Registered Campus Organizations

SCES COOL Training Required

To book meeting and event spaces through Student Center & Event Services (SCES), students will need to become an authorized signer for a Registered Campus Organization (RCO) through the Office of Campus Organizations and complete the SCES COOL Training – A Guide to Successful Events.

Office of Campus Organizations

Updated Event and Building Information

As a result of a staffing shortage, we had to make some temporary event-related service adjustments in what we can accommodate. These adjustments will affect room setups, equipment availability, and operating hours that will apply until SCES is able to hire and train a new team.

More Information

UCI Eventive Venue Request System

UCI 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 system.

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 UCI Eventive

Booking Meeting Spaces

Student Center & Event Services assists student authorized signers from Registered Campus Organizations (RCOs) with booking meetings in the Student Center Conference 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.

  • When to Book Student Center Rooms

    Authorized signers may request for meeting spaces in the Student Center Conference Center quarter by quarter. Please see below for the earliest date UCI Eventive requests can be submitted for the following quarter.

    Quarter Booking Release Date
    Fall 2021 Tuesday, July 13, 2021
    Winter 2022 Monday, Oct. 25, 2021
    Spring 2022 Monday, Jan. 31, 2022

  • How to Book Student Center Rooms

    To book meeting spaces in the Student Center, please log in to UCI 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 UCI Eventive

  • Registered Campus Organizations are allowed a maximum of 30 hours per quarter to reserve for routine meetings in the Student Center 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

  • 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 UCI Eventive). The online request form will be available below on the booking release date.

    Quarter Booking Release Date
    Fall 2021 Tuesday, Sept. 7, 2021
    Winter 2022 Monday, Nov. 29, 2021
    Spring 2022 Monday, March 7, 2022

  • How to Book Classrooms & Lecture Halls

    To book weekday meetings for your organization in classrooms or lecture halls, authorized signers need to submit a Classroom Request for RCO Meetings Form.

    The University 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 RCO Meetings Form before the University 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.

    Classroom Request for RCO Meetings Form – Fall 2021

Booking Ring Mall

Student Center & Event Services assists student authorized signers from Registered Campus Organizations (RCOs) with booking Ring Mall spaces for information tables and food sales.

  • When to Book Ring Mall Spaces

    Authorized signers may request for Ring Mall spaces for information tabling quarter by quarter. Please see below for the earliest date UCI Eventive requests can be submitted for the following quarter.

    Quarter Booking Release Date
    Fall 2021 Tuesday, July 13, 2021
    Winter 2022 Monday, Oct. 25, 2021
    Spring 2022 Monday, Jan. 31, 2022

  • How to Book Ring Mall Spaces

    To book Ring Mall spaces for information tabling, please log in to UCI 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 UCI Eventive

  • 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, recruitment, and outreach) should be appropriately planned and confirmed in advance through Student Center & Event Services

    Ring Mall Diagrams

Special Events

Special Events

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, Pelennor Field, and classrooms and lecture halls for special events.

To book a special event through Student Center & Event Services, please log in to UCI 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 UCI 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

Zoom

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 Release Window

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 Release Window 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.
ALL
ACADEMIC YEAR

Meetings

Registered campus organizations may submit club meeting requests for the Student Center Conference Center as early as week 5 of the quarter prior.
WEEK
5
of the quarter prior

Tabling Reservations on Ring Mall

Registered campus organizations may submit tabling and sale requests as early as week 5 of the quarter prior.
WEEK
5
of the quarter prior

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
 Week 1 of each quarter
Inquiries for Monday – Friday Before 5:00 p.m.
Excluding Finals Week
 Week 4 or 5 of each quarter
Inquiries for Weekends
 Through fall quarter
Inquiries During Finals Week
 Week 9 or 10 of each quarter

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)
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

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