UCI Student Event Services: A Comprehensive Guide for Registered Campus Organizations

The University of California, Irvine (UCI) offers a vibrant campus life enriched by numerous events organized by Registered Campus Organizations (RCOs). To facilitate these activities, Student Center & Event Services (SCES) provides a range of resources, venues, and guidelines. This article serves as a comprehensive guide for RCOs navigating the event planning process at UCI, ensuring successful and compliant events.

Leveraging UCI Eventive for Space Reservations

SCES primarily utilizes the online platform UCI Eventive for managing event requests. RCOs can access UCI Eventive to book various spaces, including meeting rooms, conference centers, and outdoor venues. It is important to note that submitting a request through UCI Eventive does not guarantee approval. Alternative dates can be indicated in this field, to clarify that you want weekly recurring meetings or boothing spots.

Available Spaces

The following areas have different spaces available which you can rent out (either with or without a fee) as a RCO. Contact the department listed below for more details. Complete a facilities reservation application. To reserve the Dr. White Room, Ring Room, or Conference rooms in the CCC, click here. Complete the required forms to the CCC.

Booking Meetings and Special Events

Authorized signers from an RCO can request meeting spaces in the Student Center Conference Center on a quarterly basis. 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. Authorized signers may also request meeting spaces in classrooms and lecture halls quarter by quarter.

To request Ring Mall spaces for information tabling, please log in to UCI Eventive and submit a new event request. 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. Registered Campus Organizations are allowed a maximum of two special events per academic year in the Student Center Conference Center.

Registered campus organizations can host their own Zoom webinars and events. To book a Zoom Webinar event through Student Center & Event Services, please submit a request on UCI Eventive.

Priority and Lead Times

SCES prioritizes mandated programs such as Welcome Week and Commencement, processing other event inquiries after accommodating these events. All other department sponsored events can be booked 12 months in advance. 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.

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 UC Irvine departments or event service providers will require additional processing time. 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. Please refer to the guide below for minimum lead times by event types and descriptions. Indicated lead times are calendar days, excluding university holidays and building closures.

Exception Requests

Exception requests must be received in UC Irvine Eventive more than seven calendar days prior to the event date. The exception request will be routed to SCES leadership. The event sponsor will be informed of SCES leadership’s decision via the Communication tab in UC Irvine Eventive.

Financial Planning and Funding

Successful event planning necessitates careful budgeting and securing adequate funding.

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Budgeting Considerations

Create a budget of costs: publicity, facilities, food, parking, speaker/performer fees, supplies, decorations, etc. Check your ASUCI Club Account balance to make certain you have enough funds. Secure Funding: How much money does your organization have for this event? Which funding boards can fund for this event?

ASUCI Club Account

RCOs should verify their ASUCI Club Account balance to ensure sufficient funds are available for the planned event.

Event Logistics and Execution

Detailed planning is crucial for seamless event execution.

Scheduling

Stick to a detailed (minute-by-minute) schedule: What is the task that needs to be done? At what time does it need to be completed?

Decorations

Please note that decorations may not be affixed (including but not limited to painters tape, thumb tacks, adhesive pads or hooks, etc.) to walls or other campus surfaces unless approved in advance. Glitter and confetti are prohibited in SCES venues. While some décor may be available from on-campus service providers, your Senior Meeting & Event Planner may be able to assist with recommendations for (or booking) off-campus rentals or support services.

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Off-Campus Service Providers

If you choose to hire an event service provider, the University of California requires that insurance certificates naming UC Regents as additional insured be provided by any off-campus service providers or vendors operating on University premises. Please refer to the Insurance, Liability, and Waivers section for more information. Off-campus event service providers such as equipment rental companies, florists, balloon vendors, DJs, and videographers are a great resource to enhance the look and feel of an event. The SCES team can order many off-campus services on your behalf and add the charges to your final event bill. This takes the burden of the purchasing, contracting and insurance elements off your plate. All event clients may coordinate off-campus services on their own. All event service providers will be required to provide certificates of insurance. The types and coverage amounts will vary based on the type and scope of services being provided. General insurance requirements are outlined in UC Policy BUS 63.

