Planning Deadlines & Requirements

Understand when to submit your request, when reservations open, and what deadlines must be met before your event. Following these timelines ensures your event can be approved, staffed, and fully supported.

Before You Submit a Request

ECS requires advance notice and adherence to key planning deadlines. Use this page to understand when you can book, how much notice is required, and what must be completed leading up to your event.

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Minimum Notice

Reservation Opening Dates

Student Org Timeline

Event Deadlines

Minimum Notice Requirements

All reservation requests must meet the minimum notice thresholds below.

• ECS does not accept reservation requests with fewer than five (5) business days’ notice
• Student organizations must submit requests at least ten (10) business days in advance to provide advisors adequate time to approve the event first
• These timelines apply to business days only and do not include weekends or university holidays

Reservation Opening Dates

ECS opens reservation access on a rolling annual schedule.

March 1

• Reservations open for:
  • Spring semester (January 1 – May 31) of the following year

May 15

• Reservations open for:
  • Summer (June 1 – August 31) of the following year

November 30

• Reservations open for:
  • Fall semester (September 1 – December 31) of the following year

Student Organization Timeline

Student organizations may begin submitting reservation requests on the Monday following Club Recharge each semester

Event Deadlines Before Your Event

Once your event is requested, the following deadlines apply to ensure approval and operational readiness.

Accordion Content

Use this checklist as your countdown once your reservation has been approved.

• After You Receive Your Quote (External Clients)

  Non-refundable deposit due within three (3) business days of receiving your quote

• 30 Days Before Your Event

  Alcohol permit requests must be submitted (if applicable)

• 15 Days Before Your Event

  • All Certificates of Insurance (COI) must be submitted
  • Vendor COIs for third-party service providers must be submitted and approved

• 14–15 Days Before Your Event

  • Final payments for external clients must be received
  • Internal Purchase Orders (IPOs) must be processed
  • Programs Involving Minors must be submitted to the Rutgers Protection of Minors Database
    • All required background checks and training must be completed in advance of the event

• Changes Within 7 Days of the Event

  Significant changes to attendance, setup, or schedule made fewer than seven (7) days before the event may:

  • Incur additional fees
  • Not be feasible due to staffing and operational constraints

Planning Recommendations

• Submit requests as early as possible, especially for:
  • Large-scale events
  • Specialty spaces
  • Events requiring catering, security, or additional services
• Early submission improves space availability and allows for better coordination with ECS staff

Ready to Get Started?

Submit your reservation request early to ensure availability and full support from ECS.

Start a Reservation Request