How to Request Event Services - External Clients
When hosting an event in an ECS-managed space, room setup, A/V equipment, and staffing are coordinated directly with your assigned Salesperson.
These services are not automatically included and must be discussed during the planning process.
Step 1: Include Service Details in Your Initial Request
When submitting your Event Request Form, provide as much detail as possible about:
Estimated attendance
Desired room setup (theater, banquet rounds, classroom style, conference, etc.)
Equipment needs (tables, staging, dance floor, podiums, easels, coat racks)
A/V needs (microphones, projector, in-room audio, laptop support)
Staffing expectations
Special production elements
Providing detailed information at the start allows ECS to prepare an accurate proposal.
Step 2: Review Services With Your Salesperson
After your request is received, a Salesperson will contact you to review:
Room layout and setup configuration
Equipment selections
A/V requirements
Staffing levels
Timeline and access needs
Applicable fees
All services are finalized through your Salesperson before your event is confirmed.
If your needs change after receiving a proposal, notify your Salesperson promptly. Changes may affect availability, staffing, and pricing.
ECS Staffing
ECS support staff are student employees trained to assist with events.
Depending on your event needs, staffing may include:
General Event Support Staff
Student staff assigned to:
Monitor the event space
Assist with room logistics
Serve as a point of contact during the event
A/V Support Staff
Student technicians assigned to:
Manage microphones
Support projector connections
Operate in-room audio
Troubleshoot technical issues
Contracted A/V Professionals
For large-scale or high-profile events requiring advanced production support (such as complex audio mixing, stage lighting, or broadcast-level services), ECS may determine that contracted A/V professionals are required. Additional costs apply.
When Staffing Is Automatically Required
Certain events require staffing due to operational needs, including:
Early building openings
Late building closings
After-hours access
Weekend events during academic break periods
Extended access outside normal operating hours
If required, staffing will be included in your proposal.
Equipment Rentals & Outside Vendors
All furniture rentals, staging, tents, specialty equipment, and A/V services must be coordinated through ECS.
External A/V vendors are not permitted without prior written approval.
DJs are permitted but must coordinate power access and setup details in advance.
Unauthorized deliveries or equipment installations are not permitted.
Security & Custodial Services
Security and custodial services are separate from ECS event staffing.
If your event requires additional security personnel or custodial services beyond standard building coverage, your Salesperson will coordinate those services and associated costs.
Changes & Billing
If services need to be adjusted after your proposal is issued, contact your Salesperson as soon as possible.
Late changes may:
Affect equipment availability
Require additional staffing
Result in additional fees
If a service is confirmed in your agreement, applicable charges remain even if the service is not used during the event.
Reporting Issues During Your Event
If equipment or services are not functioning properly, notify ECS staff immediately during your event.
Issues must be reported at the time of occurrence to allow for resolution and billing review. Concerns raised after the event may not result in adjustments.
Day-Of Support
If you need assistance during your event:
During Normal Business Hours
973-353-5568
After-Hours Support
PRCC / Express Newark: 973-202-5576
Ruth Bader Ginsburg Hall: 973-508-7158
PRCC Operations Office – Room 217
RBG Production Office – Room 114
Express Newark – Staff available by phone
Minor adjustments may be accommodated. Major layout changes cannot be guaranteed.
