Student Center and Event Services

Event Lead Times

Event Lead Times

Home Events Event Lead Times

Event lead times vary based on the size and scope of an event; some events fall under the UCI 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 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. University holidays and building closures could increase the required lead time. Late booking 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.

Call Us

949.824.5252

Monday – Friday 8:00 a.m. – 5:00 p.m.

Email Us

reserver@uci.edu

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 UCI Departments

Meeting in the Student Center or General Assignment Classroom or Lecture Hall

A 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, sale of goods, 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

Filming and Photography Shoot Information

At least
30
DAYS

Summer Residential Conferences

At least
60
DAYS

Major Events

Sec. 900-15: UCI Major Events Policy

At least
60
DAYS

Events Sponsored by Off-Campus Organizations or Individuals

Meeting in the Student Center or General Assignment Classroom or Lecture Hall

A 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

Filming and Photography Shoot Information

At least
30
DAYS
Typically
45
DAYS

Summer Residential Conferences

At least
60
DAYS

Major Events

Sec. 900-15: UCI Major Events Policy

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: 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)
  • Event waivers
  • Security or risk evaluation

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