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Section: XI.3.5
Title: Brower Student Center Handbook
Effective Date: July 11, 2017
Approved By: Vice President for Student Affairs
Responsible Unit: Division of Student Affairs (609) 771-2201; [email protected]
Related Documents:
History:
Version Date Notes
1.0 July 11, 2017 New policy; Initial release Replaces: XI.3.5 BSC Event Policy XI.3.6 BSC Advertising Policy XI.3.7 Brower Student Center Vendor Table Policy XI.3. 8 BSC Term Assignment Guidelines XI.3.15 BSC Alcohol Policy, XI.3.16 BSC Building Policy
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Handbook
Updated July 11, 2017
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Table of Contents EVENT SERVICES ................................................................................................................................ 5
TCNJ Departments/Schools and Registered Student Organizations ..................................................... 5
Eligibility to Reserve Rooms and Event Spaces .................................................................................... 5
Reservation / Request Time Frames ...................................................................................................... 5
Submitting Room Reservation Requests ............................................................................................... 6
General Policies...................................................................................................................................... 6
Event Time Constraints .......................................................................................................................... 6
Billing (if charges are applicable) ............................................................................................................ 7
Cancellations and No-Shows ................................................................................................................. 7
Copyright Infringement ........................................................................................................................... 7
Decorations ............................................................................................................................................. 8
Emergencies ........................................................................................................................................... 8
Fronting ................................................................................................................................................... 8
Internet (Wi-Fi) Access ........................................................................................................................... 9
Parking .................................................................................................................................................... 9
Rental Charges and Event Responsibility .............................................................................................. 9
Room Capacity ....................................................................................................................................... 9
Fee Structures and Criteria .................................................................................................................... 9
Security ................................................................................................................................................. 10
Student Center Conference and Multipurpose Rooms ........................................................................ 10
Traditions .............................................................................................................................................. 13
Information/Vendor Tables ................................................................................................................... 14
Technical Support ................................................................................................................................. 16
BROWER STUDENT CENTER OPERATING POLICIES .................................................................... 17
Alcohol .................................................................................................................................................. 17
Amplified Sound in Public Spaces ........................................................................................................ 17
Animals ................................................................................................................................................. 17
Atrium Usage ........................................................................................................................................ 17
Bicycles and Scooters .......................................................................................................................... 18
Candles / Pyrotechnics / Fog / Smoke / Fire/ Haze .............................................................................. 18
Credit Card Solicitation ......................................................................................................................... 18
Damage, Theft and Vandalism ............................................................................................................. 19
Demonstrations and Protests ............................................................................................................... 19
Elevators ............................................................................................................................................... 19
Event Time Constraints ........................................................................................................................ 19
Fire Alarms ........................................................................................................................................... 19
Food Sales / Distribution (organizational fundraising or food distribution) ........................................... 19
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Furniture ............................................................................................................................................... 20
Gambling and Games of Chance ......................................................................................................... 20
Game Room ......................................................................................................................................... 20
Gender Neutral / Family Restrooms ..................................................................................................... 20
Lost and Found ..................................................................................................................................... 21
Minors ................................................................................................................................................... 21
Posting of Publicity Materials ................................................................................................................ 21
Railings ................................................................................................................................................. 21
Rentals .................................................................................................................................................. 21
Event Storage Space ............................................................................................................................ 22
ACCESS AND USE POLICY ................................................................................................................ 22
BROWER STUDENT CENTER EMERGENCY ACTION PLAN .......................................................... 23
Purpose ................................................................................................................................................ 23
Scope .................................................................................................................................................... 23
General Procedures ............................................................................................................................. 23
Training ................................................................................................................................................. 24
Staff Using the Student Center Outside Normal Hours ........................................................................ 24
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EVENT SERVICES
TCNJ Departments/Schools and Registered Student Organizations The Brower Student Center is responsible for reserving and coordinating the use of all meeting
rooms, event spaces and vendor tables in the Brower Student Center and academic spaces
across campus for registered student organizations.
We want your event to be successful, and we have outlined policies to aid you with your planning
process. Failure to follow these policies could negatively affect your reservation and could result
in cancellation of your event.
Eligibility to Reserve Rooms and Event Spaces
TCNJ Registered Student Organization
To book space on campus student organizations must be:
o Recognized by the Student Government or Inter Greek Council
o Registered with the Office of Student Involvement. o A student organization that is in the process of forming can work with Student
Government to establish times for interest sessions in accordance with their policies and procedures.
TCNJ Departments/Schools
The sponsoring organization must be officially associated with TCNJ.
Non-College Organizations or Individuals
The purpose of the event may not contradict the mission of TCNJ. Use of space is at the discretion of the Student Center administration
Reservation / Request Time Frames
All student organization event requests are made through the Book-it! @ TCNJ system.
Tier 0 – Minimum of 2 Days’ noticed required
o Any General Purpose Classroom in an Academic Building
Tier 1— Minimum 10 Business Days’ notice required
o Event or vendor tables in the Brower Student Center o Event outside the Brower Student Center that does NOT require additional tables, chairs,
etc. i.e. using classrooms “as is”)
o Outdoor event that does NOT require additional college resources (tables, chairs,
electricity, signage, etc.
Tier 2— Minimum 20 Business Days’ notice required
o Outdoor event that DOES require college resources (tables, chairs, signage, electricity,
etc.)
o Event in any space other than Brower Student Center that requires additional tables,
chairs, etc.
o Any event in spaces that require permission from personnel outside the Dean of Students
office:
Library Auditorium
Business Building Lounge
Spiritual Center
Tier 3— Minimum 30 Business Days’ notice required
o Major Event: A Major Event is defined as a large scale event or event requiring use of
multiple campus services, including but not limited to:
Building Services (setup of tables/chairs, cleaning services)
Facilities (Electrical shop, Carpentry Shop, etc.)
