Venues & Event Planning

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RCO Event Venues

Who can book spaces/ make event requests?

To book meeting and event spaces through Student Center & Event Services (SCES), students will need to become an authorized signer for a Registered Campus Organization (RCO) through the Office of Campus Organizations and complete the SCES COOL Training – A Guide to Successful Events.

How can I reserve a space?

Please review the Student Center & Event Services website to book the following spaces:

  • Classrooms/Lecture Halls
  • Booth space on Ring Mall
  • Meeting rooms in Student Center
STUDENT CENTER & EVENT SERVICES

Other Reservable Facilities

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. *Only signers of a RCO should reserve facilities*

  • Anteater Recreation Center (ARC) & Athletic Fields
    • Complete a facilities reservation application. Contact the ARC for more information at (949) 824-5346.
  • Bren Events Center
  • Cross-Cultural Center (CCC)
    • To reserve the Dr. White Room, Ring Room, or Conference rooms in the CCC, click here. Complete the required forms to the CCC. To check the availability of a room, check their calendar here.

Event Planning

Step 1: Choose an event title, date, time & venue
  • Discuss which services you will be needing for your venue (e.g., contact Student Center & Event Services):
    • Room set up
    • Equipment needs
    • Parking needs
    • Smart classrooms
    • Amplifed sound requests
  • Contact and confirm speakers/presenters for your proposed date(s)
  • Create a timeline and deadlines for different items on your to-do list
  • Organize sub-committees to complete specific tasks 
Step 2: Funding, Resources & Publicity
  • 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. Generate funding requests for your costs.
  • Secure Funding: How much money does your organization have for this event? Which funding boards can fund for this event? What resources are available to you as a RCO? 
  • Obtain a Temporary Food Permit for events and/or fundraisers with perishable goods (click here for information about working with food)
  • Purchase liability insurance or provide a certificate of liability insurance from your organization’s insurance carrier
  • Make publicity materials and begin to distribute them
  • Print invitations with RSVP deadlines and distribute 
Step 3: Event Day
  • Arrive early to set up and meet with all of your committee members
  • 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? Who is in charge of making sure the task gets completed? 
  • What is each person in your organization responsible for? 
  • Make sure you have a clean up plan (who will help clean up, put equipment away, what needs to be returned and by when, and how long will it take?)
Step 4: Post-Event
  • Revise your budget and generate any reimbursements with ASUCI
  • Evaluate the program (online survey, survey hand-outs, or e-mail for feedback) 
  • Hold a post-event meeting (debriefing) with your committee to analyze data from any surveys
  • Discuss what went well and what could be improved for next time 
  • Write thank you cards to departments and individuals who have been helpful to you in the event planning process
  • Praise your committee for the hard work they have completed