Special Event Request Form

Instructions & Information

Please complete the following form. All sections must be completed.
This request must be approved by the Facilities Operations Coordinator before becoming an official event.
If this event is approved, this information will also be sent to, the University Police Department, Parking Services, and other University departments as required
Once your event has been approved, you will still need to submit work requests for the event.
If you have any questions about this form, please contact Joana Gonzalez at 973-655-3304 or FacilitiesME@mail.montclair.edu.
If you have questions about Parking, please contact Parking Services at 973-655-7580 or parking@mail.montclair.edu.

Event Contact Information

Full Name:
MSU Email Address:
Phone Number:
Organization Sponsoring Event:

Catering Services

Catering can be arranged through the University's Dining Services contractor.

General Event Information

Event Title/Name:
Purpose of Event:
Event Start Date & Time:
Event End Date & Time:
Event Location:
Expected Number of Attendees:
Is this event open to the public?
Yes - there may be attendees from outside of the MSU Community.
No - only members of the MSU Community will attend.

Setup & Cleanup

Requestor will pay for all services requested by User or required by University, and for all costs incurred by University as a result of this activity. This includes, but is not limited to Police coverage, clean up charges, repair or replacement costs, or additional supervisory charges.

Who will be responsible for Setup & Cleanup
Sponsor Venue MSU Facilities
Please describe your setup & cleanup plan:

Will the venue be indoors or outdoors?
Indoors Outdoors
Please describe your plan in case of bad weather:

Equipment & Facility Needs

MSU Facilities can provide tables, chairs, garbage & recycling bins, and electrical power. All other items (tents, linens, etc.) are the responsibility of the event coordinator.

Will equipment be rented from an external company?
Yes   No
Name of Rental Company:

If requesting items from MSU Facilities, please indicate the quantity of each item requested.
# of Tables:
# of Chairs:
# of Garbage Cans:
# of Recycling Bins:

Will the event require keys or swipe card access to areas that are normally locked?
Yes   No

Will this event require additional electrical power? (For example, outdoor events may need power for lighting or audio equipment.)
Yes   No

Will there be outdoor cooking* at this event?
Yes   No
*Events that have outdoor cooking (barbeques) are required to obtain an Outdoor Cooking Permit from MSU's Office of Fire Safety prior to the event.

Event Parking

MSU Parking Services can provide prepaid parking vouchers for the Red Hawk Deck. These vouchers can be paid via Budget Transfer from MSU accounts, via check from outside organizations, or cash from individual attendees.
If an internal department or group is paying for the vouchers, the rate is $5.00 per vehicle.
If an external group or individuals are paying for the vouchers, the rate is $6.00 per vehicle.
For events where the individual attendees will pay for their own parking, a cashier will be onsite to collect parking fees for the event.
Event tickets are non-refundable and non-transferable.
For Budget allocation information and restrictions please click here.

Does this event require parking?
Yes No
Who will be responsible for paying for event parking?
MSU Department/Organization/Group
External Organization/Group
Individual Attendees

For parking to be paid by an MSU Department/Organization/Group:
# of Vouchers

For parking to be paid by an External Organization/Group or individual attendees:
# of Vouchers

Prior to authorizing a charge to your account, you are required to ensure that it has sufficient funding available in object code 8905. If sufficient funds are not available,you will need to reallocate funds to 8905 from within your own budget by submitting a Budget Transfer Request (not this Parking form) to the Budget Office. Purchases may be subject to applicable sales tax.
Account Number (Internal Only)

Event Shuttles

If your guests need to be transported across campus, or to an off-campus location, Shuttle Services can be chartered for your event. Please be sure to read the Charter Policies for more detailed information regarding pricing.

While filling in the fields below, please keep the following in mind:

Be sure to include chaperones/bus captains in your overall headcount. All passengers must be assigned a seat. No standees are permitted.

The total duration of your event should allow for 30 minutes before and after the pickup/dropoff times. This allows for the inspection, preparation, and cleanup of the bus.

If traveling off campus, you must provide the exact address of your destination.

There is a minimum charge of $177 (three (3) hours @ $59/hour), which includes one (1) hour for the Federally-mandated pre-trip and post-trip bus inspections.

Are Shuttle Services needed for this event?
Yes No

# of Passengers to be transported:
Pickup Location:
Dropoff Location:

Are there any special requests related to your Transportation needs?

Additional Information

Please provide us with any additional information that may be helpful in scheduling this event: