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.
The following criteria will be applied to events hosted by off-campus groups scheduled in the 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.
Welcome Week, Commencement, and summerSCES must accommodate mandated programs before we can process other event inquiries during these time frames. These mandated events include such programs as SPOP, dean’s welcomes, orientation programs, and commencement awards ceremonies or receptions. |
Booking Space in the Student Center |
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|---|---|
Monday – Thursday Events OnlyFall Quarter (Approximately end of September through mid-December)Requests for events occurring in fall quarter (see the campus calendar for dates) may be submitted no earlier than August 1. |
No earlier than
AUG
1
|
Monday – Thursday Events OnlyWinter Quarter (Approximately beginning of January through end of March)
|
No earlier than
SEP
1
|
Events Occurring on Friday, Saturday, or SundayFall Quarter (Approximately end of September through mid-December)
|
3
MONTHS
in advance
or 90 days
|
Events Occurring Over Break PeriodsWinter Break (Approximately middle of December)
|
12
MONTHS
in advance
|
Booking Space at Other Locations Booked by SCES |
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Tabling Reservations on Ring MallOff-campus groups may request space 30 days prior to the requested start date for one calendar month at a time. |
30
DAYS
in advance
one calendar month at a time
|
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General Assignment ClassroomsGeneral 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.
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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.
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.
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
|
|
The minimum event lead times listed increase when the event contains elements including but not limited to:
*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.
A311 Student Center · Irvine, CA 92697-2050
Phone: 949.824.5252 · Email: reserver@uci.edu