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Security (Campus Police)
Any Event in Center for the Arts or Athletics Spaces. For example:
Kendall Main Stage Theatre
Don Evans Black Box Theatre
Mildred & Ernest E. Mayo Concert Hall
Packer Hall
Green Lane Fields
Recreation Center
Room Reservation Requests
Submitting a Request: Clients are encouraged to submit room requests electronically using the https://bookit.tcnj.edu
website.
To use the bookit.tcnj.edu website, you must have an account. College Departments and
External clients should contact Conference and Event Services with any account related
questions.
Student organizations may reserve space using the organization’s TCNJ email account. Groups
will need to wait approximately 1 business day after the first login to begin using the
system. Questions regarding student organization scheduling should be submitted via email to:
Submitting a request form is only a request for space. An official confirmation is needed to
consider the space booked. If an event request is denied, an email with that information will be
sent to the requester. Advertising the use of any space prior to confirmation of an event is
prohibited. Student Organizations must check their email for any questions or clarifications from
the Event Planning Team that will need to be answered before a space can be confirmed. It is
your responsibility to make sure that contact information on each request form is correct and
current.
Room Assignments and Cancellations The Brower Student Center reserves the right to assign, and if necessary, reassign rooms based
on the size of the group, type of program, and space available to assure the maximum and most
appropriate utilization of space.
.
Technology Reservations and Use Student Center resources and technology equipment will not be loaned out or permitted to be
used in other buildings.
Student Organizations should request technology equipment from the Student Finance Board for event spaces outside of the Brower Student Center.
Event Time Constraints
If planning an event to start at the same time the building opens for the day, event planners and
event participants should not expect to be allowed to have early admittance to the building before
the event begins, unless they request an early open.
Event planners and all event participants will be expected to wait until the building is open for the day before gaining entry.
The Sponsoring Organization is responsible for timely and thorough communication of all set-up needs and breakdown needs. This should include communication of any time requests for
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access to the space prior to or following the event’s start and end time. The Sponsoring
Organization may not use space outside of agreed upon times.
Events will generally be scheduled to end 30 minutes prior to the building’s closing time to help
facilitate all guests leaving the building on time. All events should be planned so that organizers
can complete packing of materials, general cleanup of space, and exit the building by closing time
unless other arrangements have been made.
Events will generally be scheduled to include time between reservations where building staff can
provide light cleaning of the space (vacuuming, trash removal, etc.). Back-to-back reservations
may be requested with the understanding that building staff may not be able to perform this
service.
Billing (if charges are applicable)
External clients are expected to pay any charges as outlined in their contract. Billing is processed by Conference and Event Services.
College departments and schools are expected to pay any charges via internal billing. Billing is processed by Conference and Event Services.
Registered student organizations will be billed following each event with applicable fees. All
student organizations are required to have an account with the Student Finance Board. All bills
will be paid to Student Finance Board in accordance with their policies.
Departments or organizations not paid in full within 30 days risk having upcoming events
cancelled, and no new requests will be accepted until the department or organization is paid in
full.
Applicable sales tax will be added when appropriate.
Cancellations and No-Shows
Non-College Organizations and Individuals will be charged for cancellations in accordance with Conference and Event Services policies.
Registered student organizations and college departments that fail to use reserved meeting
space and/or fail to cancel reserved meeting space at least two (2) business days prior to the
scheduled event will be charged a late cancellation/no-show fee. To avoid late cancellation fees
for meeting space and information tables, written notice must be sent to the Brower Student
Center staff at [email protected] at least two (2) business days prior to the event (business days are
Monday-Friday).
o The fee for late cancellation is $25.00 per booking. The fee for a no-show is $50.00 per
booking. A booking is defined as each room reserved for your event.
All events will be cancelled in the event that the College is closed and/or classes are cancelled
due to weather, natural disaster, or national emergency. In these instances, no cancellation fees
will be charged. Events will not be scheduled to take place anytime the College is closed,
including holidays Meeting space or information tables cancelled at the last minute due to bad
weather, national disaster/emergency, or illness or death of the speaker will not be charged a
cancellation fee.
Event Services staff will work with clients using the Student Center as an event rain location to establish a mutually agreeable deadline to cancel Student Center space.
Catering agreements with TCNJ Dining Services have separate cancellation requirements.
Copyright Infringement
Individuals and groups using the meeting rooms or event space in the Student Center are
expected to comply with all copyright and licensing agreements and expectations (i.e., plays and
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movies.) The Student Center and TCNJ will not assume the responsibility for any copyright or
licensing fees or penalties assumed by the sponsoring organization.
Decorations
Doorways, emergency exits and fire equipment may not be blocked or obstructed.
Confetti, rice, glitter, beads, marbles, flower petals and feather boas are not permitted at any time.
Nailing, tacking or taping materials to walls, woodwork, windows, sprinklers, ceilings or projectors, or fastening display materials to draperies or light fixtures is not permitted.
Users that cause damage to meeting room walls, furniture or windows will be held financially responsible for all repairs.
All display materials/decorations must be removed immediately after the event, before the
reservation end time. Cleaning charges may be assessed for items not removed and/or if rooms
are left messy.
The Student Center is not responsible for any items left behind in meeting rooms.
Users may be assessed a charge for damages in the Student Center from improper use of decorations and displays.
