FAQ

We recommend submitting your request as early as possible. Many spaces can be requested up to one year in advance. Requests submitted fewer than 10 business days before an event may not be approved due to staffing or setup limitations.

We accept clients of all shapes and sizes. Rutgers departments, recognized student organizations, and approved external clients may submit reservation requests. Eligibility and pricing vary by client type.

Please note: Individual students are not permitted to book space unless they are acting as an unaffiliated off-campus group.

You will receive an email from events@newark.rutgers.edu with Confirmation in the subject line. A request is not confirmed until this document is issued.

Our team can suggest alternative spaces based on your event type, setup needs, and capacity. You may also choose to adjust your date or time, or be placed on the Wait List.

Yes. Changes may be requested through EMS or your assigned salesperson and are subject to space, staffing, and equipment availability. Some changes may not be possible within 3 business days of the event.

Cancellations must be submitted in writing. Late cancellations will be marked as a No Show and may result in fees, depending on the event type, staffing, or services already scheduled.

Yes, depending on space availability. Recurring reservations must follow the same policies as single-date events.

Your assigned Salesperson is always cc'd on email from our office and are listed on the On Hold, Quote, or Confirmation document. You can also call our office and inquire. Please have your six-digit reservation number ready.

No. ECS staff complete all room setups to ensure safety, accessibility, and proper equipment handling.

We offer standard setups such as theater row seating, banquet tables, classroom layouts, and specialty configurations upon request. All setups must follow fire code and accessibility regulations.

Your Event Time indicates the time at which you can access the room. Access times depend on the daily schedule and staff availability. Let us know your needs ahead of time so we can plan accordingly.

Personal laptops and presentation materials are fine. Larger equipment or items requiring power, rigging, or specialized support must be approved in advance.

ECS provides basic A/V support for many spaces. More complex needs may require consultation with our team or support from Rutgers departments specializing in media services.

Visit the ECS office or contact our operations team. We’ll assist when possible, but major changes may not be feasible depending on staffing and scheduling.

Rutgers operates several permit and visitor lots near ECS-managed spaces. Parking availability varies by day and time. Visit Rutgers Parking for details.

Hours vary by building and academic calendar. Visit our Spaces section for current operating times.

The ECS operations team is available during building operating hours. 

For immediate assistance Monday - Friday 9am to 4:30pm, call 973-353-5568

For after hours support in PRCC/EN call the on-duty Operations Manager at 973-202-5676

For after hours support in RBG call the on-duty Operations Manager at 973-508-7158

Gourmet Dining Services (GDS) is the exclusive caterer for the Paul Robeson Campus Center and the preferred caterer for all other ECS spaces. Please visit our catering page for more information.

No. All food served must come from an approved caterer. For events in the Paul Robeson Campus Center, food must be provided by Gourmet Dining Services (GDS). Events in other ECS-managed spaces must use an approved caterer.

Home-cooked food, potlucks, or unapproved vendors are not permitted.

No. Catering is arranged through Gourmet Dining Services. ECS does not provide food service.

Undergraduate student organizations may not serve or distribute alcohol at their events.

All other groups may request alcohol service, but must follow Rutgers University policies, including:

• Completing the Alcohol Approval Form
• Hiring a TIPS/TAMS-certified bartender
• Securing any required security

Additional conditions may apply depending on the event.

Alcohol Approval Form

Yes, as long as the vendor meets Rutgers requirements and has been approved in advance. You must coordinate any deliveries with ECS to ensure proper access and timing. We are unable to accept food deliveries at the Reservations Office or Information Desk.

After reviewing your request, ECS will provide a detailed estimate based on space, setup, equipment, staffing, and client type. An On-Hold document will be sent to student organizations, departments, and academic partners. All other client types will receive a Quote.

Non-Rutgers organizations must pay for their event in-full no later than two weeks prior to their first booking date. Any changes in cost will be invoiced within 5 business days of the last booking date.

Departments must have their IPO-based requisition submitted no-later than two weeks prior to their first booking date. The IPO will be invoiced within 5 business days of the last booking date.

Student Organizations must have their Confirmation document (NOT the On-Hold document) submitted through Raiderlink 30 days before their event date. Any changes in cost will be invoiced within 5 business days of the last booking date.

Possibly. Requests made within 5 business days of an event may incur additional charges, depending on staffing and equipment needs.

Fronting occurs when an eligible group reserves space on behalf of another group to avoid fees or bypass restrictions. This violates university policy and may result in loss of reservation privileges.

It is prohibited because it:

• violates Rutgers University policy
• misrepresents the sponsoring organization
• creates inequitable access to campus spaces and resources
• results in incorrect billing and improper use of university funds
• undermines event safety, accountability, and approval processes

Fronting may result in loss of reservation privileges and other administrative consequences.

Clients are responsible for any damage, theft, or loss that occurs during their event. Charges will be applied as needed.

Yes, each location has a loading dock. 

• PRCC loading dock can be accessed from Bleeker Street, however, generally event deliveries should be made from the loading zone on MLK Blvd in front of PRCC.
• RBG Hall loading dock can be accessed from Essex Street behind the building. There is a lift gate that goes to truck height. The lift does not go all the way to the ground.
• EN loading dock can be accessed from Halsey Street. Advanced notice must be given as permission and access must be obtained from the Hahne Building management.

The primary offices for ECS are located in the Paul Robeson Campus Center at 350 Dr. Martin Luther King Jr. Blvd, Newark, NJ 07102 on the 2nd floor; accessible at ground level on MLK Blvd. The Reservations Office is located in Suite 203, and is the first office on the left as you enter from the MLK entrance. The Operations Office is located in suite 217, which is the first office on the right as you enter from the MLK entrance.

ECS has a satellite office in RBG Hall, located at 15 Washington Street, Newark, NJ, 07102, room 110, Operations Office.

Access to ECS buildings/spaces are granted on a case-by-case basis. Clients must be accompanied by ECS staff. Additional charges may apply.

The Lost & Found for all ECS spaces is located in the Reservations Office in the Paul Robeson Campus Center at 350 Dr. Martin Luther King Jr. Blvd, Newark, NJ 07102, Suite 203.

Items found at events in Express Newark and RBG Hall are brought to the campus center.