Event Lead Times
Event lead times will vary based on the size and scope of an event; some events may fall under the Major Event policy. If an event inquiry or event information is received with insufficient processing time, then SCES will advise the client 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/external 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. Late booking fees may apply in some cases.
Please refer to the guide below for minimum lead times by event description. For questions regarding lead time requirements, please contact the SCES Administrative Office at 949.824.5252.
Event in Student Center Conference Center, classroom or lecture hall, Aldrich Park, field, or plaza
One (1) space with low risk activities
|
Minimum
11
DAYS
|
One (1) space with medium to high risk activities |
Minimum
30
DAYS
|
Two – five (2 – 5) spaces with low risk activities |
Minimum
30
DAYS
|
Two – five (2 – 5) spaces with medium to high risk activities |
Minimum
45
DAYS
|
Six (6) or more spaces regardless of risk level |
Minimum
45
DAYS
|
Event on Ring Mall
One – four (1 – 4) spaces with low risk activities
|
Minimum
11
DAYS
|
Five (5) or more spaces with low risk activities |
Minimum
30
DAYS
|
Any number of spaces with medium to high risk activities |
Minimum
45
DAYS
|
Major Event
Major Event
|
Minimum
45
DAYS
|
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
- alcohol
- filming and/or photography
- afterhours 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