If a user wishes to use candles, incense and/or anything with an open flame a candle waiver form must be completed with Risk Management prior to the event.
All rooms should be left in the same condition in which they were set. This includes cleanliness of
tables, chairs and floors, as well as the furniture setup. Cleaning and/or damage charges may be
applied for equipment requiring excessive cleaning or repair.
Emergencies
In case of emergency, please instruct event attendees to remain calm and proceed accordingly
based on the nature of the emergency (i.e., fire alarm-exit the building; severe weather-proceed
to back hallway or lower level, active shooter-take cover away from doors, etc.), and follow any
instruction provided by the Student Center Staff.
Please contact the Information Desk, 609-771-2331, if you have a personal emergency or need assistance.
One may also call TCNJ Police at 609-771-2345 or 911 to report an emergency. If 911 is called from a non-TCNJ phone, indicate you are on campus.
If an emergency is reported to the event host, the host should immediately contact the Student Center staff.
Fronting
Registered student organizations or college departments may not serve as "fronts" for non-
college groups or college departments (in the case of registered student organizations) in order
for these departments/groups to gain free or discounted use of Student Center meeting space
To avoid questions of fronting, reservations made by registered student organizations or college departments must be for events that meet the following guidelines:
o The event/meeting must be conceptualized, planned, and managed by student members of the registered student organization (for events registered as student organization events) or staff employed by the college department (for events registered as department events) and must be associated with a documented organization or department initiative.
o Any costs associated with the event/meeting must be paid by the registered student
organization or college department.
Student Center staff will make the final determination as to whether an event is a registered
student organization or college department event by considering the nature of the event and
potential attendees, the purpose/goals of the college department or registered student
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organization, and past experience with respect to similar events.
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To be a good steward of the resources provided through College fees, the Student Center
implements a fee-structure that promotes and supports the initiatives and programs of the
College, schools/departments and registered student organizations. Groups who abuse this
privilege to front for other entities are compromising the integrity of the fee structure and the
success of the Student Center. Any registered student organization or college department
determined to be fronting for another organization will face consequences up to and including, but
not limited to, payment of appropriate reservation and related fees, referral to the Office of
Student Conduct and Dispute Resolution Services, and/or the suspension of Student Center use
privileges for a period of no less than 1 academic year, depending on the severity of the situation.
Internet (Wi-Fi) Access
Event clients who are not TCNJ students, faculty or staff may work with the Event Coordinator to have a guest wireless account established prior to their scheduled reservation.
Parking
Guest parking for the Student Center is available in Lots 5, 6 and 7 with valid permit issued by Brower Student Center’s Event Planning Staff or Conference and Event Services.
Rental Charges and Event Responsibility
Sponsoring organizations/departments and the individual completing the reservation request form are responsible for all charges, fees and any damage resulting from anyone attending the event.
The sponsoring organization/department or individual will be assessed the full replacement costs
for any damaged furniture, audiovisual technology, draperies or carpeting/flooring.
Room Capacity
Fire safety and room capacity regulations must be adhered to at all times. Maximum room
capacity will be posted in each room. Please note that maximum room capacity may be reduced
depended upon the nature of the event and/or layout of the space.
Fee Structures and Criteria
Individuals or groups may use space in the Student Center based on their classification. The
different classifications are based on individual and group identification.
Any organization, department, or individual requesting the use of event space before or after published building hours will be assessed fees for staffing the building.
Student Organizations
o All student organizations recognized by Student Government/Inter Greek Council and
registered with the Office of Student Involvement
o Student organizations are only charged by the Brower Student Center for additional staffing requests beyond what is normally required for an event (ex: requesting an assigned student center staff member to remain during the duration of an event)
College Departments or Schools
o College departments/offices meeting to conduct business or host events directly related
to their function, operations, or the mission of the College
o College Departments or Schools are charged a discounted room rental rate and for
staffing requests beyond what is normally required for an event
Non-College Organizations and Individuals
o Organizations or individuals not associated with TCNJ
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Security
o Students, employees, or alumni of TCNJ hosting non-college related events (e.g.
weddings, private parties, etc.)
o Organizations wishing tax exempt status must supply applicable tax exemption
documentation.
o Non-College Organizations and Individuals are charged the full rate for all rooms and
services utilized.
The Brower Student Center reserves the right to require security personnel or campus police to be present at the event at the sole expense of the Sponsoring Organization.
Student Center Conference and Multipurpose Rooms Please note some space may not be open during 2016-2017 as the building is currently
undergoing renovation.
