Planning Your Event with ECS

Learn how to plan your event with ECS—from defining your needs and understanding responsibilities to navigating the reservation process and day-of support.

How ECS Supports Your Event

ECS facilitates events by managing space, logistics, and operational coordination to ensure events run smoothly and safely.

ECS Support Includes:

Venue availability and space assignment
Room layouts, furniture, and equipment coordination
Event timelines, access, and load-in/load-out logistics
Day-of event staffing and operational support
Policy guidance and compliance requirements

Planning Responsibilities

To ensure consistent service and fair access to resources, event planners retain ownership of event planning decisions and activities.

Event planners are responsible for:

Event concept, format, and goals
Speakers, performers, and program content
Committees, planning meetings, and internal coordination
Marketing, registration, and guest communications
Budget decisions beyond ECS service costs

Choosing the Right Services, Support, and Spaces

Planning an event involves selecting the right space, services, and level of support. ECS provides a range of options to meet different needs—from simple room reservations to events that require staffing, equipment, and on-site coordination.

Consider the following when planning your event:

Space: Choose a location that fits your expected attendance and setup needs

Services: Determine if you need staffing support, AV assistance, or additional equipment

Support Level: Some events require minimal setup, while others benefit from additional coordination and on-site support

If you’re unsure what you need, contact ECS early. Our team can help guide you through the process and recommend the best options for your event.

How ECS Gets Involved

From your initial reservation request through post-event follow-up, here's what to expect from ECS—and what we'll expect from you—at each stage of the planning process.

Event planners submit a reservation request once basic event details are established, including purpose, preferred date(s), estimated attendance, and general format. ECS reviews requests for space availability, feasibility, and logistical requirements.
You may also find these resources helpful:
- Planning Deadlines & Lead Times
- Event Planning Checklist
When needed, ECS may schedule a focused consultation to review space setup, timelines, equipment needs, and operational considerations. Consultations are intended to address logistics and feasibility—not ongoing event planning or committee participation.
Before your consultation, review:
Prior to the event, ECS confirms finalized logistics, staffing, access details, and approved setups. Event planners are responsible for confirming program details, speakers, and any external arrangements.
As you finalize your event:
On the day of the event, ECS manages space readiness, approved setups, staffing, and operational support so event planners can focus on program delivery and guests.
Need assistance during your event?
- Contact ECS
After the event concludes, ECS assists with breakdown, billing, and operational follow-up as needed.
After your event:
- Billing Information
- Reserve Another Event