Registered Campus Organizations
Eventive Venue Request System NEW
Eventive is a venue request system for spaces booked by SCES. Authorized student signers from RCOs can now submit and track event requests for Ring Mall food sales or information tables, meetings in the Student Center, and special events through the online request sytem.
If you are interested in booking a classroom or lecture hall space for a meeting, please refer to Book Classrooms & Lecture Halls below.
Log In to Eventive
Booking Meeting Spaces
We are not accepting in-person meeting space requests until further notice. Please see below for 2020 – 2021 booking release dates for meeting spaces.
Student Center & Event Services assists student authorized signers from Registered Campus Organizations (RCOs) 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.
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When to Book Student Center Rooms
Authorized signers may request for meeting spaces in the Student Center quarter by quarter. Please see below for the earliest date Eventive requests can be submitted for the following quarter.
| Quarter |
Booking Release Date |
| Summer 2020 |
Monday, July 20, 2020 |
| Fall 2020 |
Monday, July 20, 2020 |
| Winter 2021 |
Monday, November 2, 2020 |
| Spring 2021 |
Monday, February 1, 2021 |
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How to Book Student Center Rooms
To booking meeting spaces in the Student Center, please log in to Eventive and submit a new event inquiry. An event planning representative will review your request and contact you to further discuss your options.
Log In to Eventive
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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 Rooms & Setups
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When to Book Classrooms & Lecture Halls
Authorized signers may request for meeting spaces in classrooms and lecture halls quarter by quarter. Please see below for the earliest dates to submit an online request (not Eventive). Online request will be available here when it becomes available.
| Quarter |
Booking Release Date |
| Summer 2020 |
Monday, July 20, 2020 |
| Fall 2020 |
Monday, September 14, 2020 |
| Winter 2021 |
Monday, December 7, 2020 |
| Spring 2021 |
Monday, March 8, 2021 |
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How to Book Classrooms & Lecture Halls
To book weekday meetings for your organization in classrooms or lecture halls, authorized signers need to submit the online Classroom Request for Club Meetings form.
The Office of the Registrar, which oversees the placement of course-coded classes, releases unused rooms between 5:00 p.m. – 9:50 p.m. on weekdays to Student Center & Event Services (SCES) on a quarterly basis. In order to process requests as efficiently as possible, SCES collects preferred meetings and times through the online Classroom Request for Club Meetings form before the Registrar releases the unused rooms. Once the unused rooms are released to SCES, the requests are processed in the order in which they are received.
The online request form will be available here beginning on July 20, 2020
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Only one space per week will be processed initially for each organization. Authorized signers may request for additional spaces on the form, and SCES will process the additional space requests at the start of Week 2 of the current quarter. This process ensures all Registered Campus Organizations have the opportunity to reserve at least one space per week.
Booking Ring Mall
We are not accepting Ring Mall space requests until further notice. Please see below for 2020 – 2021 booking release dates for Ring Mall spaces.
Student Center & Event Services assists student authorized signers from Registered Campus Organizations (RCOs) with booking Ring Mall spaces for information tables and food sales.
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When to Ring Mall Spaces
Authorized signers may request for Ring Mall spaces for food sales and information tabling quarter by quarter. Please see below for the earliest date Eventive requests can be submitted for the following quarter.
| Quarter |
Booking Release Date |
| Summer 2020 |
Monday, July 20, 2020 |
| Fall 2020 |
Monday, July 20, 2020 |
| Winter 2021 |
Monday, November 2, 2020 |
| Spring 2021 |
Monday, February 1, 2021 |
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How to Book Student Center Rooms
To booking Ring Mall spaces for food sales and information tabling, please log in to Eventive and submit a new event inquiry. An event planning representative will review your request and contact you to further discuss your options.
Log In to Eventive
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Ring Mall is one of the defining features of the UCI campus, connecting many of the primary buildings around Aldrich Park. Use of Ring Mall for any kind of event (e.g., information tables, food sales) should be appropriately planned and confirmed in advance through Student Center & Event Services
Ring Mall Diagrams
Special Events
We are not accepting in-person special event space requests until further notice.
For 2020 – 2021 special events, please submit an Eventive request once your organization has completed the registration process through the Office of Campus Organizations and have completed the SCES COOL Training for the new academic year.
Student Center & Event Services assists student authorized signers from Registered Campus Organizations (RCOs) with booking the Student Center, Aldrich Park, plazas, Ring Mall, Mesa Field, and classrooms and lecture halls for special events.
To book a special event through Student Center & Event Services, please log in to Eventive and submit a new event inquiry. An event planning representative will review your request and contact you to further discuss your options.
Log In to Eventive
Event inquiries may only be accepted from authorized signers from an RCO. Please take into consideration the Event Lead Times below when submitting an event inquiry.
Virtual Events
Online Zoom Webinars and Events NEW
Registered campus organizations can host their own Zoom webinars and events. Student Center & Event Services can work with you to set up a Zoom webinar with up to 1,000 participants.
Zoom Event Inquiry & Planner Meeting
Find Virtual Meetings and Events at UCI NEW
Student Center & Event Services is stepping up to provide the best platform available for bringing the UCI community together. New products and online activities are provided as a service to our community members in support of shared social, recreational, educational and cultural pursuits.
UCI is stronger together—get involved. The free downloads, calendar of events, opportunity drawings, and other activities on this page are interactive ways to stay connected.
Virtual Meetings and Events at UCI
Booking Priorities
The following criteria will be applied to events scheduled in the Student Center Conference Center and outdoor venues booked by Student Center & Event Services in order to place emphasis on events intended for UCI students while providing programming opportunities to University of California departments and external individuals or organizations.
These priorities are based on recommendations from the Student Center Board of Advisors in combination with related campus policies and procedures.
All requests for use of the Student Center Conference Center and outdoor event space will be considered on a first-come, first-served basis within the priority guidelines.
Booking Priorities by Event Type
Special Events
Registered campus organizations may submit special event requests as soon as they re-register for the academic year for any special events occurring during that academic year. For information about registration, visit the Office of Campus Organizations.
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Meetings
Registered campus organizations may submit club meeting requests for the Student Center Conference Center as early as week 5 of the quarter prior.
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WEEK
5
of the quarter prior
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Tabling Reservations on Ring Mall
Registered campus organizations may submit tabling and sale requests as early as week 5 of the quarter prior.
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WEEK
5
of the quarter prior
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General Assignment Classrooms
General Assignment Classrooms and lecture halls are only available for meeting and events after the course coded class schedule has been finalized for a given quarter. SCES must be given permission by the registrar first to book events.
| Request Type |
Estimated Booking Availability |
Inquiries for Monday – Friday After 5:00 p.m.
Excluding Finals Week
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Week 1 of each quarter |
Inquiries for Monday – Friday Before 5:00 p.m.
Excluding Finals Week
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Week 4 or 5 of each quarter |
Inquiries for Weekends
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Through current academic year |
Inquiries During Finals Week
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Week 9 or 10 of each quarter |
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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 UCI Major Events 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)
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Two – five (2 – 5) spaces with low risk activities
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Two – five (2 – 5) spaces with medium to high risk activities
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Six (6) or more spaces regardless of risk level
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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)
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Five (5) or more spaces with low risk activities
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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
Cancellation Terms
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