BSC 100
Size: 7378 ft2
Setup Types and Capacities
o Banquet/Rounds
o Classroom
o Empty Room
o Hollow Square
o Lecture
o Standing Reception
o U Shape
Room Features
BSC 100 (East Only)
Size: 3838 ft2
Setup Types and Capacities
o Banquet/Rounds
o Classroom
o Empty Room
o Hollow Square
o Lecture
o Standing Reception
o U Shape
Room Features
BSC 100 (West Only)
Size: 2950 ft2
Setup Types and Capacities
o Banquet/Rounds
o Classroom
o Empty Room
o Hollow Square
o Lecture
o Standing Reception
o U Shape
Room Features
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BSC 101
Size: 676 ft2
Setup Types and Capacities
o Banquet/Rounds
o Classroom
o Conference Table
o Empty Room*
o Hollow Square
o Lecture
o Standing Reception
o U Shape
Room Features
BSC 104
Size: 934 ft2
Setup Types and Capacities
o Banquet/Rounds
o Classroom
o Conference Table
o Empty Room*
o Hollow Square
o Lecture
o Standing Reception
o U Shape
Room Features
o
BSC 221
Size: 219 ft2
Setup Types and Capacities
o Conference Table
Room Features
o
BSC 222
Size: 806 ft2
Setup Types and Capacities
o Banquet/Rounds
o Classroom
o Empty Room*
o Hollow Square
o Lecture
o Standing Reception
o U Shape
Room Features
o
BSC 223
Size: 809 ft2
Setup Types and Capacities
o Banquet/Rounds
o Classroom
o Empty Room*
o Hollow Square
o Lecture
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o Standing Reception
o U Shape
Room Features
o
BSC 224
Size: 221 ft2
Setup Types and Capacities
o Conference Table
Room Features
o
BSC 225
Size: 4668 ft2
Setup Types and Capacities
o Banquet/Rounds
o Classroom
o Empty Room
o Hollow Square
o Lecture
o Standing Reception
o U Shape
Room Features
o
BSC 225 (East Only)
Size:2338 ft2
Setup Types and Capacities
o Banquet/Rounds
o Classroom
o Empty Room
o Hollow Square
o Lecture
o Standing Reception
o U Shape
Room Features
o
BSC 225 (West Only)
Size: 2330 ft2
Setup Types and Capacities
o Banquet/Rounds
o Classroom
o Empty Room
o Hollow Square
o Lecture
o Standing Reception
o U Shape
Room Features
o
Event furniture will remain in space along the walls of the room. Furniture may not be removed from the room.
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Traditions
Traditions Operating Hours:
Monday to Thursday: 11am-10pm
Friday: 11am-8pm
Saturday-Sunday: 9am-6pm
Traditions Sections:
Traditions has two sections divided by movable partitions:
Traditions Restaurant: The Traditions restaurant is the main body of the restaurant including a full service kitchen, bar area, and seated table service.
Traditions Lounge: The Traditions Lounge is a sectioned off area within the space that has its
own entrance and supports soft seating and a stage equipped with dynamic lighting and amplified
sound.
Availability:
Brower Student Center
o The Brower Student Center must be open in order for client’s to use Traditions. o Brower Student Center staffing fees will be applied for any event that takes place outside
the normal operating hours of the facility.
Traditions Restaurant
o The Traditions Restaurant is not available for events during normal operating hours.
o The space may be used for events 8pm-11pm on Saturday and Sunday. o Clients may request an exception to use the restaurant space during normal operating
hours, however, will be subject fees for staffing, materials, and lost revenue.
o Traditions Restaurant will be made available “as is” and clients are expected to keep all tables in place. Requests to reconfigure furniture within the space may be entertained at an additional cost. If approved, tables may only be moved by Traditions staff.
o Access to display custom content (Example: slideshows) on Traditions televisions is
prohibited. Clients may request television stations be displayed that are available
through the campus cable package.
Traditions Lounge:
o Traditions lounge is available for events after 1:30pm through the close of the Brower
Student Center
o Clients are required to hire a Student Sound Technician through the Student Finance Board in order to use the sound and lighting equipment associated with the stage. Fees for Sound Technicians are set by Student Finance Board.
Request Process:
All event related requests to use Traditions Lounge or Restaurant must be made through the
Book-it!@TCNJ system (https://bookit.tcnj.edu). After the initial request is made, all clients will be
required to have a meeting with Sodexo management and their event coordinator. Approval for
use of the space will be determined based on the details reviewed during this meeting.
NOTE: For clients just requesting a meal at the restaurant, Traditions can accommodate
advanced reservations up to 25 guests depending on availability. Advanced reservations must
be paid at the time of service via the restaurant’s point of sale system.
Menu Options:
During the restaurant’s normal operating hours food not provided by TCNJ Dining Services is
prohibited for events in the Traditions Lounge. Two dining options are available for Traditions
Lounge:
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Food can be ordered from TCNJ Dining Service’s Catering office.
Clients can request a party host be assigned to the event from the Traditions staff to offer food from the Traditions menu.
Rental Fees:
Student Organizations
o Events limited to the Traditions Lounge are not charged a rental fee o Events utilizing Traditions Lounge and Restaurant will be assessed a $200.00 staffing
and materials fee.
o Any event that modifies the normal operating hours of the restaurant will be charged a $400.00 per hour room rental fee.
Campus Department or External Client
o All events will be charged a $200.00 staffing and materials fee.
o Any event that modifies the normal operating hours of the restaurant will be charged a $400.00 per hour room rental fee.
Information/Vendor Tables
TCNJ Users:
Soliciting beyond the area of the assigned table is prohibited. Customers may not be
approached, interrupted or otherwise harassed by the sponsoring organization. Vendor table
hosts are expected to remain at or next to their tables during their scheduled time
The space made available during an Information/Vendor Table reservation is the table surface
and standing/sitting area immediately around the table. Expansion beyond this area for additional
displays or other materials without prior approval is prohibited. Materials may not be placed on
BSC atrium furniture or affixed to any building surfaces.
Student Organizations are limited to scheduling a total of three (3) dates per 30 days.
Please note the following restrictions regarding items:
o Sales of food, sundries and other items in competition with Dining Services will not be
approved.
o Any organization selling counterfeit materials will have their vending privileges will be
revoked permanently.
o Student Center staff members reserve the right to restrict or deny any proposed item.
All amplified sound policies as described in this manual are in effect.
All games of chance (lotteries, raffles, etc.) must be in compliance with New Jersey State Law and any policies from the Office of Student Involvement.
Decorations that include Confetti, glitter, snow spray, lighted candles, helium tanks, bubbles, fog, mist, haze, smoke, or snow machines are not permitted inside the Brower Student Center.
