Meetings & Ring Mall Information

We are accepting requests for fall 2017 Student Center meeting spaces, and Ring Mall spaces.

Meetings

MeetingsMeetings · Ring Mall Tabling · Ring Mall Sale

Student Center & Event Services assists UCI students and Registered Campus Organizations with booking meetings in the Student 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, or multiple days and rooms are considered to be special events, not meetings.

Students will need to bring their UCI student ID’s to event planning appointments.

Please see below for information on booking a meeting in these campus spaces.

Fall Quarter 2017

In-Person Appointment Requests

Student signers can make reservations with an appointment. Call now to make an appointment by calling 949.824.5252, Monday – Thursday, between 8:00 a.m. – 5:00 p.m. (excluding University holidays).


Registered Campus Organizations are allowed a maximum of 30 hours per quarter to reserve for routine meetings in the UCI 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 Conference Rooms & Setups

Please note that non-standard setup types will require a labor fee. All equipment requested will also include a rental fee.

Early each quarter, classrooms and lecture halls become available for events occurring after 5:00 p.m. Later in the quarter, most classrooms and lecture halls become available for events occurring before and after 5:00 p.m. See important dates below. Availability varies by quarter.

Classrooms and lecture halls are available on weekends for academic year 2017 – 2018 (except on weekends during finals week). For weekend events, Facilities Management fees will apply.


Fall Quarter 2017

In-Person Appointment Requests

Beginning Monday, October 9, 2017, authorized signers can make reservations with an appointment. Call now to make an appointment for October 9, 2017 or later by calling 949.824.5252, Monday – Thursday, between 8:00 a.m. – 5:00 p.m. (excluding University holidays).


Ring Mall Information Tabling or Sale

Ring Mall is one of the defining features of the Irvine campus, connecting many of the primary buildings around Aldrich Park. Use of Ring Mall for any kind of event (e.g. information tables, advertisement tables, food sales) should be appropriately planned and confirmed in advance through Student Center & Event Services.

Ring Mall Diagrams


Fall Quarter 2017

In-Person Appointment Requests

Student signers can make reservations with an appointment. Call now to make an appointment by calling 949.824.5252, Monday – Thursday, between 8:00 a.m. – 5:00 p.m. (excluding University holidays).

Special Events

We are accepting requests through spring 2018.

Special EventsSmall Meetings · Large Conferences · Banquets · Receptions · and More

When planning your next event with Student Center & Event Services, whether it’s a small meeting, a large conference, a banquet or a reception, the experienced event team at SCES will assist you in making the event a success.

  • To book a special event through Student Center & Event Services, please fill out an RCO Event Summary and Planner Meeting Request form. An event planning representative will review your request and contact you to further discuss your options.

    Event Summary and Planner Meeting Request

    Complete and submit the form to get an appointment with a Conference & Event Specialist. Please take note of the Event Lead Times below.

How to Plan a Successful Event


Student Center Conference Center Resources

Setup Layout Guide

Use this guide to determine the kind of setup that is best suited for your event.

Layout Guide

Conference Room Capacities

Setup Type A B C D AB ABC CD ABCD
Theater 84 84 252 461 180 444 696 896
Hollow Square 42 42 66 102 66 102 N/A N/A
U-Shape 39 33 57 81 57 81 N/A N/A
Classroom 36 36 144 216 81 216 384 504
Round Banquet 48 48 144 280 112 240 400 560
Rectangular Banquet 72 72 168 324 126 324 504 684
Reception 84 84 252 461 180 444 696 896
Clear 186 198 492 782 384 876 1,274 1,595

 Default Setup

Setup Type A B C D AB BCD CD ABCD
Theater 140 95 40 50 266 247 95 417
Hollow Square 54 42 24 24 78 72 42 N/A
U-Shape 42 39 18 21 N/A 57 39 N/A
Classroom 60 54 18 27 120 105 45 195
Round Banquet 72 72 16 32 144 128 64 224
Rectangular Banquet 96 72 36 36 192 144 72 288
Reception 140 95 40 50 266 247 95 417
Clear 252 196 97 95 448 388 192 640

 Default Setup

Setup Type A B C D E AB ABC BC BCDE CDE DE ABCDE
Theater 72 84 84 50 42 198 324 216 360 216 88 448
Hollow Square 40 40 42 28 20 N/A N/A N/A N/A N/A 40 N/A
U-Shape 35 35 35 23 N/A N/A N/A N/A N/A N/A 35 N/A
Classroom 36 48 50 27 18 90 150 90 150 90 48 210
Round Banquet 48 64 64 32 16 104 160 104 184 104 64 224
Rectangular Banquet 54 72 90 36 18 144 240 144 240 144 72 336
Reception 80 80 80 50 42 198 324 216 360 216 80 400
Clear 162 178 178 107 79 340 518 356 542 364 186 704

