The UCLA Events Office provides venue scheduling and management assistance for non-academic meetings and events organized by Registered Campus Organizations (RCOs). We schedule activities in the university’s general assignment classrooms and outdoor campus quads. In all cases RCOs must have approval from their Student Organizations, Leadership & Engagement (SOLE) advisor to hold an activity on campus.
The Events Office provides event management assistance at no cost to students for RCO events, however there are costs for other event services, such as Facilities room openings, Audio Visual Services, equipment rentals, etc. Below are the scheduling guidelines and procedures for the most common student activities.
- All room requests must be submitted using our Classroom Request Form at least five business days in advance by an authorized signatory of an active RCO.
- Students should verify with the SOLE Office that they are a registered signatory prior to scheduling.
- Requests can also be made in person during our drop-in hours (please be sure to bring your ID).
- Registered Campus Organizations are only allowed to have one meeting room per week. We will begin accepting multiple room requests during Week 5.
- Exception: You can request a second (one-time) meeting room for Friday-Sunday.
- Multiple room requests submitted before Monday of Week 5 will not be processed.
- Please refer to the Scheduling Dates to Keep in Mind.
- Weekend requests are subject to a room opening fee starting at $54.12.
- This fee does not include AV activation.
- Student classroom meetings typically do not require event management assistance.
Please follow these steps in order to schedule an outdoor event:
1. The RCO signatory must acquire event pre-approval from their RCO’s SOLE advisor.
2. The signatory emails the scheduling request to the Events Office at events@events.ucla.edu.
- The request email must include the event date, time, location needed, and a description of the event.
- The signatory must copy their SOLE advisor on the request email.
3. When the scheduling is confirmed, the RCO signatory will be emailed an Event Summary form and a link to complete an Events OnLine (EOL) registration along with the name of their assigned Events Office Event Manager.
4. The signatory emails the completed Event Summary to their assigned Events Office Event Manager.
- The Event Manager will then contact the signatory to discuss the details of the event, create a layout if necessary, and provide an estimate of costs for services or equipment needed for the event.
Please follow these steps in order to schedule a multi-venue or guest speaker event:
1. The RCO signatory must first submit a proposal for a guest speaker or multi-venue event to their SOLE advisor.
2. Verification of event approval by the SOLE advisor must be submitted to the Events Office before the event can be scheduled and coordinated.
3. The signatory emails the scheduling request to events@events.ucla.edu.
- The request email must include the event date, time, location needed, and description of the event.
- The signatory must copy their SOLE advisor on the request email.
4. When the scheduling is confirmed, the RCO signatory will be emailed an Event Summary form and a link to complete an Events OnLine (EOL) registration along with the name of their assigned Events Office Event Manager.
5. The signatory emails the completed Event Summary to their assigned Events Office Event Manager.
- The Event Manager will then contact the signatory to discuss the details of the event, create a layout if necessary, and provide an estimate of costs for services or equipment needed for the event.
