Reservation Guidelines

The following guidelines apply to all groups - Departments, Recognized Student Organizations, and Faculty - requesting the use of space on campus via the University Scheduler, 25Live.  Please also read our University Center Posting Guidelines »

• Reservation requests must be submitted at a minimum of four weeks prior to the event. Events requiring any type of set up must be submitted ten business days before the event.
• Room reservation requests require three business days for confirmation. Events involving extensive set ups or those with special circumstances may take longer for confirmation. Notifications will be sent via e-mail.
• Events normally cannot be scheduled outside a building's hours of operation. For those that are, all resulting charges will be the responsibility of the event host.
• University Center events: Final arrangements and/or changes for set ups must be made at least ten business days in advance. There may be additional charges for difficult or large set ups. Any setups outside of the University Center are not the responsibility of the University Center/Community Development staff.
• Events in locations other than the University Center:
  • Departments and Faculty: It is your responsibility to manage the set up details with the appropriate person and when needed, order the necessary furniture and/or place moving orders with Facilities and pay the resulting fees.
  • Recognized Student Organizations: Community Development will place the necessary furniture/moving orders and you will be billed accordingly. 
• If equipment needs exceed a building's inventory, it will be ordered through an outside vendor and the resulting fees charged to the event host. 
• Security may be required for each event at the cost of the sponsoring group.
• The corresponding scheduler must be notified of cancellations at a minimum of five business days prior to a scheduled event. Failure to do so may result in fine, lost of deposit and/or loss of reservation privileges. 
• Groups are responsible for room clean up. Failure to do so will result in fines and/or loss of reservation privileges.
• Events will not be scheduled when expected number of attendees exceeds the fire code capacity of the room. Events will be canceled when the number of actual attendees exceeds the number indicated on the original request.
• All food requests including snacks, meals, drinks, table clothes, etc, must be arranged through Gourmet Dining. No outside food permitted.
• All technology requests including LCD, screen, VCR, TV, etc. must be arranged through Media Services two weeks prior to the event.
• Events that serve alcohol must be held in accordance with Seton Hall University policy and coordinated through Gourmet Dining Services.
• All Organizations are responsible for damages and losses incurred during their occupancy.
• Seton Hall University is a private religious organization and reserves the right to grant use of its facilities based on determination made by institutional directors. Seton Hall University is a registered trademark and may not be used for promotional purposes.
• When necessary, the corresponding scheduler has the right to change/cancel all reservations as needed.
• If the University should be closed for an emergency or inclement weather, all events are canceled for the day.

The University is not liability for any articles lost, stolen, or misplaced on University property. Necessary precautions should be taken to protect valuables.

All events scheduled must be conducted in the manner stipulated in the confirmation. No changes or additions can be made in this contract unless confirmed in writing by the University Scheduling Office.

Individual organizations will not be permitted to make additional reservations until past debts are paid.

Recognized Student Organizations:

• All requests for use of space on campus, with the exception of athletic facilities, the Beck Rooms, chapels and residence halls, must be made through Community Development.
• A room reservation approval is not the approval for the event. The following event approvals are required:
  • Greek organization – Assistant Director of Greek Life;
  • Assistant Dean of Students for Leadership Development; 
  • SAB- Assistant Dean of Students for Student Activities.
  • Advisors' approval is required for all requests.
• If tickets are to be sold, ticket sales must go though the ticket office. Tickets will not be sold on the day of the event. Arrangements must me made ten business days prior to the event.
   

  Please note: Event Planning Guidelines must be followed.

External Organizations:

• All requests for use of space on campus, with the exception of athletic facilities, the Beck Rooms, chapels and dorms, must be made through Community Development.
• All events sponsored by non-university groups require a rental charge. A non-refundable deposit is required before the event can be confirmed. Final payment is due ten business days before the event. If payment is not received at this time, the event will be canceled and deposit forfeited. 
• Event organizers assume all responsibility and liability for event participants.
• Non-University groups are required to provide their own insurance in accordance with the University's policy and procedure. Certificates of insurance are due at least ten business days in advance.
• Those reserving the space are responsible for room clean up. Failure to do so will result in fines and/or loss of reservation privileges.
• All food requests including snacks, meals, drinks, table clothes, etc. must be arranged through Gourmet Dining. No outside food permitted.
• If the University should be closed for an emergency or inclement weather, all events are canceled for the day.