Sound

For outdoor events, “sound” is any sound made outdoors whether amplified (e.g., PA system, DJ, bullhorn, radio, computer speakers, etc.) or not. Permission from University must be obtained in advance to use sound outdoors. To request to use sound outdoors, complete and submit the Request for Sound Form. This form should be submitted 15 days in advance of your event start in order to allow sufficient time for review.

Speakers, Entertainment, and Performances

For events with speakers, entertainment, and performances, SCES may require onsite technical or assistance staffing, determined by the specific types of entertainment and equipment needed for the event. If you plan to have any VIP or special guests at the event, including members of the media, political figures, celebrities, or even the UCI Chancellor, make sure to inform your Senior Meeting & Event Planner. In general, performances with weapons and props that look like weapon-like objects are not permitted on University premises, so check with your Senior Meeting & Event Planner if you want to have a performance with these kinds of objects. Ask your speaker if they have had any crowd or audience management issues and share the information with your Senior Meeting & Event Planner. If you plan to hire off-campus entertainment providers, be sure to ask if they can provide insurance. The University of California requires that insurance certificates naming UC Regents as additional insured be provided for any entertainment or event service providers operating on University premises. Check with your performers to identify any equipment they plan to bring with them (e.g., sound systems, instruments, etc.), as well as to ask if they have any equipment or special needs (e.g., green room, sound check, etc.).

Temporary Vendors and Exhibitors

A prospective Temporary Vendor is an individual or company asking for permission to sell products or services. Common examples of vendors include entities or individuals selling books, stickers, apparel, accessories, etc. Temporary Vendors will need to apply for a Temporary Vendor Permit, sign a Vendor Agreement, and provide a Certificate of Liability Insurance (due at least 15 days prior to the event for review and approval). An exhibitor is an individual or individuals representing a company or organization who would like to bring equipment, giveaways, or flyers to an event to have an information table. Exhibitors are not asking for permission to sell products or services at an event. SCES will need a list of the names of each exhibitor and the details about what they will bring or need about 3 - 4 weeks prior to the event start. If the exhibitor plans to bring paper materials (e.g., flyers, brochures, pens, tablecloth, etc.) ONLY, they do not need to provide insurance. If the exhibitor plans to bring any additional items, they will require proof of insurance.

Shipping and Storage

If you have temporary vendors or exhibitors at your event, you will need to coordinate the shipping and receiving of any materials. SCES has limited receiving and storage options. Check with SCES for details on receiving and storage policies. SCES can usually receive items 72 hours or less in advance of an event and hold items awaiting shipment for 24 hours or less. SCES does not accept responsibility for items that are shipped to SCES or are left behind in a SCES-managed facility. If you would like to store items on SCES premises, you must request permission from SCES at least 15 days prior to the event start date. If SCES can approve the storage request, labor and space usage fees will apply.

Events with Minors

Events with minors (individuals under the age of 18) require advanced planning, supervision plans, onsite supervision, consideration of transportation to and from UCI (note: insurance requirements from transportation providers apply), sexual molestation and abuse insurance, and University waiver documents must be signed by parents or legal guardians well in advance of the event. See the Insurance, Liability, and Waivers section for details. All events with minors (individuals under the age of 18) who are not accompanied by their parent or legal guardian, are subject to University waiver requirements. For such events, the client is responsible for getting the participant’s parent or legal guardian to complete a liability waiver (provided by University electronically or, by exceptional approval, on paper) prior to participant’s arrival for the event. For paper waiver copies, the client is responsible for distributing, collecting, and storing the signed waivers for two years beyond the minor’s 18th birthday. When working with a group of minors of close ages, (e.g., 5th graders) the waivers may be maintained as a group and discarded two years after all members of that group are expected to have reached age 18.

