All events are subject to the Assistant Director of Event & Information Services regarding availability, space, turnover time, and staffing. For additional event information, please refer to the University event guidance webpage: https://sites.rowan.edu/universityevents/resourcesandguides/index.html.

1. All events must be reviewed by the University EOT - Events Sub-committee and receive an Event Reference Number
   1. Student Group Events must be submitted through ProfLink for review at https://rowan.campuslabs.com/engage/
   2. University Departments can submit their events for approval through ProfLink (at the above link) or through the University Events Approval Form, which can be found here: https://docs.google.com/forms/d/e/1FAIpQLSdMOU7mHVM-ApvXK_jGGDHcJfqlPE84wyxZor3abLmMoplPXQ/viewform
2. There will be new buffer times between each event
   1. Buffer times are when an event ends in a specific location and the time between then and when the next event begins in that same location
   2. The new buffer times are the following:
      1. Vendor Tables - 30 minutes
      2. Rooms 127, 128, 129, 144A, 144B, 221A, 221B, 221C - 30 minutes
      3. Rooms 144, 221, 221AB, 221BC - 1 hour
      4. Pit - 2 hours
      5. Front & Back Patio - 2 hours
      6. Ballroom - 4 hours
3. The following locations will be offline for reservations
   
   1. Ground Floor Vendor Tables
4. The necessity of Special Event meetings will now be determined by the Event Services team.
5. Outdoor Vendor Tables "CSC Outdoor 322 Vendor Table #1-2" will no longer be permitted to host pie events.

With over 4,500 events each year—and even more expected with the expansion—we work hard to ensure everyone has a great experience using our spaces.

Here’s some helpful information to keep things running smoothly:

To maintain seamless operations, we want to reiterate the following space coordination guidelines:

Space Reservations and Cancellations: If you find that you no longer need a reserved space, just let us know! We’ll gladly release it so another group can potentially use it. To keep things organized, we handle all space assignments, so we ask that departments or groups avoid swapping reservations directly.

• All space assignments are at the discretion of the Student Center staff. If a client no longer needs a reserved space, it must be released and returned to the Student Center for reassignment.
• "Swapping" spaces between university departments or individuals is not permitted. When an event is canceled or partially reduced, it does not automatically make the space available for reassignment.

Why Coordination Matters

• Space assignments involve multiple factors, such as staffing for setup and A/V support. Swapped reservations often present mismatched requirements, such as different setup needs, catering requirements, or event timings, which create logistical challenges.

Tiered Scheduling Period: Some events have priority scheduling based on their nature, and we’re happy to offer this flexibility. If you end up not needing a space reserved under this system, we just ask that you release it back to us so we can reassign it fairly and efficiently.

• Events with tiered scheduling privileges are assigned space based on the event's specific context. If a space is no longer required, it must be released and reassigned by the Student Center staff to ensure compliance with scheduling policies.
  • Example: A Tier 1 event reserving the ballroom gains priority over other requests. If the organizer later decides the space is unnecessary, they must release it rather than informally offering it to another group, which circumvents established policies.

Rental Costs for Non-Student Groups

• • Non-student groups may incur rental fees for using various Student Center spaces. Coordination must occur directly between the Student Center and the client to avoid misunderstandings regarding costs, which vary based on event requirements such as setup, stage, and hours.
  • The following is the official statement developed collaboratively between Budget and Student Life to provide clarification.
    • The Chamberlain Student Center is an auxiliary operation and as an auxiliary operation has limited funding that primarily comes from the student center portion of the student life fee. The student life fee supports facilities, programs, and services that promote student involvement and that are complementary to, but not part of, instructional programs. The student center administration is responsible for all the expenses to operate the facility which includes not only the salary and non-salary operating costs but also the debt service and utility costs used by the operation. The student center is responsible to maintain a balanced budget and is responsible for funding all projects needed to be done in the facility from its fund balance. The student center does not receive funding from the general university. The fees that the student center charges aim to primarily recover the direct and indirect costs related to the use of the space, not to make a profit. The student center administration strives to keep facility fees as low as possible. The charges are simply what is felt as reasonable for departmental use of the space. While the student center would love to offer the facility for free to everyone, they are bound by their funding structure and as such must charge these fees to continue to offer these services to our students, our departments, and our campus community.

 The Upside of Cancellations

• When events are canceled, it sometimes gives us a chance to catch up on maintenance, like A/V repairs and carpet cleaning—especially during busy months like April when the ballroom is almost always booked.

