Student Center and Event Services

Plan an Event: UC Departments

Plan an Event: UC Departments

Home Events Plan an Event Plan an Event: UC Departments

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Event Information by Type

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UC-Department-Specific Event Resources

Updated Event and Building Information

As a result of a staffing shortage, we had to make some temporary event-related service adjustments in what we can accommodate. These adjustments will affect room setups, equipment availability, and operating hours that will apply until SCES is able to hire and train a new team.

More Information

UCI Eventive

UCI Eventive Venue Request System

UCI Eventive is a venue request system for spaces booked by SCES. Faculty and staff from any UC department can submit and track event requests on behalf of their department for Ring Mall food sales or information tables, meetings in the Student Center, and special events through the online request system.

Submit an Event Request

Host a Virtual Event

Host Online Zoom Webinars and Events

UC Departments can host their own Zoom webinars and events. Student Center & Event Services can work with you to set up a Zoom webinar with up to 3,000 participants.

Zoom Webinar Information

 In-Person Events

Student Center & Event Services assists with booking the Student Center, Aldrich Park, plazas, Ring Mall, Mesa Field, Pelennor Field, and classrooms and lecture halls for events.

To book an in-person event through Student Center & Event Services, please log in to UCI Eventive and submit a new event request. SCES will review your request and contact you to further discuss your options.

Log In to UCI Eventive

Venue Information

 Online Zoom Webinars

UC Departments can host their own Zoom webinars and events. Student Center & Event Services can work with you to set up a Zoom webinar with up to 3,000 participants based on availability.

To book a Zoom Webinar event through Student Center & Event Services, please submit a Zoom Webinar Request. SCES will review your request and contact you to further discuss your options.

Zoom Webinar Request

Virtual Events

Find Virtual Meetings and Events at UCI

Virtual Meetings and Events at UCI

Student Center & Event Services is stepping up to provide the best platform available for bringing the UCI community together. New products and online activities are provided as a service to our community members in support of shared social, recreational, educational and cultural pursuits.

UCI is stronger together—get involved. The free downloads, calendar of events, opportunity drawings, and other activities on this page are interactive ways to stay connected.

Virtual Meetings and Events at UCI

Booking Release Window for UC Departments

The following criteria will be applied to events scheduled in the UCI Student Center Conference Center and outdoor venues booked by Student Center & Event Services (SCES). This criteria places emphasis on events hosted by UCI students while providing programming opportunities to University of California departments and external individuals or organizations.

These priorities are based on recommendations from the Student Center Board of Advisors in combination with related campus policies and procedures.

All requests for use of the UCI Student Center Conference Center and outdoor venues will be considered on a first-come, first-served basis within the priority guidelines.

Booking Release Window by Event Type

Campuswide Events and Student-Focused Events

If a solely UC Department sponsored event meets the following criteria (as determined by the Student Center & Event Services Director), then the event can be booked 18 months in advance:

  1. the potential to impact the entire University community (e.g., commencement, admissions events, convocation, orientation events, dean’s welcomes) and/or
  2. is part of a department’s mission and is for UCI students (e.g., a career fair sponsored by a department),

then the event can be booked as much as 18 months in advance.

18
MONTHS
in advance

All Other Department Sponsored Events

All other department sponsored events can be booked 12 months in advance. Examples of such events include:

  • Staff meetings
  • Business meetings
  • Lectures open to the community
  • Association conferences
  • Trainings
  • Ring Mall tabling
12
MONTHS
in advance

General Assignment Classrooms

General Assignment Classrooms and lecture halls are only available for meeting and events after the course-coded class schedule has been finalized for a given quarter. SCES must be given permission by UCI University Registrar first in order to reserve General Assignment Classrooms and lecture halls. View more information about calendar activity at the UCI Academic Calendar.

Event Date Estimated Booking Availability
Monday – Friday After 5:00 p.m.
Excluding Finals Week
Week 1 of each quarter
Monday – Friday Before 5:00 p.m.
Excluding Finals Week
Week 4 or 5 of each quarter
Weekends
Excluding Finals Week
Through fall quarter
During Finals Week
Week 9 or 10 of each quarter

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 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)

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