Policies & Procedures

Conferences, events, and programs are a valuable way to bring people together. However, they are not without potential institutional risks. Whether you are planning a small-scale A formal meeting in which many people gather in order to talk about ideas or problems related to a particular topic, usually for one or more days. Is often advertised to a targeted audience, however can be open to the public and generally includes a registration process. , Meetings achieve a business purpose, and facilitate the sharing of information, decision-making and collaboration and/or innovation. , An educational talk, generally featuring one speaker and open to the public.  , Social function where light refreshments are served. Often informal, attendees will usually stand up and socialize rather than sit down at a table. , or a large public event, all events must adhere to University, State and Federal regulations.  

There is an abundance of guidance to reference and take into account. Policies, protocols, and compliance guidelines have an impact on the event planning, execution, and closeout processes. Some components are required for all events, while others are intended to be used on an as needed basis. 

University policies govern a wide range of administrative and event activities. Policies and procedures outline what you should or should not do. They are written, approved, socialized, and amended as needed. They include the responsible office, identify who is affected, define key terms, and provide a summary. Many departments maintain their own policy libraries. 

Rights, Rules, Responsibilities is a great resource for all members of the Princeton University community. It is outlines University principles of general conduct and regulations.  

EMS Desktop User (Space Manager) Policies outline the responsibilities and expectations for those who manage a campus space.

The following information is owned and stewarded by various departments across the University. Things do come up last minute, so it is beneficial to be proactive and consult these components as early as possible in the planning process.  

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  • Outdoor Events

    The Princeton University Campus Recreation Office will be the clearinghouse for all internal University 5K requests.  As such, all requests must be submitted to the Assistant Director of Campus Recreation for Programming at least 2 months in advance of the intended date. 

    Responsible Department/Office: Office of Campus Recreation
  • Access to Campus

    Update, July 2023: In response to limited event space due to extensive current and planned construction, all external events must have a departmental sponsor. 

    Departments may host external 501c3 not-for-profits organizations whose mission aligns with the teaching and research mission of Princeton University. The University department is designated as the sponsor or co-sponsor. Subsequently, the sponsoring department is the event host and is responsible for the event’s planning and logistical operations, including reserving all space in Event Management System. System of record for all space reservations on campus (including classes, exams, and events, conferences, meetings, etc.).  and having an on-site representative for the duration of the event. Student organizations and individuals are not permitted to sponsor external organizations on campus. Departments wishing to sponsor an external organization on campus should contact Conference and Event Services

    More information can be found in Rights, Rules, Responsibilities under 3.1.3 Types of Facility Use.

    Responsible Department/Office: Rights Rules and Responsibilities,Office of Institutional Equity and Diversity,Conference and Event Services
  • Technology

    Princeton University makes available to its community members computing and network resources, including shared information technology resources that use text, voice, images, and video to deliver information.  These resources are to be used in a manner consistent with University policy and the law, including Rights, Rules, Responsibilitiesthe University's Information Security Policy, and related policies created by specific departments, programs, and offices of the University.

    Guidelines for Compliance with the Acceptable Use Policy 

    Required for all events
    Responsible Department/Office: Rights Rules and Responsibilities
  • Accessibility,Vehicles

    Consider the population of event attendees and be mindful of potential accessible parking needs. On weekdays, parking for visitors with ADA placards or wheelchair symbol license plates is available in the designated spaces in Lot 23. Lot 23 is serviced by wheelchair-accessible The University’s TigerTransit transportation system operates on a fixed route schedule, providing safe, convenient and reliable transportation throughout the Princeton campus and surrounding community. Shuttles are available to rent on an hourly basis for campus events.   shuttles. Curb-to-curb accommodations are available by advance request with our TigerAccess service.

    For additional or special accommodations, please contact The Service Point.

    Responsible Department/Office: Transportation and Parking Services,The Service Point
  • Alcohol,Student Events

    The University alcoholic beverage policy is consistent with the laws of the state of New Jersey that, in general, prohibit the consumption and serving of alcoholic beverages by and to persons under 21 years of age.

    A public safety officer may be required at the expense of the hosting department or organization based on the nature of the event or the space in which the event will be held.

