The health and safety of the Rutgers University community remains the top priority as in-person events and activities resume. As we begin to plan events and activities, we must ensure that all in-person interactions are carried out in a manner that complies with CDC, New Jersey Department of Health, and Rutgers University guidelines.
Effective June 1, 2021, all events, planned activities, conferences, and non-credit academic programs hosted on university property will require certification through the Event and Activity Certification System (EACS). Only Rutgers affiliates with a NetID may submit through the EACS. Virtual-only events do not require certification through EACS.
For the purposes of this certification process, an event, conference, activity, or program is any non-credit program or planned gathering of 25 or more people (including performers, audience, support staff, and technicians), whether public or private, indoor or outdoor, held on-campus, with a specific location, date, and time. Meetings associated with business and/or administration of the university are not (for the purposes of this certification process) considered events and do not need to be submitted for certification.
Event and Activity Operation Status Update (December 24, 2021 – January 31, 2022)<
From December 24, 2021 through January 30, 2022, no in-person event or activity may take place. All events and activities must be held virtually. We currently anticipate that in-person events will resume on Monday, January 31, 2022. At that time, all event attendees will be required to show proof of full vaccination (two mRNA doses or the single J&J) or a COVID-19 negative PCR test taken within 72 hours of the event and must remain compliant with the published COVID-19 protocols.
Check back in the next few weeks to find out about changes to the Event and Activity Certification System (EACS) regarding new university requirements regarding showing proof of vaccination and/or negative PCR testing.
Events held on or after September 1, 2021
Approval by the respective chancellor or cabinet-level administrator (or designee) is no longer required. Event programming and content should be reviewed by departmental leadership before submission to the EACS portal. Certification received by the EACS is not an approval of the merit of the event, programming, or content and is not a confirmation of available space; it is simply a reporting of the event to the University. The EACS is open for submission and certification of these events.
- All events must be certified through the EACS process prior to venue scheduling or announcement of the event.
- Collection of attendee information is no longer required.
- Events must comply with State of New Jersey guidelines.
- Effective Monday, April 4, use of face coverings in offices, conference rooms, research labs, housing and public spaces in buildings is optional. Face coverings are not required for events held outside. Additional information about face coverings can be found here.
- In-person events should be approached in a thoughtful manner that will balance the desire of increasing the on-campus population with our obligation to uphold health and safety practices.
- Outdoor events are encouraged over indoor events.
- The health and safety of attendees and event staff should drive all in-person event decisions.
- Private events are permitted on campus.
- Indoor and outdoor events will have maximum capacity determined by fire or construction code requirements (as it was prior to COVID-19), as all Executive Orders restricting attendance have expired.
- External clients and guests may hold and attend events.
- How do I submit a request for certification?
Event and activity certification requests must be submitted by event organizers via the EACS portal which will then be reviewed by designees from each campus. If a request is certified, the organizer will be notified and can then proceed with event planning with the appropriate facility manager.
- Who can submit through EACS?
Only Rutgers affiliates with a NetID can submit through the EACS. Rutgers facility managers may submit on behalf of requestors who do not have a Rutgers NetID.
- When should I submit my event for certification?
Request for certification can take place after the organizer reviews the event programming and content with the appropriate departmental leadership. After August 31, receiving written approval from the respective chancellor or cabinet-level administrator (or designee) is no longer required.
- How long will it take to get my event certified?
Please allow five  business days for certification processing.
- How will I know if my event is certified?
You will receive an email with a determination of your event status. Retain that email for your records.
- If my event is reoccurring, do I need to submit each one separately (weekly, bi-monthly)?
No. Reoccurring events occurring within the same semester may be submitted as one request by using the start date/time for the first occurrence and the end date/time for the last occurrence. Use the additional comments field to explain the recurrence pattern.
- For reoccurring events, do I need to submit a separate Contact Information form for each occurrence?
No, collection of contact information is no longer required.
- If I have multiple events that are unique, do I need to submit each one separately?
Yes. Each event must be submitted separately. You can access all your submitted events via the EACS dashboard.
- Can I change my request once it is submitted?
No. Once your request has been submitted, it cannot be changed. If your program has changed, submit a new form and note that it is a change from a prior submission in the text field.
- What are my options if my request is denied?
If the request is denied, the organizer can revise the event plan and resubmit the request, or withdrawal the request from consideration.
- If I am unable to revise the event plan, is there an appeal process?
- How do I know what the current restrictions are?
Please refer to the State of New Jersey guidelines for current restrictions.
- What are best practices for planning safe events?
Please refer to the State of New Jersey guidelines under the ‘Safety Tips for Gatherings’ section for best practices. In addition, venue managers may have additional guidance and information.
- Are groups external to Rutgers permitted to hold events on campus?
Yes, external groups may hold events on campus.
- How do I upload the Contact Information form after my event?
Collection of contact information is no longer required.
- What happens if I don’t submit my event to the EACS for certification?
Groups that do not comply with the event and activity submission requirements will not be able to certify any future events or activities and any pending certifications from this group may be revoked.
- Where can I get answers to my questions about the EACS system?
Please direct further questions to email@example.com