Event Lead Times

COVID-19 Event Impact

SCES may have revised procedures and lead times to reflect the additional planning and review time necessary to conduct COVID-19-related assessments. Due to additional review, the lead time for events may be longer than posted. Events within normal lead times may be denied based on current situations due to the campus’ temporary booking policy and longer review processes.

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.

Risk Level Definitions

Event in Student Center Conference Center, classroom or lecture hall, Aldrich Park, field, or plaza

One (1) space with low risk activities includes meetings/events that repeat at regular intervals (e.g., weekly or monthly meetings)	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 (e.g., Information Table with chairs, table, canopy and greek letters only or an RCO food sale)	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
See Sec. 900-15: UCI Major Events Policy for definition. The major event distinction overrides any other applicable description/lead time requirement noted herein.

Minimum

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

Event Lead Times

COVID-19 Event Impact

Event in Student Center Conference Center, classroom or lecture hall, Aldrich Park, field, or plaza

One (1) space with low risk activitiesincludes meetings/events that repeat at regular intervals (e.g., weekly or monthly meetings)

One (1) space with medium to high risk activities

Two – five (2 – 5) spaces with low risk activities

Two – five (2 – 5) spaces with medium to high risk activities

Six (6) or more spaces regardless of risk level

Event on Ring Mall

One – four (1 – 4) spaces with low risk activities(e.g., Information Table with chairs, table, canopy and greek letters only or an RCO food sale)

Five (5) or more spaces with low risk activities

Any number of spaces with medium to high risk activities

Major Event

Major EventSee Sec. 900-15: UCI Major Events Policy for definition. The major event distinction overrides any other applicable description/lead time requirement noted herein.

One (1) space with low risk activities
includes meetings/events that repeat at regular intervals (e.g., weekly or monthly meetings)

One – four (1 – 4) spaces with low risk activities
(e.g., Information Table with chairs, table, canopy and greek letters only or an RCO food sale)

Major Event
See Sec. 900-15: UCI Major Events Policy for definition. The major event distinction overrides any other applicable description/lead time requirement noted herein.