How to Request Space - Departments & Student Orgs

A Guide for Rutgers–Newark Campus Partners

Events & Conference Services (ECS) coordinates event scheduling and operational support for many of the premier spaces on the Rutgers–Newark campus. This guide explains how departments and student organizations book space for university-related events and the specific requirements for final confirmation.

External Clients Click Here to learn how to request a quote.

Before You Start

To help us identify the best venue and support for your event, please gather the following information. Estimates are acceptable at this stage and can be refined as your planning progresses.

• Preferred Event Details: Desired date(s) and times.

• Attendance: Estimated number of guests.

• Event Type: The nature of the program (e.g., meeting, performance, tabling, or conference).

• Operational Needs: Setup requirements such as tables, chairs, staging, or AV support.

• Catering: Whether food or beverages will be served.

• Account Information: Your official department or student organization name and a primary contact person.

Not Sure Which Space to Book?

Events & Conference Services manages a significant portion of campus venues, but some locations are scheduled directly by specific academic units or administrative offices. If you are unsure where your event should be held:

1. Start with ECS: Submit an inquiry and we will help identify the most appropriate space for your needs.

2. Referrals: If we do not manage the space you need, we will connect you with the office that does.

3. Campus Directory: A comprehensive directory of campus spaces will be linked here once available.

Step 1: Submit a Reservation Request

All space bookings begin through the Rutgers University Newark Reservation & Event Management System (RUNREMS).

reserve.newark.rutgers.edu

Reservation System Access

Staff & Faculty:

• Log in using your NetID and password
• Note: This login is for department/unit requests only. Personal or non-university event requests must be submitted as an external client.

Student Organizations:

• Accounts are managed by ECS for groups recognized by and registered with the Office of Student Life & Leadership (OSLL)
• Login details are sent at the start of each semester to the official organization email registered with OSLL
• Space requests can begin at 9am on the Monday following Club Recharge

Processing Timelines

Submitting a request does not automatically confirm your event; it begins the review process.

Step 2: ECS Review & Salesperson Assignment

Once your request is submitted, ECS reviews it to ensure the event is feasible. During this stage we asses:

• Is the space available for the requested time, including necessary setup and breakdown times?
• Can the space be appropriately configured for the request and does the space have the appropriate capacity?
• Can the requested setup and timing be supported by ECS staff?
• Does ECS have the necessary equipment for the request?
  • If not, can the equipment be rented?

After the event is assessed, a dedicated Salesperson is assigned to your event. If details are missing, incomplete, or unclear, your assigned Salesperson will follow up. Please respond promptly to avoid delays in processing.

Step 3: Salesperson Outreach & Event Planning

Your assigned Salesperson will contact you to finalize your event details. During this time, you may be asked about:

• Setup specifics and expected attendance
• Event schedule and timing (including setup and breakdown times)
• Equipment requests, including potential rentals
• Security, custodial, or ECS staffing needs
• Expected VIPs, media, or vendors
• Food/Catering

Simple events may move quickly through this stage with minimal coordination and may be able to be confirmed without additional follow up.

Complex events may require planning meetings or site visits to discuss setup, timelines, specialized services, and policy approvals.

Step 4: Event Confirmation

An event is considered Confirmed only after all applicable requirements are complete.

Finalized Logistics: 

• Date, time, and location must be locked in. 

Complete Reservation Details:

• Setup/Breakdown times vs. actual Event Start/End times. 
• Specific setup requirements and total expected attendance. 

High-Profile Attendance: 

• A list of any VIPs, elected officials, or dignitaries attending. 

External Vendors:

• A list of all vendors being used. Certificates of Liability Insurance (COI) must be submitted at least 10 business days prior to the event. 

Catering Details: 

• Confirmation of your catering plans. All university catering should be coordinated through Gourmet Dining. 

Required Approvals:

• Any necessary forms must be on file, such as: 
  • Alcohol Approval Form
  • Social Affair Permit
  • Equipment Waiver
  • Tent Permit
  • Fire Permit

Payment Requirements:

• Student Orgs: Payment Request submitted in RaiderLink
• Departments: IPO-based requisition submitted in Marketplace

Important Note 

While the requirements above cover the majority of bookings, ECS reserves the right to require additional documentation, extended review periods, or supplemental approvals for events involving unique logistics, high-risk activities, or non-standard facility use. Confirmation is only finalized once you receive a formal "Event Confirmation" notice from your Salesperson.

After Confirmation

Once Confirmed, your event is officially on the ECS calendar and staffing is locked in.

• Any updates (time, setup, or cancellation) must be sent to ECS immediately.
• Last-minute changes on the day of the event may not be possible due to staffing and resource availability.
• All events must adhere to University and ECS policies.