     

    Responsible Department/Office: Rights Rules and Responsibilities,Office of the Dean of Undergraduate Students,Department of Public Safety
  • Food
    Allergies and Dietary Restrictions

    Include a request for accommodation with the event information and registration. Participants can self-identify if they have any allergies, dietary, or religious restrictions. Event planners should take these requests into account when menu planning. Caterers should label all options so participants can choose from the options available.

    Responsible Department/Office: Office of Disability Services
  • Access to Campus

    Official alumni events, such as A day of lectures, ceremonies, and other events held in February that  brings 1,200 alumni back to campus. This is a separate event from Reunions.  and Held on the weekend preceding Commencement, this unique event brings approximately 18,000 alumni and family members to the campus each spring.  , are hosted by the Alumni Association of Princeton University.

    Class Affairs & Reunions Team in Alumni Engagement work with class officers on all class matters and events, other than Annual Giving.

    Responsible Department/Office: Alumni Association
  • Outdoor Events
    Amplified Sound

    Amplified sound is not permitted at outdoor events before 5:00 PM during the academic day.

    Questions about the Princeton noise ordinance and Noise Permits can be directed to the Municipality of Princeton Clerk's Office. Permission is contingent upon a reasonable noise level and customarily granted only until 10:00 PM.

    Responsible Department/Office: Conference and Event Services
  • Animals

    A formal meeting in which many people gather in order to talk about ideas or problems related to a particular topic, usually for one or more days. Is often advertised to a targeted audience, however can be open to the public and generally includes a registration process. and Event Services, Environmental Health and Safety, Public Safety, and Risk Management review requests to have animals at events. The committee has a questionnaire that asks about the event, why animals are included, where the animals are coming from, and how they will be monitored and handled. Examples include petting zoos, birds, and therapy dog breaks.

    Responsible Department/Office: Conference and Event Services
  • Accessibility,Animals

    An Assistance Animal does not assist a person with a disability with activities of daily living, nor does it accompany a person with a disability at all times. They are an adult animal that provides emotional support that alleviates one or more identified symptoms or effects of a person’s disability, or other kinds of assistance. Assistance Animals, once approved, are only permitted in University dormitories or rental units. Assistance Animals are not permitted in other areas of University buildings (e.g. libraries, academic buildings, classrooms, labs, student center, etc.).

    Responsible Department/Office: Office of Institutional Equity and Diversity
  • Sales
    Book Sales

    Author's who are lecturing or presenting at a A formal meeting in which many people gather in order to talk about ideas or problems related to a particular topic, usually for one or more days. Is often advertised to a targeted audience, however can be open to the public and generally includes a registration process. or event may request permission to sell copies of their book. Authors may not sell their publications directly. Labyrinth Books is the contracted vendor for book sales on the Princeton University campus. The official bookstore of Princeton University, located on Nassau Street. They work closely with professors and administrators to make sure the course materials you select are available and on time. If you are selling books at an event you must work through Labyrinth Books to arrange the sale.  Books may set up a table outside an event to sell copies of an author's book.

    Princeton employees should not be involved in such sales. When in doubt contact Conference and Event Services directly before giving any vendor permission to sell at a campus event.

    Responsible Department/Office: Conference and Event Services
  • Accessibility

    Princeton University is a historic campus and many of its facilities can be challenging to access and navigate. Take time to walk the event venue(s) to address any potential challenges or obstacles. Share this information with the participants in your event communication and website. The accessibility map can help navigate building accessibility and routes to the event building. 

    Required for all events
    Responsible Department/Office: Office of Disability Services,Department of Facilities
  • Access to Campus

    Off-campus organizations are not permitted to hold events for political purposes or for fundraising for political goals or influencing public policy. 

    Responsible Department/Office: Rights Rules and Responsibilities
  • Outdoor Events
    Camping

    Camping in vehicles, tents or other structures is not permitted on campus. Sleeping in outdoor space of any kind is prohibited.

    Responsible Department/Office: Conference and Event Services
  • Accessibility,Technology

    Captions and transcripts made available after a recorded event or for a video provide access to the same information that people without disabilities receive when they watch and listen to a live or recorded video.

    Please view the Accessible Meetings and Events webinar for more information. 

    Responsible Department/Office: Digital Accessibility
  • Sales

    This policy defines the responsibilities of anyone who handles University currency, cash equivalents, or checks (hereinafter collectively referred to as “cash”). Departments that receive cash must have appropriate internal controls and follow documented procedures to ensure the good stewardship of these University assets. 

