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.
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 information tables, meetings in the Student Center, and special events through the online request system.
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, large outdoor spaces, or multiple days and rooms are considered to be special events, not meetings.
When to Book Student Center Rooms for Meetings
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.
Booking Release Date
Wednesday, July 6, 2022
Monday, Oct. 24, 2022
Monday, Feb. 6, 2023
How to Book Student Center Rooms for Meetings
To book meeting spaces in the Student Center, please log in to UCI Eventive and submit a new event request. SCES will review your request and contact you to further discuss your options.
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 Venue Information
Find capacities, diagrams, and other information for meeting rooms in the Student Center.
When to Book Classrooms and Lecture Halls for Meetings
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.
Booking Release Date
Tuesday, Sept. 6, 2022
Monday, Jan. 28, 2023
Monday, March 13, 2023
How to Book Classrooms and Lecture Halls for Meetings
To book weekday meetings for your organization in classrooms or lecture halls, authorized signers need to submit a request online.
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. The requests are processed in the order in which they are received.
Classroom and Lecture Hall Venue Information
Find amenities available in classroom and lecture hall spaces.
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 request. SCES will review your request and contact you to further discuss your options.
Event requests may only be accepted from authorized signers from an RCO. Please take into consideration the Event Lead Times below when submitting an event request.
Registered Campus Organizations are allowed a maximum of two special events per academic year in the Student Center Conference Center. There is no limit to how many special events you can host in other venues managed by SCES.
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.
The following criteria will be applied to RCO events scheduled in the Student 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.
All requests for use of the Student 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
When registered campus organizations may begin to submit event requests
RCOs 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.
RCOs may submit club meeting requests for the Student Center as early as week 5 of the quarter prior.
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.
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 UCI University Registrar first in order to reserve General Assignment Classrooms and lecture halls. View more information about calendar activity at the UCI Academic Calendar.
Estimated Booking Availability
Monday – Friday After 5:00 p.m. Excluding Finals Week
Week 1 of each quarter
Monday – Friday Before 5:00 p.m. Excluding Finals Week
If an event request or event information is received with insufficient processing time, Student Center & Event Services (SCES) will advise 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 or event 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. University holidays and building closures could increase the required lead time. Late booking fees may apply in some cases.
Please refer to the guide below for minimum lead times by event types and descriptions. For questions regarding lead time requirements, please contact the SCES Administrative Office at 949.824.5252.
Indicated lead times are calendar days, excluding university holidays and building closures. Lead times are listed as the minimum—more processing time may be required depending on size or scope.
Meeting in the Student Center or General Assignment Classroom or Lecture Hall
A meeting is typically defined as a discussion amongst organization or department members only—does not include medical activities, physical activities, or performances.
SCES Definition of a Meeting
Student Center & Event Services defines a meeting as a gathering of your organization’s members to discuss official business. This includes committee and executive board meetings, internal workshops, and meetings for members only (that may include an outside speaker 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.
Information Table (with paper materials, table, chairs, canopy only)
Fundraiser Table (e.g., event ticket sales, sale of goods, donation requests—ask an event planner for details)
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
Vendors or vendor activity
Non-SCES service providers
Performers or performances
Speakers (especially high-profile speakers)
Food trucks and off-campus food vendors
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)
Physical activities (e.g., walks, runs)
Security or risk evaluation
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
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.
Guidelines Regarding Non-Compliance
Registered student organizations are expected to comply with Student Center and University policies.