Host Your Event in the Student Center

• Events must end one hour before building closing time
• Failure to arrive within one hour may result in loss of reservation
• Requests submitted late may not be accommodated
• Review all Student Center Use Policies and Procedures

If your plans change, notify scheduling staff as soon as possible. Late cancellations and no-shows will result in fees for Montclair State University departments and organizations.

Student Center rooms 251, 415, and 416 are as-is spaces. Furniture may not be rearranged or moved in these spaces. 

• Tables and chairs may not be moved
• Best for seated events, ceremonies (Dining Room), or discussions
• Not permitted: dancing, rehearsals, or high-movement events

Fees apply for violations:

• First offense: $100
• Second offense: $250 + loss of reservation privileges

Decorating the Student Center Facilities Can Take Place Under the Following Conditions:

• Proper approvals are to be obtained from Student Center Management by emailing studentcenter@montclair.edu.
• In accordance with contract regulations, organizations will leave room in original, good condition and will clean up all decorations at conclusion of event.
• The Organization will comply with all safety and fire regulations in effect at the time of the program.

Guidelines to Follow:

• Tape, nails, tacks, or glue may not be used on any surface of the Student Center. Painter’s tape and magnets are permitted.
• Easels can be provided upon request, if available.
• No candle burning.
• No loose glitter or confetti is permitted.
• No decorations are to be hung or draped from lights and electrical fixtures.
• Exit signs must not be obstructed in any fashion. Decorations, step and repeats, and furniture cannot block any exit doors.
• Spotlights, smoke machines or strobes may not be used without special permission from the Director of the Student Center.
• Where use of twine or rope is approved, all decorations on wall, floor and ceiling must be secure so as not to create a hazardous or dangerous situation.
• Chairs and furniture must not be used for decorating purposes (no standing on tables or chairs).
• All decorations (i.e., balloons etc.) must be removed from room(s) at the conclusion of the event.
• All decorating will be monitored, inspected and subjected to approval for safety purposes by Student Center staff.

Abandoned Property: Any property not removed and/or claimed within 48 hours following the conclusion of an event/meeting will be considered abandoned by the sponsoring organization/department, client, or participants. The Student Center may take possession of said property and treat it as its own or dispose of such property without liability. The event sponsor shall be liable for the cost incurred in disposing of the abandoned property.

If you have any questions or special requests, please contact the Student Center at least ten days prior to the event. Any infraction of the above may result in further administrative action or additional fees charged to the organization.

Registered Student Organizations and University departments are welcome to host donation or collection drives in the Student Center. Donation/collection drives are not permitted for longer than one month (30 days) for the same drive. There can be no more than 2 collections/drives at a time.

The designated Student Center drive/collection location is under the TV by STCT 263.

The sponsoring group must monitor the collection box. The Student Center is not responsible for items collected.

Complete the Donation Box Request Form at least two weeks in advance. 

Log in to 25Live using your NetID. If you have never used 25Live at Montclair State University, please email 25live@montclair.edu and request to be added to a security group. Be sure to include your department in the request. 

• Submit requests at least 2 weeks in advance
  • University departments may submit requests up to one calendar year in advance
• All requests are entered in a 'Tentative' state. You will receive an email once your request has been processed
  • Your reservation is not confirmed until you have received an email confirmation
• Requests will be processed within 2 weeks, except for requests submitted at the beginning of the semester when high volumes lead to longer processing time
• Final setup details should be provided at least 1 week prior
• Furniture will be set prior to your requested setup time

When submitting your event through 25Live, it’s important to enter your details accurately in each field:

• Event Start Time
  • Enter the actual, advertised start time of your event (not setup time)
• Event End Time
  • Enter the actual end time of your event (not breakdown time)
• Additional Time
  • Use the “Additional Time” section in 25Live to include:
    • Setup time
    • Post-event (breakdown) time
• Comments Box
  • Use this space to indicate setup requests (e.g. 'Theater style for 250, 2 microphones, 1 check in table, 2 tables for refreshments')
  • Do not submit a work order for furniture setups within the Student Center unless otherwise instructed

There are no fees for University departments to reserve space in the Student Center. There are fees if the department is reserving the space on behalf of an external organization. 

Late cancellation and no-show fees

Late cancellation: For event cancellation with less than 24 hours notice, event sponsors will be charged 10% of the sponsored guest room rate* for the space(s) reserved. This fee would not apply for University weather/emergency closures or delays.

No-show: Event sponsors who do not show up for a reserved event (no one present 15 minutes after scheduled event start time) will be charged 25% of the sponsored guest room rate* for the space(s) reserved. Failure to arrive within one hour of the scheduled event start time will result in the forfeiture of the reservation and you will not be permitted to access the space. This fee would not apply for University weather/emergency closures or delays. 

Sponsored Guests

For departments and organizations that wish to bring external guests (i.e., conferences, events hosted on behalf of an external organization), a rental fee is required. The sponsored guest room rate* is discounted from the external client room rate. Fees must be processed and paid through WorkDay for this rental rate, otherwise external rental rates apply. Certificates of Insurance must be provided by the external organization. 

*Four hour rental rate. Must be logged in to your Montclair State University Google account to view rates.

