Thank you for your interest in using space managed by Student Center & Event Services (SCES) for your upcoming event. This form will gather the information necessary for SCES to evaluate whether space, resources, and adequate planning time are available . If space and resources are available, you will be contacted about next steps. The planner will walk you through the event planning process and provide you with cost and other key information.

This form should be completed by a full-time UC employee authorized to sign agreements and commit funds via KFS/interdepartmental recharge.


NOTE: 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. If the event is deemed a Major Event, and the client believes that the event is time-sensitive and cannot comply with the deadlines outlined in the Major Event Policy, then the client may request an exception to the Policy, as outlined in section D of 900-15.

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* 1. What is your department's (aka the event client/sponsor's) name?

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* 2. Client Information

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* 3. Co-sponsor Names - Are there any organizations involved in planning, marketing, and/or paying for the event?

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* 4. Basic Event Information

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* 5. All event related charges will be billed to you via KFS or Interdepartmental recharge. Please provide the KFS or interdepartmental recharge number.

Note: Requests to bill more than one account are considered on a case-by-case basis. When such requests can be accommodated, an administrative fee of $50 per additional payment account is applied to the event bill.

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* 6. What is the event goal and what activities will the event entail?

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* 7. Do you have an event agenda? If so, please outline the event components (with dates, times, and proposed sessions/activities) in the text field provided.

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* 8. Who will attend the event? Please check all that apply.

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* 9. Event Type

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* 10. How will you be marketing/promoting the event? Please select all that apply.

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* 12. Please indicate any equipment you would like us to provide/rent for the event?

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* 13. Are you bringing your own equipment or materials to the event? If yes, please specify. If no, type "NA."

If you plan to bring a structure, you must provide the dimensions, building materials, and structural support plans in the box below. No structure may exceed 10’ in height. Additional information may be required at a later date. All structures require University approval.

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* 14. Please select the most appropriate response in relation to your food service plans for this event.

Note: UCI Catering has first right of refusal in the UCI Student Center.

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* 15. Do you plan to serve alcohol at this event?

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* 16. Will you have any guest speakers at the event?

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* 17. Will you have any performers at the event?

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* 18. Will you have sound at the event? Sound is commonly used for outdoor events for announcements or for performances. If the event is indoors, will you be doing anything with loud sound that could impact other events such as playing drums, playing music, etc.?

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* 19. Will you hire any off-campus equipment company or service provider (e.g., florist, DJ, buses/transportation, photographer, etc.) for this event?

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* 20. Will you have any vendors or exhibitors at this event?

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* 21. Do you have power/electrical needs? If so, please specify.

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* 22. Please select the most appropriate response(s) in relation to film and photography for the event.

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* 23. Do you plan to show a film or hand out any copyrighted literature at the event?

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* 24. Do you have any other requests or components to this event that have not already been covered with the previous questions (e.g., ADA accommodations)? If so, please specify.

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* 25. I confirm that all information provided herein is accurate and that my organization and I will conduct the event in accordance with University policies and procedures.

Thank you for submitting an Event Inquiry and Planner Meeting Request. Requests will be reviewed in the order in which they were received. If resources are available for the proposed event, you will be contacted regarding next steps.

Related questions may be directed to the Student Center & Event Services administrative office at reserver@exchange.uci.edu or 949.824.5252.

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