Verbal abuse to The College of New Jersey’s staff members will NOT be tolerated; groups may be required to vacate the premises should this abuse take place.
Vendors may set up their merchandise up to 15 minutes prior to their scheduled start time
and are given a 15 minute grace period to break down. A vendor may use any or all of this
rental period.
Non-TCNJ Users:
Vendor kiosks are available for a non-refundable charge (check or money order only) according to the following restrictions:
o Vendors are charged for each kiosk at the following rates: $75.00+tax per half day (9am- 1pm or 1pm-5pm) or $100.00+tax per full day (9am-5pm).
o All outside vendors must provide proof of Liability Insurance to cover $1,000,000
naming The State of New Jersey, The College of New Jersey, and the New Jersey
15
Educational Facilities Authority as additionally insured before being able to reserve
table space.
o Federal Tax ID numbers are required for each vendor. Please be prepared with this information at the time of scheduling. Vendors will not be permitted to schedule unless
this number is registered with our office. If your organization is tax exempt, please submit a copy of the tax exempt form at the time of scheduling either via U.S. postal
mail, e-mail, or fax (609-637-5012).
At no time may a vendor provide his/her own table.
If a vendor wants to provide his/her own freestanding rack or display, he/she must submit a
photograph or written description of any proposed rack or stand to the Brower Student Center
at least two weeks before any registered date(s) for approval. All racks or stands must be
preapproved in writing by the Director of the Student Center.
Vendors may set up their merchandise up to 15 minutes prior to their scheduled start time
and are given a 15 minute grace period to break down. A vendor may use any or all of this
rental period.
Sales must be limited to the space which was reserved by the respective vendor. Vendors
are not to place or store merchandise on the Student Center main lounge furniture, brick walls
or columns. Moving furniture and/or tampering with Student Center equipment is prohibited.
Excess merchandise must be placed on top of or underneath the vendor table.
Soliciting beyond the area of the assigned table is prohibited. Customers may not be
approached, interrupted or otherwise harassed by the sponsoring organization. Vendor table
hosts are expected to remain at or next to their tables during their scheduled time
Outside Vendors are limited to two (2) vendor periods per month based on the availability
of space. We cannot guarantee that items similar to one vendor will not be sold by another on
the same day.
Vendors must pay in full for all spaces they reserve at any time prior to their scheduling date
and time.
No vendor is permitted to reserve space for another vendor. The reassignment and/or sharing of vendor tables is not permitted.
The College of New Jersey reserves the right to provide the name, address, and phone
number of the vendor to any guest with a complaint regarding the quality of merchandise
purchased or received
The College of New Jersey is not responsible for any items left unattended. The College of
New Jersey will not provide coverage of vendor space at any time. Coverage for lunch times,
etc. is the sole responsibility of the vendor.
Verbal abuse or non-adherence to The College of New Jersey's staff members and their
requests will not be tolerated. Any vendor in violation of these guidelines will be escorted out of
the Student Center by Campus Police.
Signs and advertisements may only be posted upon approval by the Office of Student
Involvement in accordance with The College of New Jersey’s posting policy. Please see
http://policies.tcnj.edu.
Parking permits are required for all vendors. A vehicle without a parking permit is subject to
receiving a parking ticket from Campus Police.
o A parking permit will be issued along with the reservation confirmation
o All vendors are required to park in the lot(s) listed on the parking permit o In the event that a vendor fails to bring the parking permit with them on the date of
reservation they may go to Campus Police in the Administrative Service Building to ask for a permit.
Loading permits are required for any loading or unloading of merchandise or materials in
non-designated parking areas. At no time may vendors drive onto the walkways in order to
load or unload their merchandise
Vendors who sell music and videos may provide equipment to preview such items; however,
the vendor must also provide headphones
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Technical Support There is typically no BSC Student Staff member assigned to remain for the duration of an event,
however, clients may request this service at an additional charge.
All Customers wishing to use the sound system in the Traditions Restaurant will need to hire a
Student Sound Technician from the Student Finance Board and will be required to pay all
associated fees (http://www.studentfinanceboard.com).
Organizations wishing to use Student Finance Board’s portable sound system must hire a
Student Sound Technician from the SFB and will be required to pay all associated fees
(http://www.studentfinanceboard.com).
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BROWER STUDENT CENTER OPERATING POLICIES
The Brower Student Center is a managed facility. Specific policies have been developed to assist
the Student Center management team with the daily operations of the facility. These policies are
not all-inclusive and do not limit the management team from making decisions or establishing
additional policies based upon unique needs and/or circumstances. All policies were created with
the intent to provide for the long-term care and maintenance of the facility, as well as provide fair
access to event spaces and other resources. No policy in this manual will supersede College
policy.
Failure to comply with any policy or guideline outlined in this manual and/or any verbal or written
directives from the Student Center management team may result in action by the staff to deny
privileges, refer to proper authorities, and/or assess appropriate charges.
Requests for exceptions to any of the Student Center policies should be referred to the Director of
the Brower Student Center or designee.
Alcohol
Alcohol is not permitted in the Student Center, except when in compliance with the TCNJ Dining Services alcohol permit.
Amplified Sound in Public Spaces
Amplified sound is permitted, however, the sound level will need to be controlled within allowable
limits. If noise complaints are received from building tenants, or if the sound can be heard inside
any closed meeting rooms, the event sponsor will be required to reduce the noise level. Failure
to comply may result in an event being prematurely terminated and event sponsors being asked
to vacate the building. Student Organizations may additionally be referred to the Office of Student
Conduct as per the Student Organization Conduct Code.
