NJLGCCC) oversees the operation of organizations registered to conduct games of chance such as raffles and bingo. The regulations for these activities are extensive and organizations should be aware that this is a time consuming process. The registration form for such events should be submitted to ODUS at least two months in advance of the event in order to complete the appropriate paperwork for the NJLGCCC.
ODUS does not permit the use of government-issued currency to be used in any gaming (i.e., poker, casino, bingo, etc.).
Hosting Guests Overnight on Campus
Princeton organizations may guests from other colleges and universities. These guests are expected to carry and present their college IDs, just as Princeton University students are expected to carry and present their PUIDs. When registering an event with high school students, please note they may not be hosted on campus overnight. All other guests need permission from your group's home department. All guests should be made aware of University policies. Student organizations are prohibited from housing students in any common area in University buildings. When hosting guests, please be aware that you are fully responsible for them and their conduct while on campus.
To avoid the appearance of a conflict of interest, student organizations are not permitted to hire relatives to provide services for financial gain without the written approval from their home department.
Per University policy students cannot hire other students for services (website design, lighting, DJ, etc.) provided to the group. If an organization wants to hire a student to do work for them, they must go through their home department prior to the event.
Events Held Outdoors
The Department of Public Safety requires the submission of an outdoor cooking permit for barbecues. Additionally, if you intend to prepare food for consumption of individuals outside of your group, you must contact Jackie Wagner, the University's Biosafety Officer, for approval.
Props & Special Effects in Performances
If your event or performance involves any of the items or elements listed below, you must contact Jessica Popkin, ODUS Program Coordinator, at least one week prior to their use in any performance or rehearsal in order to obtain written permission from both ODUS and the Department of Public Safety. Failure to do so will result in the prohibition of your use of these props, and may result in the cancellation of your event or disciplinary action.
- Prop weapons (knives, swords, guns, etc.)
- Items suspended over the audience
- Pits, trap doors, or other changes in elevation
- Fog or smoke
- Strobe lighting
- Rigging or flying performers
- Any unusual stage effect which raises health/safety concerns