 Default Setup

Setup Type A B C D AB CD
Theater 30 30 25 25 60 50
Hollow Square 20 20 20 20 34 32
U-Shape N/A N/A N/A N/A 29 21
Classroom 18 18 15 15 27 30
Round Banquet 16 16 16 16 32 32
Rectangular Banquet 24 24 20 20 48 40
Reception 30 30 25 25 60 50
Clear 30 30 28 28 60 56

 Default Setup

Setup Type Auditorium
Theater 425

 Default Setup

Setup Type A B
Board Room 14 14

 Default Setup

Setup Type A B
Board Room 18 18

 Default Setup

Setup Type A B AB
Theater 70 70 160
Hollow Square 30 36 60
U-Shape 24 30 48
Classroom 36 36 72
Round Banquet 32 40 88
Rectangular Banquet 48 48 108
Reception 70 70 160
Clear 140 154 294

 Default Setup

Setup Type A B C AB BC ABC
Theater 32 32 40 72 80 120
Hollow Square 14 18 18 36 42 60
U-Shape N/A 15 15 30 36 54
Classroom 12 12 18 42 45 69
Round Banquet 16 16 24 40 48 72
Rectangular Banquet 18 24 36 48 60 90
Reception 32 32 40 72 80 120
Clear 73 81 93 154 174 247

 Default Setup

Setup Type A B
Theater 68 44
Hollow Square 36 30
U-Shape 24 27
Classroom 38 26
Round Banquet 48 24
Rectangular Banquet 48 36
Reception 68 44
Clear 149 47

 Default Setup


Event Lead Times

Please refer to the guides below for minimum lead times by event type. Unfortunately, event requests made with less than the preferred lead time will generally need to be booked on a later date. Late-booking fees may apply in some cases.

Please note that some exceptions may be made on a case-by-case basis.

Event lead times with a range of days are based on the complexity of the event request.

Business Meeting

Standard Room Setup and no equipment

15 days

Non-Standard Room Setup with equipment

21 days

Function

Any general indoor/outdoor event not covered otherwise, includes Welcome Week and Anteater Involvement Fair tabling:

Any Event Involving Minors Any indoor or outdoor event involving children under the age of 18 will require no less than 30 days

30 days

Indoor Event single space, with standard setup and no equipment needs

15 days

Indoor Event single space, with non-standard setup and/or equipment needs

21 days

Indoor Event 2 – 5 spaces occurring on the same date

30 days

Indoor Event 6 or more spaces occurring on the same date or over multiple consecutive dates

60 – 90 days

Indoor Event with onsite vendors, exhibitors, speakers and/or performers

This is regardless of number of rooms and setup/equipment needs.

21 – 60 days

Speakers and/or performers’ information are required 15 days prior to event date. Performers are required to submit insurance 15 days prior to event date.


Ring Mall Information Tabling with table, chairs, canopy, Greek letters only

11 days

Ring Mall Information Tabling with cooking, sound or a structure

21 days

Ring Mall Vendor Activities

30 days

Outdoor Event with catering-approved food trucks

30 days

Outdoor Event with catering-approved food trucks

30 days

Outdoor Event with 5 or more Ring Mall spaces, a plaza, a field or Aldrich Park

Low-risk activities

45 days

Outdoor Event with 5 or more Ring Mall spaces, a plaza, a field or Aldrich Park

Low risk activities with serving alcohol

45 days

Outdoor Event with 5 or more Ring Mall spaces, a plaza, a field or Aldrich Park

Medium to high risk activities

60 – 90 days

Revenue Generation

Sales (food and dry goods), fundraising

21 days

Special Function

Personal events such as a wedding, birthday, memorial service, or holiday party and Commencement events

60 – 90 days

Film & Photography

Any film or photo shoots

Simple Shoot

21 days

Complex Shoot

60 days

A Message from Vice Chancellor of Student Affairs Dr. Thomas Parham


How to Cancel Space

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 and associated cancellation fee:

For events at the Newkirk Alumni Center, once a Confirmation Estimate has been fully executed, all hourly event coordination fees will be billed to Client regardless of the amount of notice given for a cancellation. Full event coordination fees will be assessed in addition to cancellation fees noted above.

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.


Registered student organizations are expected to comply with Student Center and University policies.

Guidelines Regarding Non-Compliance