Student Center and Event Services

Event Lead Times

Event Lead Times

Home Events Event Lead Times

Event lead times will vary based on the size and scope of an event; some events may fall under the UCI Major Events Policy 900-15.

If an event request or event information is received with insufficient processing time, then Student Center & Event Services (SCES) will advise and assist the client in identifying viable alternative event dates. For example, an event with additional approvals or that requires resources from other UCI departments or event service providers will require additional processing time. A request that does not allow for the necessary processing time will necessitate the selection of a date further out that accounts for the time to obtain approvals and secure partner resources.

Unfortunately, event requests made with less than the lead time indicated below will generally need to be booked for a later date. Late booking fees may apply in some cases.

Please refer to the guide below for minimum lead times by event description. For questions regarding lead time requirements, please contact the SCES Administrative Office at 949.824.5252.

 Risk Level Definitions

Event Lead Times

Event in Student Center, classroom or lecture hall, Aldrich Park, field, or plaza

One (1) space with low risk activities*

includes meetings or events that repeat at regular intervals (e.g., weekly or monthly meetings)

Minimum
11
DAYS
One (1) space with medium to high risk activities*
Minimum
30
DAYS
Two – five (2 – 5) spaces with low risk activities*
Minimum
30
DAYS
Two – five (2 – 5) spaces with medium to high risk activities*
Minimum
45
DAYS
Six (6) or more spaces regardless of risk level*
Minimum
45
DAYS

Event on Ring Mall

One – four (1 – 4) spaces with low risk activities*

(e.g., information table with chairs, table, canopy and greek letters only, or an RCO food sale)

Minimum
11
DAYS
Five (5) or more spaces with low risk activities*
Minimum
30
DAYS
Any number of spaces with medium to high risk activities*
Minimum
45
DAYS

Major Event

Major Event*

See Sec. 900-15: UCI Major Events Policy for definition. The major event distinction overrides any other applicable description or lead time requirement noted herein.

Minimum
45
DAYS

Additional Event Elements

*The minimum event lead times listed increase when the event contains elements including but not limited to:

  • amplified or non-amplified sound
  • cooking or open flames
  • structures or displays
  • minors
  • vendors or vendor activity
  • exhibitors
  • non-SCES service providers
  • performers or performances
  • speakers (especially high-profile speakers)
  • food trucks
  • alcohol
  • filming
  • photography
  • afterhours usage
  • on-campus residential component (note: UCI residence halls are only available for conference use from end of June – end of August each summer)
  • animals (e.g., therapy dogs)
  • props
  • physical activities (e.g., walks, runs)

Customer Care

We are here to help answer your event planning questions.

Call Us

949.824.5252

Monday – Friday 9:00 a.m. – 5:00 p.m.

Email Us

reserver@uci.edu


A311 Student Center · Irvine, CA 92697-2050
Phone: 949.824.5252 · Email: reserver@uci.edu