This form will gather the information necessary for Student Center & Event Services to evaluate whether space, resources, and adequate planning time are available for a conference or special event request from a Registered Campus Organization (RCO). If space and resources are available, a planning meeting will be scheduled for you. The planner will walk you through the event planning process and provide you with cost and other key information.

If your RCO is planning a Routine Meeting (a regularly occurring meeting with only members of your club in attendance), Ring Mall information table, or Ring Mall food sale, then you do not need to complete this form. Instead, please call 949.824.5252 to schedule an appointment. vEMS account holders may submit requests for Student Center space for Fall Quarter 2014 routine meetings online. Visit http://www.studentcenter.uci.edu/meetings/vEMS_Room_Requests.php for more details regarding vEMS and how to obtain an account.

This form may only be completed by an Authorized Signer for an RCO. If your organization is not registered visit campusorgs.uci.edu/registration. Remember that signers must have completed all required steps of the registration process. If you are not a fully authorized signer for the RCO, then we will not be able to process your request.

* 1. What is the name of your Registered Campus Organization? Please provide the exact name registered with Student Life & Leadership.

* 2. What is your name? Please provide your name as it appears on file with Student Life & Leadership.

* 3. What is your student ID number?

* 4. What is your phone number? Please include the area code.

* 5. What is your email address? All communications, including planner appointment confirmations, will be sent to the email address provided.

* 6. What is your current physical mailing address?

* 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.

* 8. What type of event are you planning?

* 9. What is the title of your event?

Note: This is what will appear on the SCES calendar, room cards and any requested signage.

* 10. What are your desired event dates? In case your first choice date is not available, please indicate at least one alternative date.

* 11. What time does your event start? What times does your event end? If multiple dates are requested, are the times the same each day or different? Please be specific.

* 12. Do you need to access the venue prior to the event start time?

* 13. Do you need to access the venue after the event ends?

* 14. How many venues will you need? Will you have the need for any breakout rooms or separate rooms for meals/food service, a green room, etc.? Will you need outdoor space?

Please describe the number of venues and types of spaces needed along with anticipated capacity needs and layout requirements (see http://for a list of layouts) for each space. Venue preferences will be considered, but cannot be guaranteed.

* 15. How many people do you expect to attend the event?

* 16. Is there another organization involved that will be co-sponsoring this event?

* 17. Please select the most appropriate option for your event with regards to money collection during the event.

* 18. Who will be attending this event?

* 19. 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.

* 20. 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.

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

* 22. 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 and at the Newkirk Alumni Center. See http://www.ehs.uci.edu/programs/sanitation/foodpermit.html for details regarding perishable and non-perishable foods.

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

* 24. Will you have any guest speakers or performers at the event?

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

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

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

* 28. Do you have any other requests or components to this event that have not already been covered with the previous questions. If so, please specify.

* 29. Please select your billing/payment method for any charges that could be associated with this event.

* 30. 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 - Thursday from 8 am - 5 pm.

Thank you for submitting a conference or special event request. Requests will be reviewed in the order in which they were received. Please allow 5 days after submitting a request for us to check space, resource, and event planner availability.

If resources are available for the proposed event, you will receive an email confirming an appointment.

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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