How to Request Event Services - Departments
Reserving a space does not automatically include room setup, equipment, technical support, or event staffing. If your event requires furniture arrangements, microphones, projectors, or staff presence, those services must be requested separately.
This guide explains how to request support during your initial submission, after your event has been submitted, and on the day of your event.
Before You Begin
You may request services at the same time you submit your event in EMS or after your reservation has been created.
Before requesting services, you should:
Know your event format (lecture, meeting, banquet, performance, etc.)
Have an estimated attendance count
Know your desired room setup style (theater rows, banquet rounds, classroom style, conference, etc.)
Identify any A/V or technical needs in advance
Determine whether multiple rooms require different setups
Advance planning ensures services can be reviewed and confirmed during processing.
Option A: Request Services During Your Initial Reservation Request in EMS
Step 1: Select Your Space(s), Date(s), and Time(s)
Choose the appropriate room(s), event date(s), and time(s).
Step 2: Navigate to Services
After selecting your room(s), click “Next Step” to move to Section 2: Services.
Services are organized by building and category type.
Please note, if you reserve multiple rooms within the same building, selected services may apply to the entire reservation within that building.
Step 3: Select Services
General Equipment
Tables and chairs
Stage pieces
Dance floor
Easel
Coat rack
Podium
Specialty layouts
A/V Equipment
In-room projector and screen
Microphones (wired, wireless, lavalier)
In-room audio (via auxiliary cable or multimedia playback)
Laptop
Events & Conference Services (ECS) Event Staffing
You may request:
General Event Support Staff (Student Staff - Operations Crew)
Monitor the room
Assist with logistics
Serve as a point of contact
A/V Support Staff (Student Staff - Operations Technicians)
Operate microphones
Manage in-room audio
Support projector connections
Troubleshoot technical issues
Remain in the room throughout the entire event
For complex or high-profile events requiring advanced production support, ECS may determine that contracted A/V professionals are required. Additional costs and advance coordination apply.
If you cannot find a service or if it appears unavailable, discuss your needs with your Salesperson during processing.
Step 4: Submit
Submit your reservation. ECS will review both space and services during processing.
Option B: Add or Update Services After Your Event Is Submitted
Step 1: Log Into EMS
Access your reservation through the EMS portal.
Step 2: Locate Your Event
Navigate to My Events and open your reservation.
Step 3: Use Reservation Tasks
On the right-hand side of the screen, locate the Reservation Tasks section.
From there, you may:
Add Services
Cancel Services
If you cancel a service, be aware that it may remove that service from all rooms within that building booking.
Step 4: Submit Changes
Submit your updates for review.
Important: Service Changes Will Reset Your Event Status
When you modify services in EMS, the system will automatically change your event status to:
Web Request (ECS)
Pending Advisor Approval (Student Organizations)
This will occur even if your event was previously On Hold or Confirmed.
If you make changes after a Salesperson has been assigned:
Notify your Salesperson after submitting changes.
Do not assume your prior confirmation remains unchanged.
Allow time for re-review.
ECS Staffing & Automatic Coverage
ECS event support staff are primarily student employees.
Staffing may include:
General Event Support Staff
Student staff assigned to monitor the event space and provide logistical assistance.
A/V Support Staff
Student technicians assigned to actively manage microphones, in-room audio, and projector systems.
Contracted A/V Professionals
For advanced production needs, external professionals may be required.
When Staffing Is Automatically Added
ECS staffing may automatically be added when operationally required, including:
Early building openings
Late building closings
After-hours events
Weekend events during academic breaks (summer, winter, or spring break periods)
Extended building access needs
If staffing is required due to operational coverage, ECS will add it during processing.
Requesting Services for Multiple Rooms
EMS does not allow services to be assigned to specific rooms within the same building booking. While some services are only available in specific locations, many services are available building-wide (such as tables and chairs)
If different rooms require different services:
Add all required services during your initial request
Clearly specify room-specific instructions in the Special Instructions
E.g., Add 100 Chairs, in the Special Instructions, specify 75 chairs for Monmouth 237 and 25 chairs for Somerset 235
ECS will assign services appropriately during processing.
Security & Custodial Services
Security and custodial services are separate from ECS staffing.
If your event requires additional security personnel or custodial services beyond standard coverage, review the Security & Custodial Information Guide.
Equipment Rentals & Outside Vendors
All furniture, 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 with ECS.
Reporting Issues & Billing
If equipment or services requested did not function properly during your event, report the issue immediately to ECS staff on-site.
Concerns must be reported during the event to allow for resolution and billing review. Reports received after the event may not result in billing adjustments.
If a service was requested and confirmed, applicable charges will remain even if the service was not used during the event.
Day-Of Support
If you need assistance during your event:
Speak directly with the ECS staff member assigned to your space.
If staff are not immediately available, call:
During Normal Business Hours
973-353-5568
After-Hours Support
PRCC / EN: 973-202-5576
RBG: 973-508-7158
Office Locations
PRCC Operations Office – Room 217
RBG Production Office – Room 114
Express Newark – No on-site ECS office; staff available by phone
What Can Be Adjusted Day Of
Minor adjustments may be accommodated, including:
Adding a small number of chairs
Adding one or two tables
Adjusting screens or microphones
Major setup changes (such as full layout revisions or significant equipment additions) may not be accommodated and may require rescheduling or additional charges.
Availability depends on staffing, inventory, and building operations.
Important Reminders
Space approval does not include setup, equipment, or staffing.
Modifying services may reset your event status.
Services are not guaranteed until reviewed and confirmed.
Report issues during your event.
Clear communication prevents delays and billing confusion.
