Event Management Policies
1. Event Sponsorship
2. Scheduling Events
6. Protests and Demonstrations
8. Fundraising for humanitarian relief efforts
9. Road Races or Recreational Runs
10. Food Guidelines
12. Eating Clubs
13. Lotteries, Raffles, and Door Prizes
14. Hosting Students
15. Hiring Policies
16. Outside Events
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. 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.
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 the Office of the Dean of Undergraduate Students.
- 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.
- In most cases, ODUS strongly suggests the use of the University’s approved contracts 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 ODUS in consultation with the Office of General Counsel.
- Please do not make any offer or financial commitment verbally or in writing without prior permission from ODUS.
Event security policy for student organizations
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, we ask you to please consider the following general guidelines to determine if 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.
Please review this policy carefully and consult with ODUS throughout your planning process. Please note that there are costs associated with these services which are non-negotiable. Ultimately, Public Safety and ODUS 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.
Please note that 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 ODUS Event 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.
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Protests and 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.
Fundraising for 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. Donations may not be solicited through charges to a student’s University account.
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 ODUS or an ODUS administrator via email. This letter should clarify the terms of the fundraiser as mutually agreed upon by the sponsoring group and the benefiting organization. Please 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 ODUS of these locations using the Event Registration Form.
Donation by check should be strongly encouraged. Checks must be made out directly to the benefitting 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 the ODUS staff. Cash may not be deposited in a University account. It should be redeemed at the local Post Office for a Money Order made out to the benefitting organization.
ODUS 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.
Use cash to purchase a money order.
Bring checks and money order to ODUS where they will be photo copied. The sponsoring student organization will then send out money order/checks and any additional information to the benefiting organization.
The sponsoring student or organization must provide ODUS 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 (5K Runs, 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.
- 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, Asian Night Market, Mela, 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
- If you think your event falls into this category, the caterer must provide certain types of insurance for your event. Be sure to contact Megan Adams at the Office of Risk Management right away.
- 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.
Alcohol policy for events
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 photo identification, which has a photo and birth date, is required.
- Security: The presence of both Safeguards and Public Safety Officers are 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 visibly.
- 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
Lotteries, raffles, and 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 students 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 the ODUS office. 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 ODUS.
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 the ODUS office prior to the event.
Any outside event taking place under a tent must have at least one (1) fire extinguisher present at the event, per Princeton Borough regulations. You can order one by contacting the Fire Marshall at 609-258-6805.