Animals
Only service or therapy animals are permitted in the building. No other animals or personal pets are permitted in the building at any time
Animal Handler must be able to produce official documentation upon request.
Service or therapy animals should have clear identification on them
Atrium Usage The Brower Student Center Atrium serves as the primary seating location for the Food Court and
may not be reserved during TCNJ Dining Services operating hours.
Occasionally, on a case-by-case basis, the Atrium may be reserved for events for which the
sponsoring organization deems visibility of the activity as necessary for the success of their
program and can demonstrate how traffic flow will enhance the event. The following guidelines
apply to reservations of the BSC Atrium:
o Customers must bear the cost of professional moving services for the wrapping, moving,
storing, and return of furniture
o Reservations must be for designated times, and events must not interfere with the normal operations of the Student Center any department with offices in the facility
o The use of any amplified sound must be consistent with policies outlined above o All lounge furniture must remain in the atrium. Rearrangement of furniture may be
performed by Brower Student Center Staff based on an agreed upon diagram.
o No event may interfere with the normal flow of traffic of guests entering or exiting the
facility or with the operations of any department.
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Bicycles and Scooters Bicycle racks are provided outside the building. Bicycles, and recreational motorized scooters
(including Segways), and hoverboards may not be chained to any other outside railings, furniture
or displays.
Bikes may not be left in any public or private area where they will impede traffic flow into or out of the building.
Bicycles, scooters, recreational motorized scooters (including Segways), rollerskates, skateboards, and hoverboards are not permitted inside the building
Building Hours
Hours during the Academic Year
o Monday-Sunday 7:00am-12am
Hours during Academic Breaks
o Winter Break – Monday – Friday: 7am-5pm
o Summer Break – Monday – Thursday: 7am-5pm All public areas, meeting rooms and Student Organization Offices must be vacated by the
publicized closing time each day.
Operating hours will be reduced during student break periods and summer sessions. The building will be closed on all college holidays; please check the college’s website for these closure dates.
Candles / Pyrotechnics / Fog / Smoke / Fire/ Haze Equipment or substances that produce a pyrotechnic explosion, fog, haze, smoke or fire are
prohibited inside and around the Student Center facility.
Open Flames may only be used in approved event spaces for events that are fully catered by
TCNJ Catering Services or if the Candle/Open Flame Waiver has been obtained from the Brower
Student Center and signed by both the Office of Risk Management and the BSC Professional
Staff .
Event sponsors must notify the Office of Risk Management and Brower Student Center
Professional Staff no less than 1 week prior to the event of an open flame for catering and/or
candles.
Any damages caused by wax dripping on table tops, carpeting, and/or flooring will be repaired and/or replaced at the expense of the event sponsor.
Donation Boxes (clothing, book drives)
TCNJ departments and student organizations wishing to collect items such as clothing and books
for donation to a charitable organization must receive approval prior to setting up collection boxes
in limited, designated areas in the Brower Student Center. Only two (2) collection boxes will be
approved at any one time. Collection boxes will be approved for a maximum of 7 days. Donation
boxes must be reserved through the Book-it@TCNJ reservation system.
Donation boxes must be marked with the items to be collected, the name of the charity, and the name of the sponsoring TCNJ organization or department.
Donation boxes must be picked up within one business day of the conclusion of your reservation. Any boxes left beyond that time may be subject to disposal
Sponsoring organization must monitor condition of boxes and remove materials as box is full.
Credit Card Solicitation In accordance with the Credit Card Solicitation Act, any vendor wishing to offer credit cards must
be registered with the Office of Finance and Business Services.
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Damage, Theft and Vandalism Individuals responsible for any acts of damage and/or vandalism to the Brower Student Center, or
any unauthorized removal of items (including furniture and equipment) from the facility will be
referred to appropriate authorities and will be held financially accountable for their actions.
Students will be referred to the Office of Student Conduct for disciplinary action. Faculty and staff
will be referred to the appropriate supervisor from their assigned unit. Those not associated with
the college will be referred to TCNJ Police.
Organizations sponsoring events will be held responsible for the actions of all their guests.
Individuals using the Game Room are responsible for the equipment they have checked out in
their name, the equipment in the room, as well as any damage to the walls, equipment, and
furniture in the room.
Demonstrations and Protests All Demonstrations and Protests must be in compliance with the Use of Campus Property policy.
Those planning on staging a demonstration or protest are encouraged to contact Brower Student
Center Staff in advance of their event to determine ways that their event can be held without
violating any existing College of Student Center policy.
Elevators There is one public elevator located in the Brower Student Center, which can be used to reach
each level of the building.
Individuals should not congregate in front of the elevator doors, as this will impede the normal flow of traffic.
During a fire evacuation, the use of the elevators is prohibited, and the stairs should be the
primary method of egress.
Event Time Constraints
Meeting rooms may only be occupied during the specific event and reservation times.
Events will be scheduled to end 30 minutes before the building closes. All event participants must
exit the building no later than the building closing time, unless the event is an official After Hours
event with appropriate staffing
Events may be scheduled to start before the building opens and/or end after the building closes.
There are specific policies in place related to Early Open/After Hours events. These events
require additional fees for staffing the building. Ten (10) business days advance notice is required
for such events.
Fire Alarms
When a fire alarm sounds, complete evacuation of the building is required. All building occupants
should leave the building quickly and follow all instructions Brower Student Center and College of
New Jersey personnel.
Once out of the building, occupants should move at least 100 feet away from the building and may not block doorways or sidewalks.
