Student Center and Event Services

Plan an Event: Off-Campus Groups

Plan an Event: Off-Campus Groups

Home Events Plan an Event Plan an Event: Off-Campus Groups

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Off-Campus-Group-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

 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

Booking Release Window for Off-Campus Groups

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.

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 Location

Note: If an event request is for days of the week that is split between the Monday – Thursday and the Friday – Sunday range, then the Friday – Sunday request period will apply.

Booking Space in the Student Center

Monday – Thursday Events Only

Fall 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 Only

Winter Quarter (Approximately beginning of January through end of March)
Spring Quarter (Approximately beginning of April though mid-June)

Requests for events occurring in winter or spring quarter (see the campus calendar for dates) may be submitted no earlier than September 1.

No earlier than
SEP
1

Events Occurring on Friday, Saturday, or Sunday

Fall Quarter (Approximately end of September through mid-December)
Winter Quarter (Approximately beginning of January through end of March)
Spring Quarter (Approximately beginning of April though mid-June)

Requests for events occurring on Friday, Saturday, or Sunday in fall, winter, or spring quarters may be submitted no more than 3 months (or 90 days) in advance of the proposed event date.

3
MONTHS
in advance
or 90 days

Events Occurring Over Break Periods

Winter Break (Approximately middle of December)
Spring Break (Approximately end of March)
Summer Break (Approximately end of June through middle of September)

Requests for events occurring during campus break periods (see the campus calendar for dates) may be submitted no earlier than 12 months in advance of the proposed event date (as long as the calendar is open for booking).

12
MONTHS
in advance

Booking Space at Other Locations Booked by SCES

Tabling Reservations on Ring Mall

Off-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

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
  • Fall Quarter (Approximately end of September)
  • Winter Quarter (Approximately beginning of January)
  • Spring Quarter (Approximately end of March or early April)
Monday – Friday Before 5:00 p.m.
Excluding Finals Week
Week 4 or 5 of each quarter
  • Fall Quarter (Approximately end of October)
  • Winter Quarter (Approximately beginning of February)
  • Spring Quarter (Approximately end of April)
Inquiries for Weekends
Excluding Finals Week
Through fall quarter
During Finals Week
Week 9 or 10 of each quarter
  • Fall Quarter (Approximately beginning of December)
  • Winter Quarter (Approximately mid-March)
  • Spring Quarter (Approximately beginning of June)

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.

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 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