    Responsible Department/Office: Office of Finance & Treasury
  • Filming/Photography

    Princeton University attempts to cooperate with those who wish to film or photograph on the campus provided such photography does not interfere with the institution’s educational, scholarly or administrative functions.

    Commercial photography or videography is not permitted on campus without permission. The University monitors use of its name and identity to protect its trademarks and reputation. To request permission for commercial photography or videography, email [email protected].

    The University's Office of Communications, often in conjunction with the Office of A formal meeting in which many people gather in order to talk about ideas or problems related to a particular topic, usually for one or more days. Is often advertised to a targeted audience, however can be open to the public and generally includes a registration process. and Event Services, grant permission to film or photograph and related arrangements.

    Still or motion picture photography destined for promotional use is subject to limitation. The limitation does not apply to filming or photographing for non-commercial news or editorial purposes, but the University's Office of Communications manages the requests.

    Responsible Department/Office: Conference and Event Services,Office of Communications
  • Safety

    If a communicable disease spreads at an event or A formal meeting in which many people gather in order to talk about ideas or problems related to a particular topic, usually for one or more days. Is often advertised to a targeted audience, however can be open to the public and generally includes a registration process. please notify Environmental Health and Safety immediately.

    Responsible Department/Office: Environmental Health and Safety
  • Access to Campus

    Princeton University seeks to respond to community needs and the needs of the general public by sharing its resources and facilities when appropriate and possible. It encourages the participation of the community in activities of mutual benefit. However, it must protect the central educational purposes for which the University was established and must conserve its resources, both physical and financial. 

    Rental access to University facilities is determined on a first come, first served basis for eligible organizations except that campus-based groups and University-sponsored programs have priority for space usage. Any applicable charges for the use of University facilities is established in advance of the event in consultation with the Office of Conference and Event Services.

    Responsible Department/Office: Rights Rules and Responsibilities,Conference and Event Services,Office of Community and Regional Affairs
  • Contracts,Purchasing

    The Contracting and Agreement Tracking System (CATS) provides transparency into the drafting, review, negotiation and signing of University contracts. It facilitates tracking and reporting on University agreements while also enhancing communication among the University community.

    Responsible Department/Office: Office of Finance & Treasury
  • Purchasing

    University credit cards are financial tools used by authorized individuals to enable certain types of payments while performing University business.

    Responsible Department/Office: Office of Finance & Treasury
  • Sales

    This policy affects all faculty, staff, students, or other individuals who accept capture, store, transmit, or process credit or debit card transactions on behalf of the University. Some examples of common credit and debit card handling activities include: processing contributions to the University; processing transactions that sell tickets, products, or other goods or services on behalf of the University, including student organizations, agencies, or clubs; accessing computer hardware and software that contain credit or debit card information; shredding credit or debit card information.

    Responsible Department/Office: Office of Finance & Treasury
  • Safety

    Report certain types of criminal  An activity is defined as group business which will not be advertised and reasonably will not attract an audience. Not interchangable with Event. (e.g. Student Organizations)   to Public Safety. This includes bomb threats, suspicious mail and packages, terrorist activity, weapons on campus, and sexual offenses.

    Responsible Department/Office: Department of Public Safety
  • Filming/Photography

    The University recognizes that small unmanned aircraft system (sUAS) may offer significant contributions to the teaching and research endeavors of University faculty, researchers and students, and may also offer opportunities for University administrative offices in carrying out their functions. The use of sUAS, however, is regulated by law and can pose significant safety, security and privacy risks to the University community. Approvals are needed to fly a drone during an event for photography and filming purposes.

    Flight requests and documentation must be submitted at least two weeks prior to sUAS use. 

    If you are working with an outside vendor planning to fly a drone on campus, there are specific requirements that must be met. Vendors (or “invitees”) must be sponsored by a University affiliate and permission sought through the normal approval process. All vendors must fulfill proof of insurance requirements mandated by the University.

    Responsible Department/Office: Office of the Dean for Research,Environmental Health and Safety,Department of Public Safety
  • Safety

    Familiarize yourself with the Emergency Action Plans and Evacuation & Shelter-in-Place information for your department and the event venue. This will inform how to handle unpredictable situations. Visitors will need guidance and direction in the event of an emergency.

    Required for all events
    Responsible Department/Office: Emergency Management