Flammable Materials
Flammable materials may not be used anywhere in the Student Center.
Food Sales / Distribution (organizational fundraising or food distribution) Policy pending from the Office of Student Involvement
policies.tcnj.edu 20
. . .
Furniture Furniture from common areas may not be moved into meeting rooms or vice versa. Exceptions
may only be granted by Brower Student Center staff.
Gambling and Games of Chance College departments and registered student organizations conducting drawings or other games of
chance are required to be in compliance with all state and local laws, policies, and guidelines.
Student Organizations are also expected to follow any policies determined by the Office of
Student Involvement.
Game Room The following guidelines have been established in an effort to create an enjoyable and fair
atmosphere in the Brower Student Center Game Room.
Individuals must present a current TCNJ ID to use any college-owned or supplied equipment in the Game Room.
o Only The College of New Jersey students, faculty and staff are allowed to check out equipment for the Brower Student Center Game Room. If a current TCNJ student, faculty or staff member brings a guest with them. They can share the equipment that the TCNJ student, faculty or staff can check out.
o The TCNJ ID will be kept on file until the equipment is returned. o A TCNJ ID will only be accepted from and returned to the individual pictured on the TCNJ
ID.
Equipment not returned by the end of the day will be reported stolen to TCNJ Police.
Users will be held financially responsible for damaged or lost equipment. Replacement or repair fees will be billed to a Student’s College account.
o The following actions can cause significant damage to Pool Cues and are therefore
prohibited:
Bouncing pool cues on the floor
Placing pool cue across your
shoulders and wrap your arms around it
Jump or Masse shots
Smashing cue against floor or table
o Smashing or slamming of table tennis paddles against the table is prohibited
Food, drinks, and personal belongings may not be placed on game tables or units.
Sitting, leaning, or lounging on the billiards table and table tennis units is not permitted.
Individuals providing their own equipment must check in at the Brower Student Center
Information Desk first to alert them that you are using your own equipment. Individuals using their
own equipment are expected to follow all of the guidelines pertaining to behavior expectations.
Disruptive individuals can be removed from the Game Room by the Brower Student Center staff
and may be referred to the TCNJ Campus Police and/or the Office of Student Conduct for
appropriate disciplinary action, and risk revocation of privileges.
The Game Room will close 30 minutes before the Brower Student Center closes each day.
Reserving the Game Room:
Reservations must be made ten (10) days in advance.
Fee for Entry tournaments are prohibited
All reservations must be open to all members of the TCNJ community.
Single Use / Family Restrooms These bathrooms are ADA compliant, single occupancy, and gender neutral. They are also
equipped to be used by individuals with small children.
policies.tcnj.edu 21
Lost and Found The Brower Student Center will make an effort to contact the owner of any item that has
identifying information for pick-up.
High Value Items and Government Issued Identification will be turned into the TCNJ Police Department.
o Examples of High Value Items include: Electronic devices (cell phones, laptops, tablets, etc.)
Jewelry
TCNJ ID’s will be collected and submitted to Student Accounts on a weekly basis
TCNJ Keys will be submitted to Access Control Services
All other items turned into the Brower Student Center will be held for a minimum of two business
days to allow for owner pick-up. Any materials still in Brower Student Center possession after
this time may be subject to disposal or donation.
The following Items are either not accepted or will be subject to immediate disposal by the Brower
Student Center
o Apparel that is soiled and/or unsanitary
o Food (including water bottles)
o Items of no apparent value (pens, pencils, school supplies) If you believe your property has been stolen, you should contact the TCNJ Campus Police
immediately by calling 609-771-2345.
Minors
Minors (individuals under the age of 18) are not permitted to use the facility unless they are
accompanied by a supervising adult, are currently enrolled at TCNJ, or are actively attending a specific event held in the Student Center. In addition, minor children of students, faculty and staff
may not be left unattended in the Game Room.
Posting of Publicity Materials Materials may not be affixed to windows, walls, or doors of the Brower Student Center. All
materials must be on approved bulletin boards, table tents, or digital signage.
Information regarding approval of materials for posting should be directed to the Office of Student
Involvement. The Brower Student Center will remove and discard any expired or inappropriately
placed materials. Damage to the Brower Student Center as a result of inappropriately placed
materials (example: paint pulled off walls) will be the responsibility of the sponsoring organization
that placed the material.
Railings Individuals may not throw or drop objects from the railings on the second floor of the Brower
Student Center or outside terraces. Individuals responsible for these actions will be asked to
leave the facility.
Rentals Brower Student Center staff is not responsible for set-up and tear-down of any 3rd party
equipment. Equipment must be dropped off, put up, and taken down by the sponsoring
organization.
In some instances, Conference and Event Services Staff and/or the Brower Student Center staff
may need to rent additional equipment (tables, chairs, pipe and drape, etc.) on behalf of the
sponsoring organization. Rental fees may apply in these circumstances. The sponsoring
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organization will work with their event coordinator to arrange for delivery of the appropriate
equipment.
Responsibility for Personal or Organizational Property
The Brower Student Center is not responsible for loss, theft or damage of personal or organizational property. All guests to the building should take appropriate care of such items.
Event Storage Space The Brower Student Center does not provide space for event clients to store materials or
equipment. If space is needed, the sponsoring organization must reserve extra meeting rooms for
this purpose, at their expense (if applicable).
Access and Use Policy
The purpose of the Student Center is to serve primarily the needs of students, faculty and staff,
and secondarily to serve the needs of visitors and guests. TCNJ reserves the right to request that
users produce a valid form of identification in areas that are reserved for students, faculty and
staff.
