Event Lead Times
Event Lead Times
Event lead times vary based on the size and scope of an event; some events fall under the UC Irvine Major Events Policy 900-15.
If an event request or event information is received with insufficient processing time, 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 UC Irvine 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. University holidays and building closures could increase the required lead time. Late booking/change fees may apply in some cases.
Please refer to the guide below for minimum lead times by event types and descriptions. For questions regarding lead time requirements, please contact the SCES Administrative Office at 949.824.5252.
We are available to answer general questions.
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Outside of Student Center office hours, the building is still open and we may be reached on the phone at the Information Center.
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Monday – Friday 7:30 a.m. – 8:00 p.m.
Saturday – Sunday 8:00 a.m. – 5:00 p.m.
Event Lead Times
Indicated lead times are calendar days, excluding university holidays and building closures. Lead times are listed as the minimum—more processing time may be required depending on size or scope.
Events Sponsored by RCOs or UC Irvine Departments
Meeting in the Student Center or General Assignment Classroom or Lecture HallA meeting is typically defined as a discussion amongst organization or department members only—does not include medical activities, physical activities, or performances. |
At least
12
DAYS
|
|
Information Table (with paper materials, table, chairs, canopy only)Fundraiser Table (e.g., event ticket sales or donation requests—ask an event planner for details)Food Sale (with no food permit required—see Temporary Food Permit Application Process for guidance) |
At least
12
DAYS
|
|
Dry Goods Sale (non-food items)Food Sale (with food permit required—see Temporary Food Permit Application Process for guidance) |
At least
21
DAYS
|
|
Special Events |
At least
30
DAYS
|
Typically
90
DAYS
|
Filming or Photography |
At least
30
DAYS
|
|
Summer Residential Conferences |
At least
60
DAYS
|
|
Major Events |
At least
60
DAYS
|
|
Meeting in the Student Center or General Assignment Classroom or Lecture HallA meeting is typically defined as a discussion amongst organization or department members only—does not include medical activities, physical activities, or performances. |
At least
21
DAYS
|
Typically
30
DAYS
|
Information Table (with paper materials, table, chairs) |
At least
12
DAYS
|
|
Information Table (with paper materials, table, chairs, canopies, giveaways) |
At least
21
DAYS
|
|
Fundraiser Table (e.g., event ticket sales, sale of goods, donation requests—ask an event planner for details)Dry Goods Sale (non-food items) |
At least
21
DAYS
|
Typically
30
DAYS
|
Special Events |
At least
30
DAYS
|
Typically
90
DAYS
|
Filming or Photography |
At least
30
DAYS
|
Typically
45
DAYS
|
Summer Residential Conferences |
At least
60
DAYS
|
|
Major Events |
At least
60
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 and off-campus food vendors
- Alcohol
- Filming
- Photography
- After-hours usage
- On-campus residential component (note: UC Irvine 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)
- Event waivers
- Security or risk evaluation
*Note: Based on Policy 900-10, outdoor events with amplified and non-amplified sound generally require a permit due 15+ days prior to the event date for review and processing.
Lead Time Exceptions
Due to the high volume of inquiries and events SCES processes, and the time our campus partners need to assist in processing various event elements, SCES minimum lead time requirements are not flexible and apply to all clients.
In rare circumstances, SCES leadership may approve a lead time exception for an event when all the following circumstances apply:
- An RCO or UC Irvine Department plans to hold an event that is time sensitive and is in response to an unforeseeable occurrence (e.g., a natural disaster, a death, a current event, or an employee recuritment); and
- Event attendees will be 18 years of age or older; and
- The event does not require permits or approvals that cannot be obtained with the lead time provided; and
- There is an available venue and the event sponsor will take the venue in the standard setup; and
- The event does not require SCES staffing; and
- The event does not require non-SCES equipment rentals or labor; and
- There will be no medium to high-risk activities at the event—the event only involves low risk activities such as talking/discussion, PowerPoint presentation, or distribution of paper materials; and
- There will be no off-campus entities involved in the event (e.g., co-sponsoring, exhibiting, selling, or providing equipment/services).
Note: When necessary, SCES leadership will grant lead time exceptions for official university functions (e.g., Town Halls) in accordance with Chancellor directives in response to emergencies (e.g., pandemic).
Exception Request Process
- The event sponsor must submit a UC Irvine Eventive request and have been informed the event cannot be processed due to insufficient lead time.
- If the sponsor believes their event meets all above criteria, they may write back on the inquiry in UC Irvine Eventive using the Communication tab on the inquiry requesting an exception.
- Exception requests must be received in UC Irvine Eventive more than seven calendar days prior to the event date. Requests received with seven or fewer days notice will be automatically denied.
- The exception request will be routed to SCES leadership. If SCES leadership determines the event meets the above criteria and SCES staff are available to assist, then an exception may be granted.
- The event sponsor will be informed of SCES leadership’s decision via the Communication tab in UC Irvine Eventive. Determinations made by SCES leadership are final.