We take pride in being a supportive campus partner, and our positive interactions show that we are valued by much of the campus community. However, the limited availability of event-friendly spaces and restrictive usage policies have sometimes placed an unfair burden on our team. Despite being the primary contributor to campus-wide events, we are often expected to handle additional responsibilities while others contribute less.

When space assignments are finalized, the Student Center team manages most of the logistics, including ensuring spaces are clean, properly set up, and equipped with functional technology. Additionally, we maintain a strong partnership with Gourmet Dining to coordinate seamlessly between clients, Gourmet Dining, and the Student Center.

As we near the opening of the expansion, coordination will become increasingly crucial. We haven't yet experienced how the facility will function for various types of events, nor have we observed how events in the existing spaces will affect the use of spaces within the expansion. We also need to be mindful of the increased operational costs associated with space utilization and ensure that we are managing these funds effectively and responsibly.

Thank you for your support and cooperation in helping us manage our spaces and coordinate events smoothly.

Revised 2.22.25

The inspiration for the Commons was the Greek Agora – an open marketplace of ideas. With this in mind, the space is designed to showcase events and campus activity passively to passers-by who may want to stop in and learn more. The Commons is a customizable event space located in the Student Center, designed to accommodate a variety of gatherings and events. To ensure a smooth programming process, the following policies must be observed.

Reservations:

• For events requiring a custom setup, it may be required to reserve The Commons and Event Room G54AB one day in advance and one day after based on specific event needs. This will allow sufficient time for the arrangement and preparation of the desired layout. Please refer to the SCCA Cost Breakdown for information on additional fees. 
• Furniture on the amphitheater will not be removed or adjusted due to concerns regarding weight, storage limitations, and staff safety.
• The 100 Level (including access to the SGA office) is not included in The Commons reservations. 
• Events must allow access to the elevator. It must always be accessible during operational hours. 
• Entrances, stairways, and similar access points will not be blocked when the building is open and operational for public use to ensure unrestricted access and maintain safety.
• The Student Government Association (SGA) offices and conference room are adjacent to the Commons on the first floor and must always be accessible to non-event attendees. In addition to regular business hours, SGA frequently has student traffic in the evenings and on weekends. Please keep the volume of your event in mind for those working in these offices.
• The Student Center allows meetings to have priority in the building between the hours of 7am – 5pm Monday – Friday. All programming may not exceed 80db during that time. From 5pm – 1am Monday – Friday and on Saturdays and Sundays during all operational hours, all programming cannot exceed 120db. 
• Additionally, any program in the Student Center or surrounding areas typically host several programs at one time. Consideration should be made for others, and all events, programs, or services should not disturb, prohibit, or otherwise negatively affect those around them. Any group negatively affecting another, will be asked to reduce sound levels or make appropriate adjustments to their program.

 Standard Layout Reservations:

• If your event will utilize the space in its existing layout (“as is”), you are permitted to reserve The Commons for one day only. Please refer to the SCCA Cost Breakdown for information on additional fees. 

Emergency Exits:

• Please note that The Commons features two emergency exits. In accordance with safety regulations, these exits must always remain unobstructed. Any reservations for events must not restrict access to these exits or prevent people from entering or exiting the building. 

Events with Restricted Attendance:

• During traditional building operational hours (Monday - Friday 7 am - 1 am; Saturday and Sunday 9 am - 1 am ) the Commons can host events that encourage community engagement. These events should aim to engage individuals passing through the commons area, encouraging their participation and attendance.
• During official break periods (Spring, Summer, and Winter), The Commons is available for events that require custom setups outside of operational business hours. In specific circumstances, restricted events may be permitted. 
• Please refer to the SCCA Cost Breakdown for information on additional fees.            

Expectations for Approved Events with Restricted Access

• An event consultation meeting is required at least 30 business days in advance to review event details. 
• The group hosting the event is responsible for monitoring the space during normal business hours when the space is open to the public. 
• The Chamberlain Student Center will not actively monitor doorways or entrances during an event, this is the responsibility of the sponsoring organization or department. 
• 100 Level offices and meeting rooms must always be accessible during the event. 
• Easels, displays, or any items that block access to walkways or egress routes will not be permitted to ensure clear and safe passage for all individuals in compliance with safety regulations.
• With prior approval, the Welcome Desk will be accessible to check guests in. 
• Any modifications to the regular flow of traffic must undergo a review by Fire Safety to ensure compliance with safety regulations.

The Chamberlain Student Center's main objective is to foster community building and promote student engagement. This focus should remain a priority when making decisions about space usage. The Centers' Policies are intended to facilitate the fair allocation and efficient use of its facilities.

Revised 2.22.25