Student Events

Student Events

Please Note: The UCLA Events Office is currently developing modified instructions for our in-person scheduling procedures to accommodate social distancing. These instructions will be posted as soon as they are available.

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 scheduling requests must be made by a signatory of the active RCO
    • Students should verify with the SOLE Office that they are a registered signatory prior to scheduling
  • Requests must be made at least seven days in advance of the meeting date
  • RCOs are allowed to schedule one meeting per week with the below exceptions:
  • Requests for one-time meetings (non-weekly/non-recurring) can be made by using the online meeting room request form
  • Weekly meetings must be scheduled in person at the UCLA Events Office in Kerckhoff Hall, Room 168
    • Please Note: The UCLA Events Office is currently developing modified instructions for our in-person scheduling procedures to accommodate social distancing. These instructions will be posted as soon as they are available.
  • In-person scheduling hours at the UCLA Events Office are Monday through Friday, 9:00 a.m. – 3:00 p.m.
    • If you would like to schedule a classroom during the weekend, the signatory must email the scheduling request to [email protected]. Facilities Management room opening fees apply for weekend room use
  • Student classroom meetings typically do not require event management assistance
  • To have the projector turned on in the classroom (weekdays or weekends), you must place the order directly with Audio Visual Services. There is a fee to have it turned on.

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 [email protected]
    • 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 [email protected] 
    • 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