Important Policies and Guidelines

UCI has established various policies and guidelines to ensure the safety, security, and compliance of events held on campus. It is the responsibility of RCOs to familiarize themselves with these regulations.

Access Regulations and Policies

Some policies and permits may require additional lead time for processing. For events requiring equipment rentals or food, see the guidelines outlined in Policy Generally Prohibiting Contracting for Services (Regents Policy 5402). Access Regulations for Employee OrganizationsSec. Alcoholic Beverage PolicySec. Banner PolicySec. Campus Property Reservation GuidelinesSec. Commercial and Off-Campus Vendor Access PolicySec. Policy on Credit and Debit Card Acceptance and SecuritySec. The University is obligated to comply with various laws, regulations, guidelines, and policies to safeguard sensitive financial information, including credit and debit card data of its customers. Environmental Health and Safety PolicySec. A Temporary Food Permit is required for public events on UCI property where food is sold or given away. UCI requires permits to ensure the safety of our campus community and to track food that was cooked or served in the event of reported foodborne illness. Filming and Photography PolicySec. Filming and Photography GuidelinesSec. Fireworks PolicySec. Flag Display PolicySec. Food Service GuidelinesSec. Guidelines for Performance AgreementsSec. Performance agreements are used to engage the services of performers for concerts, lectures, and various theatrical and musical productions. Minimum requirements for vendors performing work on University property. The University of California does not need to be a certificate holder/additional insured on a workers comp policy, but University policy does require these elements for Commercial Liability and for commercial auto insurance. Non-Research Animal PolicySec. Parking Permit and Adjudication GuidelinesSec. Parking, Transportation, and Traffic Regulation PolicySec. Posting GuidelinesSec. Smoke and Tobacco Free PolicySec. These Policy and Procedures set forth the responsibilities of the members of the UCI community for establishing and maintaining a Smoke and Tobacco-Free environment. UCI Major Events PolicySec. Use and Scheduling of UC Irvine PropertiesSec. Use of SoundSec. Use of University Trademarks PolicySec. Use of Videotapes PolicySec. Unmanned Aircraft Systems (drones) on UCI PropertiesSec.

Insurance, Liability, and Waivers

The University of California requires that insurance certificates naming UC Regents as additional insured be provided by any off-campus service providers or vendors operating on University premises. Please refer to the Insurance, Liability, and Waivers section for more information.

Additional Resources and Services

SCES provides various supplementary services to support RCOs in planning and executing successful events.

Campus Resources

Student Center & Event Services (SCES) provides the campus community and its guests with a variety of services and venues for social, recreational, cultural, and educational pursuits. The Campus Blood Donor Center represents a life-giving link between the UC Irvine campus and the UC Irvine Medical Center in Orange. UCI Campus Assault Resources and Education (CARE) provides direct victim services and campus education on the topics of sexual violence, intimate partner abuse, relationship health, and personal safety. Dining Services provides the campus community with a wide array of dining options. The UCI DREAM Center stands with and serves those impacted by immigration policy through advancing systemic change, deconstructing oppressive policies, and fostering community. The International Center advances and facilitates international engagement at UCI to enhance the academic and personal experience of the international community. The Latinx Resource Center (LRC) was founded in 2019 to raise awareness of social, political, economic, historical and cultural realities of the Chicanx/Latinx communities. We accomplish this mission by offering resources, programs, and a space where cultura, arte and academia are interconnected. The center is dedicated to providing a safe and welcoming environment for UCI’s diverse lesbian, gay, bisexual, transgender, queer, questioning, intersex, and ally communities.

UCI Eventive

UCI Eventive is a venue request system for spaces booked by SCES. UC Departments can host their own Zoom webinars and events. To book an in-person event through Student Center & Event Services, please log in to UCI Eventive and submit a new event request. UC Departments can host their own Zoom webinars and events. To book a Zoom Webinar event through Student Center & Event Services, please submit a request on UCI Eventive.

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