Kathleen W. Ludwig Global Village Living Learning Center Reservation Contract

Thank you for planning your event at the Kathleen W. Ludwig Global Village Living Learning Center (Ludwig Center) at Douglass Residential College. Our maximum capacity for banquet style is 140 and theatre style is 160

This agreement is made between  , representing  , and Douglass Residential College (DRC) according to the terms and conditions listed below. This agreement is considered an exact understanding of the needs of the renting group and the services DRC will provide. DRC reserves the right to deny any request made beyond these terms or to charge additional fees for such requests.

  shall act as official representative of the sponsoring group and shall be responsible for providing DRC with accurate information regarding the size and scope of the event and the specific needs of the sponsoring group.

Facilities: DRC shall provide the space being used at the Ludwig Center. It is understood that no other portion of the facility is open to the participants or sponsoring group personnel.

Supervision: DRC shall provide staffing for the event.

Protection of Minors: All Rutgers University policies related to the Protection of Minors on campus and Guide to Working with Minors are expected to be followed as outlined at http://protectminors.rutgers.edu The group representative must provide confirmation that the program referenced in this contract has been registered with the Rutgers Protection of Minors Database and all requirements of the university have been met. Any questions related to the protection of minors on campus can be referred to protectminors@aps.rutgers.edu

Parking: The client is responsible for making parking arrangements through Rutgers Parking and Transportation http://parktran.rutgers.edu/events.shtml The client will notify all participants that cars may not be parked illegally, and, to do so, risks towing and fines

Catering: The client is responsible for making the necessary catering arrangements with Rutgers University Catering 848-932-1930 you can contact Heather Scarola email: hscarola@dining.rutgers.edu or Susan Caputo email: scaputo@dining.rutgers.edu to make your arrangements.

Fax 732-932-1212

After Hours 848-932-9798

Office Hours: Mon-Fri 8:00 am -5:00 pm

After Hours 848-932-9782

Client must be present to accept delivery of catering order.

Fire Procedure Policy: The use of any smoke bombs, flash powder, fog machines, or other incendiary devices in the Ludwig Center is prohibited. The blocking of fire exits or dangerous placement of equipment, furniture, extension cords, or musical equipment is hazardous. Smoking is NOT PERMITTED anywhere in the Ludwig Center.

Property Damage: In addition to payment for use of facilities, the Client shall also be responsible for reimbursement to DRC for any and all loss or damage of equipment or other Rutgers property used by the client’s agents, employees, patrons, guests or any person admitted to said premises by the client.

The University accepts no responsibility whatsoever for any property brought to the facilities or the campus by the client or participants and the University hereby expressly is relieved and discharged from any and all liability for any loss, damage or destruction of such property.

Indemnification: Client shall indemnify, hold harmless and defend Douglass Residential College and Rutgers, its trustees, officers, employees and agents, and each and every one of them, against and from all claims, suits, costs, expenses, fees (including legal fees) and from all damages of every kind and description by reason of the injury or death of any person or persons or by reason of property damage to any property which arises from or in any manner grows out of the negligent acts or omissions of the Client during its use of Rutgers’ facilities.

Insurance: Client shall maintain at its own cost and expense, throughout the term of this agreement, commercial general liability insurance which shall include, but not be limited to, coverage for all operations or activities of the Renter conducted on the premises, with minimum limits of $1,000,000 per occurrence for bodily injury and property damage. The Client shall furnish Rutgers Douglass Residential College office of the Dean, with a certificate of Insurance evidencing compliance with the insurance requirements. Such Certificate shall name Rutgers as an additional insured and indicate that coverage is primary as respects the Clients’ use of premises, irrespective of any insurance or self-insurance maintained by Rutgers.

If the Client does not carry an adequate general liability policy, coverage can be obtained directly by the Client on a daily basis through the TULIP liability insurance program online at https://tulip.ajgrms.com The location code is Rutgers 4041. Rutgers will be automatically included as an additional insured and evidence of coverage will be automatically provided to Rutgers.

Payment Terms: Non-Rutgers University Groups: Payment in full must be received by DRC upon receipt of this contract. Checks should be made out to “Rutgers, The State University of New Jersey”. The contract number must be listed on your check. If you are paying for more than one event on one check, please make sure to list all contracts being paid on that check. Rutgers Departments: Pay by Internal Purchase Order.

Should the client fail to make the required payment pursuant to this agreement 3 days prior to the event, they will not be permitted to use the facility.

Cancellation: If it becomes necessary for the client to cancel their reservation, a written request for cancellation must be provided to Sylvia Hove at sh821@echo.rutgers.edu at least two weeks prior to the reserved date. A “no-show” at the established time of the reservation will result in loss of payment.

 

Reservations are CONFIRMED ONLY UPON RECEIPT OF PAYMENT AND COMPLETED CONTRACT. Payment is non-refundable and is not applicable toward any other event.

By entering your name below and submitting this form, I agree to all policies and procedures listed in the reservation. I also understand and agree to follow federal, state, and local ordinances and the policies of Douglass Residential College and Rutgers, The State University for my event.

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