Extended Building Hour Fees

Please note the Student Center building hours. All events in the Student Center must end one hour prior to building close. 

If you wish to extend the building hours, or host an event on a day the building is scheduled to be closed, the fees** are as follows for departments and University organizations:

Fees to extend building hours (event time + 1 hour): $50/hour

Fees to open building on days scheduled to be closed: $100 fee + $50/hour

**1 staff member, additional staff is $25/staff member/per hour, 1 hour minimum

Fees that are not paid within 30 days may result in the cancellation of future reservations. Contact studentcenter@montclair.edu to request extended hours. 

You can request to cancel your event on 25Live by going to the reservation and selecting 'Request Cancelation' from the drop down menu on the 'Details' tab. This should be requested at least 48 hours in advance. Under 48 hours, please contact studentcenterevents@montclair.edu

You can always notify studentcenterevents@montclair.edu as soon as possible if you no longer need any spaces reserved. 

Student organizations reserve space through Engage. 

Organizations must attend the required training each semester or year to be granted access to the room reservation system through Engage. 

Requests should be submitted at least two weeks in advance, and in accordance with the designated first and last days for organization programming, and dates for submissions. When requesting events, be mindful of the University Calendar, taking note of breaks and holiday closures. 

• Requests will be processed within 2 weeks, except for requests submitted at the beginning of the semester when high volumes lead to longer processing time
  • If your event is denied on Engage, you must submit a new request--edited event requests will not be processed and/or will be denied
• Your reservation is not confirmed until the event has been approved on Engage
• Final setup details should be provided at least 1 week prior
• Furniture will be set prior to your requested setup time

Please email studentorgevents@montclair.edu with any questions.

There are no fees for University departments to reserve space in the Student Center. There are fees if the department is reserving the space on behalf of an external organization. 

Late cancellation and no-show fees

Late cancellation: For event cancellation with less than 24 hours notice, event sponsors will be charged 10% of the sponsored guest room rate* for the space(s) reserved. This fee would not apply for University weather/emergency closures or delays.

No-show: Event sponsors who do not show up for a reserved event (no one present 15 minutes after scheduled event start time) will be charged 25% of the sponsored guest room rate* for the space(s) reserved. Failure to arrive within one hour of the scheduled event start time will result in the forfeiture of the reservation and you will not be permitted to access the space. This fee would not apply for University weather/emergency closures or delays. 

Sponsored Guests

For departments and organizations that wish to bring external guests (i.e., conferences, events hosted on behalf of an external organization), a rental fee is required. The sponsored guest room rate* is discounted from the external client room rate. Fees must be processed and paid by SGA check or WorkDay (for departmental or Greek organizations) for this rental rate, otherwise external rental rates apply. Certificates of Insurance must be provided by the external organization. 

*Four hour rental rate. Must be logged in to your Montclair State University Google account to view rates.

Extended Building Hour Fees

Please note the Student Center building hours. All events in the Student Center must end one hour prior to building close. 

If you wish to extend the building hours, or host an event on a day the building is scheduled to be closed, the fees** are as follows for departments and University organizations:

Fees to extend building hours (event time + 1 hour): $50/hour

Fees to open building on days scheduled to be closed: $100 fee + $50/hour

**1 staff member, additional staff is $25/staff member/per hour, 1 hour minimum

Fees that are not paid within 30 days may result in the cancellation of future reservations. Contact studentcenter@montclair.edu to request extended hours. 

As early as possible, email the Office of Student Engagement at studentorgevents@montclair.edu if you need to cancel your event.

Once you have notified the Office of Student Engagement, cancel the event on Engage by going to 'manage event' and selecting 'cancel event"

• External clients may inquire about renting space in the Student Center up to one calendar year in advance
• Requests must be submitted at least 4 weeks in advance
• Our scheduling team will work with you to find a suitable date and provide information about fees, contracts, insurance requirements, and payment schedules
• Payments are accepted by cash or check only at this time
• Contact studentcenterevents@montclair.edu with questions

External users and sponsored guests must furnish Certificates of Insurance (COI).

All organizations/renters must furnish a certificate of CGL insurance naming the following as certificate holders (3 of them, all 3 can be listed on one certificate):

Montclair State University
1 Normal Avenue
Montclair, NJ 07043

New Jersey Educational Facilities Authority
103 College Road East, 2nd Floor
Princeton, NJ  08540-6612

State of New Jersey
PO Box 001
Trenton, NJ  08625

Limits of Liability – $1,000,000.00 per occurrence $2,000,000.00 per aggregate.  ENDORSEMENT MUST INCLUDE PARTICIPANTS.

• Banquet Style – Round tables with 6–8 chairs
• Classroom Style – Rows of tables with chairs
• Conference Style – Large tables with perimeter seating
• Fair Style – Tables with 2 chairs around the room
• Fashion Show Style – Theater seating with runway
• Theater Style – Rows of chairs facing one direction
• U-Shape – Three-sided table layout facing a screen
• Open Space – No furniture setup
• Custom Setup – Requires consultation with staff

Available resources may include:

• Podium
• Microphones (wired, wireless, lavalier)
• Portable sound system
• Easels
• Tables (round and rectangular)
• HDMI and extension cords