Student Center and Event Services

Event Booking Quick Reference

Event Booking Quick Reference

Home Events Plan an Event Plan an Event: Registered Campus Organizations Event Booking Quick Reference

How to Book an Event

Table of Contents

General Meetings Ring Mall Tabling Special Events Using UCI Eventive

Quick Links

SCES COOL Test UCI Eventive Office of Campus Organizations – Venues Temporary Food Permit Application Process Free-Standing Temporary Structure Form Filming and Photography on the UCI Campus Sec. 900-15: UCI Major Events Policy

Is Your Organization Registered?

Campus Organization Registration TutorialsList of Campus Organizations

Watch the SCES COOL Training

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.

Watch the SCES COOL Training

Select Your Event Type

How to Book General Meetings

For a gathering of Registered Campus Organization members to discuss official business.

Jump to General Meetings

How to Book a Ring Mall Table

Perfect when you need a table and chairs for selling food or distributing flyers.

Jump to Ring Mall Tabling

How to Book Special Events

These meetings are more complex and require more processing time than General Meetings.

Jump to Special Events

How to Book a General Meeting

What Are General Meetings?

Defined as a gathering of your organization’s members to discuss official business.

Things to Consider:
  • Typically scheduled as a recurring weekly or biweekly meeting
  • Attended by the registered organization’s members only
  • All events require at least 12 days of processing time, not including holidays and campus closures.
  • SCES does not book the Cross-Cultural Center or the Anteater Learning Pavilion.
  • Only organization-related business activities receive the campus organization rate. Personal events (e.g., birthday parties, weddings, baby showers, etc.) are charged at the full, off-campus rate.
  • Free-Standing Temporary Structure forms are required for any events with custom-built displays over three feet (e.g., Greek letters, blocks, photo backdrops, etc.)
Booking Deadlines: How It Works

Minimum 12-day lead time

Note: For classroom requests, see “Things to Consider for Meetings in General Assignment Classrooms” below for request window details.

These are the earliest general dates you can expect your organization to be able to book space, typically in the quarter prior.

Venue Fall Winter Spring
Student Center Upon org (re-)registration Week 5 of fall Week 5 of winter
General Assignment Classrooms Around Labor Day Week 10 of fall Week 10 of winter
Select the Right Venue
Venue Food Allowed Max Hours per Qtr Available Hours Study Sessions Allowed
Student Center Yes 30 Sun – Sat, 7 a.m. – 12 a.m.
Year-round, excluding university holidays		 No
General Assignment Classrooms No No limit Mon – Fri, 5:00 p.m. – 9:50 p.m.
Weeks 1 – 10, excluding university holidays		 Yes

Things to Consider for Meetings in the Student Center Conference Center

  • Using the default setup does not incur charges. See Conference Room Information for default setup information.
  • Non-default and custom setups incur labor charges
  • AV or additionally requested equipment is not included in the default setup and charges may apply
  • If you plan on having food, refer to food permit requirements for guidance
Submit a Request

Submit a UCI Eventive request.

UCI Eventive

Things to Consider for Meetings in General Assignment Classrooms

  • Release dates are posted at Plan an Event: Registered Campus Organizations
  • Course-coded classes receive priority in classrooms and lecture halls. SCES will process classroom requests for meetings occurring M – F after 5 p.m. around finals week of the quarter prior, or when the Registrar grants access to us.
Submit a Request

Submit a UCI Eventive request.

UCI Eventive

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How to Book a Ring Mall Table

What Is Ring Mall Tabling?

Defined as having a table and chairs on Ring Mall to distribute flyers and information, or to sell or distribute food or products.

Things to Consider:
  • All events require at least 12 days of processing time, not including holidays and campus closures.
  • All food sales or food service on Ring Mall or outdoors require a canopy (or some type of overhead protection)
  • Dance practices/classes/rehearsals are not permitted in SCES bookable spaces. See Office of Campus Organizations’ Venues page for a list of dance practice venues and locations at UCI.
  • Only organization-related business activities receive the campus organization rate. Personal events (e.g., birthday parties, weddings, baby showers, etc.) are charged at the full, off-campus rate.
  • Free-Standing Temporary Structure forms are required for any events with custom-built displays over three feet (e.g., Greek letters, blocks, photo backdrops, etc.)
Booking Deadlines: How It Works

Minimum 12-day lead time

These are the earliest general dates you can expect your organization to be able to book space, typically in the quarter prior.

