Student Center and Event Services

Plan an Event: Registered Campus Organizations

Plan an Event: Registered Campus Organizations

Home Events Plan an Event Plan an Event: Registered Campus Organizations

Who Can Make Event Requests?

SCES COOL Training

To book meeting and event spaces through Student Center & Event Services (SCES), students will need to become an authorized signer for a Registered Campus Organization (RCO) through the Office of Campus Organizations and complete the SCES COOL Training – A Guide to Successful Events.

Office of Campus Organizations

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

UCI Eventive

UCI Eventive Venue Request System

UCI Eventive is a venue request system for spaces booked by SCES. Authorized student signers from RCOs can now submit and track event requests for Ring Mall information tables, meetings in the Student Center, and special events through the online request system.

Submit an Event Request

Host a Virtual Event

Host Online Zoom Webinars and Events

Registered campus organizations can host their own Zoom webinars and events. Student Center & Event Services can work with you to set up a Zoom webinar with up to 3,000 participants.

Zoom Webinar Information

 Meetings

Student Center & Event Services assists student authorized signers from Registered Campus Organizations (RCOs) with booking meetings in the Student Center Conference Center and in classrooms and lecture halls.

A meeting is a gathering of your organization’s members to discuss official business. This includes committee and executive board meetings, internal workshops, meetings for members only where an outside speaker is invited to enhance business discussions. Activities that involve non-members, speakers or performers, specialized setups, large outdoor spaces, or multiple days and rooms are considered to be special events, not meetings.

 When to Book Student Center Rooms for Meetings

Authorized signers may request for meeting spaces in the Student Center Conference Center quarter by quarter. Please see below for the earliest date UCI Eventive requests can be submitted for the following quarter.

Quarter Booking Release Date
Fall 2022 Wednesday, July 6, 2022
Winter 2023 Monday, Oct. 24, 2022
Spring 2023 Monday, Feb. 6, 2023

 How to Book Student Center Rooms for Meetings

To book meeting spaces in the Student Center, 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


Registered Campus Organizations are allowed a maximum of 30 hours per quarter to reserve for routine meetings in the Student Center Conference Center.

Final room assignments will be based on expected attendance, preferred setup and availability. Please be as accurate as possible so we may satisfy the maximum number of requests. You may not change the room setups. If your organization rearranges any furniture in a scheduled room, you may incur a labor charge. If you require equipment (e.g., computer projector, screen) in your meeting room, the associated charges will be added to your reservation.

 Student Center Venue Information

Find capacities, diagrams, and other information for meeting rooms in the Student Center.

Venue Information – UCI Student Center

 When to Book Classrooms and Lecture Halls for Meetings

Authorized signers may request for meeting spaces in classrooms and lecture halls quarter by quarter. Please see below for the earliest dates to submit an online request (not UCI Eventive). The online request form will be available below on the booking release date.

Quarter Booking Release Date
Fall 2022 Tuesday, Sept. 6, 2022
Winter 2023 Monday, Jan. 28, 2023
Spring 2023 Monday, March 13, 2023

 How to Book Classrooms and Lecture Halls for Meetings

To book weekday meetings for your organization in classrooms or lecture halls, authorized signers need to submit a request on UCI Eventive.

Log In to UCI Eventive

The University Registrar, which oversees the placement of course-coded classes, releases unused rooms between 5:00 p.m. – 9:50 p.m. on weekdays to Student Center & Event Services (SCES) on a quarterly basis. The requests are processed in the order in which they are received.

 Classroom and Lecture Hall Venue Information

Find amenities available in classroom and lecture hall spaces.

Venue Information – Classrooms and Lecture Halls

 Ring Mall

Ring Mall is one of the defining features of the Irvine campus, connecting many of the primary buildings around Aldrich Park.

Student Center & Event Services assists student authorized signers from Registered Campus Organizations (RCOs) with booking Ring Mall spaces for information tables and food sales.

 When to Book Book Ring Mall Spaces

Authorized signers may request for Ring Mall spaces for information tabling quarter by quarter. Please see below for the earliest date UCI Eventive requests can be submitted for the following quarter.

Quarter Booking Release Date
Fall 2022 Wednesday, July 6, 2022
Winter 2023 Monday, Oct. 24, 2022
Spring 2023 Monday, Feb. 6, 2023

 How to Book Ring Mall Spaces

To request Ring Mall spaces for information tabling, 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

 Ring Mall Venue Information

Find locations and diagrams for Ring Mall.

Venue Information – Ring Mall

 Special Events

Student Center & Event Services assists student authorized signers from Registered Campus Organizations (RCOs) with booking the Student Center, Aldrich Park, plazas, Ring Mall, Mesa Field, Pelennor Field, and classrooms and lecture halls for special events.

To book a special 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

Event requests may only be accepted from authorized signers from an RCO. Please take into consideration the Event Lead Times below when submitting an event request.

Registered Campus Organizations are allowed a maximum of two special events per academic year in the Student Center Conference Center. There is no limit to how many special events you can host in other venues managed by SCES.

Venue Information

 Online Zoom Webinars

Registered campus organizations can host their own Zoom webinars and events. Student Center & Event Services can work with you to set up a Zoom webinar with up to 3,000 participants.

To book a Zoom Webinar event through Student Center & Event Services, please submit a Zoom Webinar Request. SCES will review your request and contact you to further discuss your options.

Zoom Webinar Request

Virtual Events

Find Virtual Meetings and Events at UCI

Virtual Meetings and Events at UCI

Student Center & Event Services is stepping up to provide the best platform available for bringing the UCI community together. New products and online activities are provided as a service to our community members in support of shared social, recreational, educational and cultural pursuits.

UCI is stronger together—get involved. The free downloads, calendar of events, opportunity drawings, and other activities on this page are interactive ways to stay connected.

Virtual Meetings and Events at UCI

Booking Release Window

The following criteria will be applied to RCO events scheduled in the Student Center and outdoor venues booked by Student Center & Event Services in order to place emphasis on events intended for 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 Student Center and outdoor event space will be considered on a first-come, first-served basis within the priority guidelines.

Booking Release Window by Event Type

When registered campus organizations may begin to submit event requests

Special Events

RCOs may submit special event requests as soon as they re-register for the academic year for any special events occurring during that academic year. For information about registration, visit the Office of Campus Organizations.

ALL
ACADEMIC YEAR

Meetings

RCOs may submit club meeting requests for the Student Center as early as week 5 of the quarter prior.

WEEK
5
of the quarter prior

Tabling Reservations on Ring Mall

Registered campus organizations may submit tabling and sale requests as early as week 5 of the quarter prior.

WEEK
5
of the quarter prior

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
Monday – Friday Before 5:00 p.m.
Excluding Finals Week
Week 4 or 5 of each quarter
Weekends
Excluding Finals Week
Through fall quarter
During Finals Week
Week 9 or 10 of each quarter
Summer
July after RCO registration

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
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

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

Cancellation Terms

Student Center & Event Services asks all clients to be considerate and cancel reservations they will not be using to allow other clients the opportunity to reserve the space.

Cancellation fees based upon the Confirmation Estimate is as follows:

Notice Received From Client Cancellation Fee
15 or more days prior to event 50% total fees (i.e., the deposit)
14 days or fewer prior to event 100% total fees for cancelled space

Events that are not cancelled, and that no one shows up to, will be considered a “no show.” A $25 fee for small rooms (capacity of 0 – 199) and $100 fee for large rooms (capacity of 200 or more) will be charged to clients who fail to cancel a reservation and do not show up for the event, in addition to any other event-related charges.


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