The Student Center & Event Services team is excited that you have expressed interest in holding your next event with us at the University of California, Irvine (UCI). To begin the inquiry process, complete and submit the information requested below. This form gathers the information necessary to evaluate whether space, resources, and adequate planning time are available for an event request.

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 defined as 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. Client Information

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

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* 5. Basic Event Information

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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 or 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 have any vendors or exhibitors at this event?

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

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

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

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* 23. 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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* 24. Please indicate at least three dates and times over the next two weeks when you would be available for a one-hour planning appointment to discuss the proposed event in greater detail.

Note: Availability must be for times during normal business hours Monday - Friday from 8 am - 5 pm PST.

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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 (including Policy 900-15).

Thank you for submitting an Event Inquiry and Planner Meeting Request. Requests will be reviewed in the order in which they are received. If resources are available for the proposed event, you will receive an email confirming an appointment with a Conference & Event Specialist.

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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