Registered Campus Organizations

SCES COOL Training NEW

Authorized student signers from registered campus organizations (RCO) planning to book space through the Student Center & Event Services office will need to complete the COOL orientation as well as the SCES COOL component offered on The Office of Campus Organization’s website.

Meetings & Ring Mall Information

We are accepting requests for fall 2019 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.

Summer 2019

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

Fall 2019

Authorized signers can make reservations with an appointment. 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 2019 – 2020 (except on weekends during finals week). For weekend events, Facilities Management fees will apply.

Summer 2019

In-Person Appointment Requests:

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

Fall 2019

Online Request Form

Beginning Tuesday, 9/3/2019, authorized signers may submit an online request to use a classroom or lecture hall space after 5:00 p.m. on weekdays for one weekly routine meeting series for fall quarter 2019. The link to submit an online request will be available here starting Tuesday, 9/3/2019, 8:00 a.m., and will only be open until Week 1, Thursday, 10/3/2019, 11:59 p.m.

  • During the online request period, only one request for one space once a week, will be accepted per organization. This gives all organizations an opportunity to request for at least one space for their weekly meetings. To request for additional space, authorized signers can make additional reservations with an appointment starting Week 2, Monday, 10/7/2019.
In-Person Appointment Requests:

Beginning Monday, 10/7/2019, authorized signers can make reservations with an appointment. Call now to make an appointment for 10/7/2019 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 Food 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

Summer 2019

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

Fall 2019

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

Welcome Week
September 24 – 28, 2019

Welcome Week Ring Mall Tabling

Welcome Week Ring Mall tabling will take place Tuesday, 9/24/2019 – Friday, 9/29/2019 in bookable Ring Mall spaces. To book a Ring Mall booth location during this time period, please fill out the online request form that will be sent via email to authorized signers once your registered campus organization (RCO) is recognized by the Office of Campus Organizations.

  • Only requests from authorized signers that have completed the COOL orientation as well as the SCES COOL component will be processed.
  • For Ring Mall booth locations for Fall 2019 weeks 1 – 10, authorized signers can make reservations with an appointment. Please reference Ring Mall information.

Welcome Week Special Events

To book a special event during Welcome Week, please fill out the RCO Event Summary/Inquiry and Planner Meeting Request form.

RCO Event Summary/Inquiry & Planner Meeting Request

Special Events

We are accepting requests through spring 2020.

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.

    RCO Event Summary/Inquiry & 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

Pacific Ballroom Capacities
Setup Type A B C D AB ABC CD ABCD
Theater 84 84 252

Default

 461

Default

 180 444 696 896
Hollow Square 42

Default

 42

Default

 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
Doheny Beach Capacities
Setup Type A B C D AB BCD CD ABCD
Theater 140

Default

 95

Default

 40 50 266 247 95 417
Hollow Square 54 42 24

Default

 24

Default

 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
Emerald Bay Capacities
Setup Type A B C D E AB ABC BC BCDE CDE DE ABCDE
Theater 72

Default

 84

Default

 84 50 42 198 324 216 360 216 88 448
Hollow Square 40 40 42

Default

 28 20 N/A N/A N/A N/A N/A 40

Default

 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
Crescent Bay Capacities
Setup Type A B C D AB CD
Theater 30 30 25 25 60 50
Hollow Square 20

Default

 20

Default

 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
Crystal Cove Auditorium Capacity
Setup Type Auditorium
Theater 425

Default
Lido Isle Capacities
Setup Type A B
Board Room 14

Default

 14

Default
Aliso Beach Capacities
Setup Type A B
Board Room 18

Default

 18

Default
Moss Cove Capacities
Setup Type A B AB
Theater 70

Default

 70

Default

 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
Woods Cove Capacities
Setup Type A B C AB BC ABC
Theater 32 32 40 72 80 120
Hollow Square 14

Default

 18

Default

 18

Default

 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
Newport Beach Capacities
Setup Type A B
Theater 68 44

Default
Hollow Square 36

Default

 30
U-Shape 24 27
Classroom 38 26
Round Banquet 48 24
Rectangular Banquet 48 36
Reception 68 44
Clear 149 47

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.

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
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

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:

  • 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.

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

Guidelines Regarding Non-Compliance