Event Support
Expert setup, staffing, and technical coordination to ensure every event runs smoothly — from the first chair placed to the final teardown.
Need Help During Your Event?
If you're on campus and need immediate assistance, our on-site team is here to help. Whether it’s an AV issue, a setup change, or a facilities concern, use the contacts and guides below to get the support you need right away.
Immediate Assistance
During Normal Business Hours: 973-353-5568
After Hours Support PRCC/EN: 973-202-5576
After Hours Support RBG: 973-508-7158
Event Support Services
Our on-site support team is ready to support every stage of your event. Below are the key areas we cover and what you can expect from each.
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We manage all aspects of your physical event setup and breakdown. This includes standard and custom room layouts, tables and chairs, podiums, staging, dance floors, and other event furnishings. Our team prepares your space according to the approved setup specified in your reservation.
If your event requires a unique layout, additional equipment, or specialized room configurations, please share those details with your ECS Salesperson as early as possible so we can prepare the necessary resources.
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Our AV team provides setup and day-of support for microphones, projectors, screens, audio playback, lighting adjustments, and other technical systems. We conduct sound checks, assist presenters, and troubleshoot issues throughout your event to ensure a seamless experience.
For programs with advanced AV needs—such as panel discussions, multi-microphone setups, video conferencing, hybrid/virtual participation, livestreaming, or enhanced lighting—please notify your ECS Salesperson when booking your event. Additional preparation time may be required to ensure we have the right equipment and staffing in place.
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ECS partners with Rutgers Facilities to ensure your event space is clean, safe, and ready for guests. We coordinate custodial services, trash removal, restroom readiness, building access, heating/air conditioning adjustments, and other facility needs before, during, and after your event. During your event, if you need assistance with custodial issues, please contact our operations team.
PRCC/EN Duty Phone: 973-202-5676
RBG Duty Phone: 973-505-7158
If your program requires additional cleaning or mid-event turnover, please notify your ECS salesperson in advance.
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An ECS Manager or Operations Crew Lead serves as your primary point of contact during your event. They oversee logistics, support your speakers and guests, coordinate with AV and custodial partners, and address any concerns that arise. Our on-site staff are trained to handle unexpected changes, assist with guest flow, and ensure your event proceeds smoothly from start to finish.
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ECS works closely with the Rutgers University Police Department (RUPD) and campus safety partners to help ensure a safe environment for your event. Certain programs—such as large gatherings, high-profile speakers, late-night events, or activities open to the public—may require security review or onsite officers. If your event falls into one of these categories, your ECS salesperson will guide you through the approval process and help determine the level of support needed.
When appropriate, ECS will submit information to RUPD on your behalf so they can assess staffing requirements, event risk level, and any additional safety measures. Please notify your salesperson early if you anticipate security needs so the proper arrangements can be made.
Plan Ahead for Event Support
For support that requires advance planning—such as AV needs, custom room setups, or technical staffing—please connect with your assigned ECS event coordinator before your program. Sharing your requirements early helps us schedule staff, prepare equipment, and ensure your space is fully ready when you arrive. If you’re unsure who your coordinator is, or need assistance updating your event details, we’re here to help.