University Center Room Reservation Policies & Procedures

The following apply to all groups – departments, students, faculty and non-university - using the University Center and/or making reservations through Community Development:

A Room request must be submitted for any use of space, regardless of the size or nature of the event Faculty/Departments/SAB, SGA Recognized and Greek student organizations: use the University Scheduler; Individual Students and Non-University: use the University Center Room Reservation Form. Reservation requests will not be accepted via phone or email.
University Scheduler: Here
Room Reservation Form: Here
The Department of Community Development must approve all requests for use of University Center facilities including Galleon Lawn and Campus Green.
Reservation requests must be submitted at a minimum of five business days prior to the event. Events requiring any type of set up must be submitted 10 business days before the event.
Room reservation requests require three business days for confirmation. Notifications will be sent by inter-office mail and email where applicable.
Events normally cannot be scheduled outside the University Center hours of operation. For those that are, all resulting charges will be the responsibilities of the event host.
Final arrangements and/or changes for set ups must be made at least one week in advance. There may be additional charges for difficult or large set ups. Any setups outside the University Center are not the responsibility of the University Center/Community Development staff.
Security may be required for each event at the cost of the sponsoring group.
Community Development must be notified of cancellations at a minimum of three business days prior to a scheduled event. Failure to do so may result in a fine and/or loss of reservation privileges.
Those reserving the space 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 cancelled when the number of actual attendees exceeds the number indicated on the reservation and/or the room capacity.
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 be made 10 business days prior to the event.
All food requests including snacks, meals, drinks, table clothes, etc must be arranged through Gourmet Dining. Outside food vendor requests must go through Gourmet Dining Services and are contingent upon their approval.
All media requests involving items the University Center is not able to provide must be arranged through Media Services 10 business days 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 all damages and losses incurred during their occupancy.
If equipment needs exceed the University Center’s stock, it will be ordered through an outside vendor and the resulting fees charged to the event host.
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 Department of Community Development has the right to change all reservations as needed.

SAB, SGA Recognized and Greek Student Organizations

All requests for use of space on campus, with the exception of athletic facilities and dorms, must be made through Community Development via the University Scheduler.
A room reservation approval is not the approval for the event. The following event approvals are required: Greek organizations – Associate Dean; SGA recognized groups – Assistant Director Clubs & Organizations; SAB - Assistant Director Campus Life
Advisors’ approval via the University Scheduler Workflow is required on all reservations.
Event Planning Guidelines must be followed.

Departmental Student Organizations

Advisor must submit requests for use of space on campus, with the exception of athletic facilities and dorms, through the University Schedulers.
Event Planning Guidelines must be followed.

Non-University Organizations:

All requests for use of space on campus, with the exception of athletic facilities and dorms, must be made through Community Development.
All events sponsored by non-university groups require a rental charge. A non-refundable $100 deposit is required before the event can be confirmed. Final payment is due 5 working days before the event. If payment is not received at this time, the event will be cancelled 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 working days in advance.