All events and meetings held on any campus of Rowan University, as well as, virtually must register through the Office of University Events for review and approval by the Events Committee. Concentrating events into a comprehensive events calendar will support the well-being of the campus community and ensure resources for all.

The committee reviews event submissions in the afternoon on Mondays and Thursdays.  To have your event reviewed the same day, please submit by 9 a.m. on Mondays and Thursdays. An email confirmation with the next steps and resources will be sent within three working days to the event requestor.

PLEASE NOTE:
* You only need to submit to one location – ProfLink or on this event form.  Events submitted via ProfLink will also be listed on the ProfLink public calendar. To submit an event on ProfLink go to your organization’s manage page after signing in with Rowan Network ID and password. See ProfLink Support for more information or contact proflink@rowan.edu for help.  

*  No events or meetings should be promoted to attendees without receipt of the reference number from the events committee, as well as, a 25Live space confirmation.

*  List all reoccurring dates of your event and meeting within one calendar year. This will alleviate having to complete multiple forms for the same occurrence.

*  In addition to completing this form, you are responsible to create a reservation for in 25Live, as well as, provide Gourmet Dining, Parking, Public Safety, and Facilities. When you receive your events committee reference number, please add in the events comment in 25Live for the scheduler to change your reservation from “Tentative” to “Confirm.”

*  Meetings and events can be submitted up to one calendar year in advance of a date. If you are submitting within 7 days of a meeting/event date, please complete the form and send a follow-up email to universityevents@rowan.edu to fast track the review.

Click here to register your event

The goal of all meeting and event planners is to provide a great guest experience when on a Rowan University campus. To ensure resources like, parking, catering, facilities needs, and public safety are available for your event needs. Due to the high volume of events or number of external guests, the following dates are on blackout from new events and meeting requests. 

April 15-16, 2023

April 21, 2023 

May 5-12, 2023

For questions or more information, please contact University Events at universityevents@rowan.edu

We recommend contacting the catering department at least two weeks before your event in order to ensure the menu items are available.  Please reach out to us at (856)256-4610 or via email at Rowan Catering

This is the time when our professional guidance will help you make the best decisions to optimize our services to best fit your needs. Please be prepared to discuss the following information: Date of Your Event, Beginning Times and End Times, Estimated Number of Guests, Budget, Menu Information, Allergies and Dietary Restrictions, Level of Service, Budget, Billing information (Fund, Org, Acct, Program, Department), Approver’s Email and any other Special Requests. 

Schedule a consult online here

To ensure optimal selection and the best possible service we kindly ask that events be booked at least 5 business days in advance.

We understand events arise unexpectedly and we will do our best to accommodate your needs however, menus and offerings may be limited for orders placed under 5 business days. Orders placed less than 3 business days prior to the event date are subject to a $50 late fee and require approval from Gourmet Dining for fulfillment 

All orders must be approved 3 business days prior to the event date or they will be subject to cancellation. 

Standard Catering orders are considered confirmed 3 business days prior to the event date and changes may no longer be made without Gourmet’s approval. 

Catering orders that include rentals, china and/or florals are considered confirmed at the time of booking due to vendor guidelines. 

Late changes are subject to additional service fees. 

Please contact your catering representative for assistance. 

For internal events, Catering charges can be billed directly to your FOAPAL account through our eCater website for ease of purchase.  In order to bill a catering order to your FOAPAL account please be prepared to submit the following information when placing an order via eCater

• FUND# - 5 digit number
• ORG# - 5 digit number 
• ACCT# - 4 digit number 
• Program# - 2 digit number 
• Department Name 
• Business Purpose - reason that catering services are needed 
• Who will be attending? - Examples: English Department, Board of Trustees, prospective freshman, professor candidate interview, etc. Specific names / titles are not required unless you wish to notify catering department of specific attendees
• Your budget approver's email address - the approver for a catering order cannot be the same as the client placing the order 

Reconciliation:

• Please note that university funds are not extracted from accounts in real time.  There is a communication process currently in place that results in approximately 10-14 days lag time.

Approving a Catering Order: 

• All orders must be approved 3 business days prior to the event date or they will be subject to cancellation. 

Split Invoicing: 

• If you are requesting to split the billing charges to two or more FOPALs, please work with the budget office to file a DCA.  For more information please visit their website here.

For outside groups we accept the following forms of payment: 

• Cash
• Credit Card
• Bankers Check *We cannot accept personal or business checks as payment.

Catering for outside groups are required to pay a 50% deposit the day the event is booked.  The 50% balance is due the day of the event, before the event begins. If there are any add-ons the day of the event we can invoice the customer the add-ons once the event is over.

Tax exemption forms can be submitted to us through the following methods: 

• Via email at rowancatering@gourmetdiningllc.com (please reference the order number in the body of the message for processing) 
• Via fax at (856) 256-4928 
• By uploading it directly to the eCater invoice through the "Set Up" step in the ordering process.