All users are advised that the use of space and seating, including the use of meeting rooms,
galleries, game rooms, lounges, cafés, restrooms, tables, chairs, sofas, computers, printers and
the like, within the Student Center facility, shall be confined to the purpose(s) for which the space
and property are designed and equipped and for which they are suitable. In an effort to ensure a
pleasant, productive, and reasonable environment for all, users shall observe the following rules,
including but not limited to:
o Users are prohibited from engaging in disruptive behavior or other behavior and activities
that substantially interfere with the enjoyment of other users of the facility.
o Users are prohibited from entry into unauthorized areas of the Student Center.
o Users other than students, faculty and staff with prior permission are prohibited from remaining in the Student Center after closing or when requested to leave (emergency situations and drills included).
o Users shall comply with all campus policies and procedures, including without limitation policies prohibiting weapons and animals (except for service and therapy animals that have been approved in accordance with applicable University policies).
Unattended property will be subject to confiscation.
Individuals who violate this policy will be asked to promptly comply or leave the premises. Failure
to comply with a request to leave the Student Center and/or college property may subject such
individuals to arrest and criminal prosecution under provisions of applicable state, county, and city
laws. In the case of students, faculty, and staff who violate this policy, TCNJ reserves the right to
pursue disciplinary action in accordance with applicable rules, including without limitation the
Code of Student Rights, Responsibilities and Conduct, employment policies, and the Academic
Handbook.
policies.tcnj.edu 23
BROWER STUDENT CENTER EMERGENCY ACTION PLAN
Purpose The purpose of the Brower Student Center Emergency Action Plan (EAP) is to protect
employees, students, and guests from serious injury, property loss, or loss of life, in the event of
an actual or potential major disaster; and to assist TCNJ employees, students, and guests in
responding to any emergency incident which requires the evacuation of the building or finding
shelter inside the building.
In the event of a major disaster, this Emergency Action Plan describes the initial responsibilities
and actions to be taken to protect all employees, students, and guests until the appropriate
university or municipal responders take over.
Scope
For the protection of TCNJ employees, an Emergency Action Plan (EAP) is a requirement of OSHA 1910.38. It is also necessary and prudent for the protection of our students and visitors.
It is a requirement that the employer review with each employee upon their initial assignment or
when the plan changes, those parts of the plan that the employee must know to protect
her/himself in the event of an emergency. In addition, the written plan shall be made available for
employees to review and plan for the evacuation.
The entire EAP will include the Building Specific EAP, the Emergency Procedures Handbook, and evacuation maps, and will be made available in the Brower Student Center Administration Office
General Procedures
In the event of an emergency that requires evacuation of the building the following procedures
should be adhered to by all staff and guests of the Brower Student Center:
o When an emergency alarm activates all individuals within the building must evacuate. o Each person’s first priority is to get themselves to a designated assembly point outside of
the building. No Employees or guests should remain in the building.
o As employees are exiting they should advise all other occupants seen to do so as well. Upon arrival, Emergency Response Personnel (e.g. Police, Fire Department, etc.) will sweep the
building for any remaining individuals.
Upon exiting, Brower Student Center Staff will be assigned to stay near specific exterior exits to
prevent re-entry into the building. If there are not enough staff members present, exits should be
prioritized as follows:
o North and West main entrances (1 staff member each)
o Side entrance near Packer Hall
o Any other exterior entrances to building
The following should be used as Assembly Point locations:
o Green Hall Lawn
o Sundial Lawn
After accounting for all the personnel known to be in the building from their offices at the time of
evacuation, one representative from the BSC Professional Staff (reporting on all building tenant
offices), Lion’s Den/Traditions Staff, and Sodexo Catering should proceed to Green Lawn to
confer with TCNJ Police.
After receiving permission by Emergency Response Personnel, re-entry will proceed in the following order:
o BSC and Sodexo staff will return to their stations to resume business.
o Any vendors selling merchandise in the BSC Atrium will be allowed back to their stations.
o All other employees and guests of the BSC
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Training All Brower Student Center student and professional staff receive training at time of employment.
Staff with offices in the Brower Student Center will be made aware of their appropriate evacuation
location. All personnel will also be immediately apprised of any changes to the Brower Student
Center emergency action plan.
Any drills will be conducted in conjunction with Occupational Safety and Campus Police.
All Brower Student Center Staff will be trained on the procedures outlined in the TCNJ Emergency Response Guide published by TCNJ Campus Police.
Staff Using the Student Center Outside Normal Hours
All staff members are highly discouraged from being in the Brower Student Center when it is
closed. However, there are instances when college employees are given special access to be in
the building outside of normal hours. These guidelines are to be followed by those occupying the
building before or after normal building hours.
o After you enter the building, make sure the door you used is latched and locked behind you. It is recommended that you shake the door after it closes to make sure it is locked. Keeping the entry doors locked after you enter and exit the building is critical to your safety and the safety of others who remain in the building.
o Staff members are discouraged from being in the building when it is closed to the public, unless absolutely necessary. If you plan to be in the building outside of normal hours, it is recommended that you inform another staff member of your plans.
o There are a limited number of security cameras with monitors in the facility. The College does not monitor activity on a continuous basis. Essentially, you are responsible for your own safety when you are in the building outside of normal hours.
o Be aware of your surroundings at all times.
o Review floor maps to locate emergency exits, fire extinguishers and emergency phones.
o Keep the door to your office suite locked while you are inside working. o If you feel your safety is being threatened, dial the TCNJ Police at 609-771-2345 or 911
for immediate assistance
o All the regular emergency and evacuation procedures should be followed at all times.
