Event Lead Times

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.

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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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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. SCES Definition of a Meeting Student Center & Event Services defines a meeting as a gathering of your organization’s members to discuss official business. This includes committee and executive board meetings, internal workshops, and meetings for members only (that may include an outside speaker invited to enhance business discussions). Activities that involve non-members, speakers or performers, specialized setups, or multiple days and rooms are considered to be special events, not meetings.		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 SCES Definition of a Special Event A Special Event is often more complex to plan than an organization meeting and typically requires at least 30 to 90 days of planning time. The following elements add complexity to the event planning process and are examples of what constitutes a “Special Event:” Events open to others outside of your organization with a guest speaker Weeklong Ring Mall events or activities Free-standing, temporary structures (e.g., display wall, Greek letters, large custom-built sign) Non-food sale fundraising (such as the sale of clothes, jewelry, or tickets) Five or more Ring Mall spaces (or another outdoor venue of a similar size such as plazas) Activities, Minute-to-win-it games, carnival-like games, pieing A co-sponsored event A meeting or event in a classroom or lecture hall on a weekend Alcohol service Performances Vendors Security Exhibitors or vendors Animals (including therapy dogs) Open flames (such as candles, cooking devices with flames, Sternos, etc.) Use of UCI name or trademarks on event elements such as giveaways, signage, etc. Dances, social gatherings, banquets VIP events (where high-profile persons are in attendance) Movie screenings or events using copyrighted materials Filming and photography shoots A multi-room event An event with 200 or more attendees Summer residential conferences Events with minors attending Events with medical activities (including bone marrow drives, blood drives, and medical-based workshops or trainings) Art displays or exhibits	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

Event Lead Times

Event Lead Times

Event Lead Times

Events Sponsored by RCOs or UCI Departments

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

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)

Dry Goods Sale (non-food items)

Food Sale (with food permit required—see Temporary Food Permit Application Process for guidance)

Special Events

Filming or Photography

Summer Residential Conferences

Major Events

Events Sponsored by Off-Campus Organizations or Individuals

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

Information Table (with paper materials, table, chairs)

Information Table (with paper materials, table, chairs, canopies, giveaways)

Fundraiser Table (e.g., event ticket sales, sale of goods, donation requests—ask an event planner for details)

Dry Goods Sale (non-food items)

Special Events

Filming or Photography

Summer Residential Conferences

Major Events

Additional Event Elements

Information

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