Fall Winter Spring
Upon org (re-)registration Week 5 of fall Week 5 of winter
Ring Mall Tabling Types
If you plan on selling or serving food, see the Temporary Food Permit Application Process for guidance on whether you need a temporary food permit.
Type Objective Booking Limit Minimum Lead Time
Info Tables Information only—no selling No limit 12 days
Permit-Exempt Food or Ticket Sales Selling or serving food or beverages or tickets to organization events 10 sales per quarter
No limit if not selling		 12 days
Temporary Food Permit Required or Cooking Cooking on-site or selling or serving food or beverages that require a Temporary Food Permit 10 sales per quarter
No limit if not selling		 21 days
Tabling With Sound or Non-Food Sales for Fundraising 10 sales per quarter
No limit if not selling		 21 days
Special events tabling
See “Outdoor Special Events” below for details		 30 – 90 days
Submit a Request

Submit a UCI Eventive request.

UCI Eventive

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How to Book Special Events

What Are Special Events?

Special events are more complex events that are not considered a General Meeting or simple Ring Mall Tabling.

Things to Consider
  • All food sales or food service on Ring Mall or outdoors require a canopy (or some type of overhead protection)
  • Dance practices/classes/rehearsals are not permitted in SCES bookable spaces. See Office of Campus Organizations’ Venues page for a list of dance practice venues and locations at UCI.
  • SCES does not book the Cross-Cultural Center or the Anteater Learning Pavilion.
  • Only organization-related business activities receive the campus organization rate. Personal events (e.g., birthday parties, weddings, baby showers, etc.) are charged at the full, off-campus rate.
  • Free-Standing Temporary Structure forms are required for any events with custom-built displays over three feet (e.g., Greek letters, blocks, photo backdrops, etc.)
Booking Deadlines: How It Works

Your organization can request for a special event as soon as your organization (re-)registers with the Office of Campus Organizations.

Submit a Request

Submit a UCI Eventive request.

UCI Eventive

Indoor Special Events

Minimum 30-day lead time

Special Events in the Student Center Conference Center

Pro tip: plan your events in the Student Center as early as possible. Spring quarter is very popular for events and space fills up fast.

  • Organizations are limited to two special events per year in the Student Center
  • Custom setups are available, including dance floors and stages
Special Events in General Assignment Classrooms
Day of Special Event Unlock Charges Available Hours
Weekday No 5:00 p.m. – 9:50 p.m.
Weekend Yes 7:00 a.m. – 10:00 p.m.

Outdoor Special Events

Minimum 30-day lead time

Components that could make your request be considered as a special event include:

  • More than five Ring Mall spaces requested
  • Sale of non-food items by off-campus vendor (e.g., stickers, clothing)
  • Animals (e.g., therapy dogs)
  • Structures (e.g., display wall, Greek letters, large custom-built sign)
  • Activities, Minute-to-win-it games, carnival-like games, pieing
  • Plaza venue
  • Aldrich Park venue

Major Events

Minimum eight-week lead time

Sec. 900-15 Major Events, Section B

Components that could make your request be considered as a Major Event include:

  • 300 or more attendees
  • Requires significant security (e.g., features a well-known speaker)
  • Interferes with campus functions
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Using UCI Eventive

SCES collects most event requests using the online UCI Eventive form. When your organization submits a UCI Eventive request, your request is not guaranteed. SCES will get back to you via UCI Eventive with availability information.

Here are some tips for filling out a UCI Eventive form that will help SCES process your event requests more efficiently.

  • Event name: include your organization name in the title (e.g., “We Love Peter at UCI info tabling”)
  • Preferred date(s): you can select multiple dates in this field
  • Alternate dates and special instructions: use this field to clarify that you want weekly recurring meetings or boothing spots. You can also clarify other general days if you’re preferred selection is not available (e.g., you want Thursdays if Tuesdays are not available)
    • The more flexible you can be with alternative dates, the better chance SCES can find you a venue
  • More than 5 spaces, or space preferences, please specify: Use this field to let us know that you want
    • Specific locations
    • A General Assignment Classroom
    • The default setup in the Student Center
  • If you plan on bringing your own food, fill out as many details as you can in Are there any other requests or components?
    • Include what you plan on bringing
    • Let us know if you plan on cooking on-site or will be picking up from a restaurant or grocery store (food is not permitted to be made, cooked, or prepared from home)
      • If you plan to cook on-site, let us know if you will be using electricity or flame
  • Planning appointment: enter in a variety of dates (between Monday – Friday) and times (between 8 a.m. – 5 p.m.) over the next week or two
    • If you have more dates or ranges to include, you may use the Are there any other requests or components? field to do so
    • If you do not fill in a variety of appointment times, your appointment will be delayed, as we will have to contact you to collect more appointment times
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A311 Student Center · Irvine, CA 92697-2050
Phone: 949.824.5252 · Email: reserver@uci.edu