Events & Venue Agreements

Venue or Facility Use Agreements for UCI Events

Rental of venues or facilities for official UCI events will usually require execution of a signed agreement. Signing any agreement in the name of UCI requires Delegation of Authority. Besides the event specifics, like menus, pricing, and services, those agreements will include important legal/liability terms related to the event.

If a venue accepts your reservation without need to execute an agreement, then you do not need to submit anything to Procurement for review.

If you need assistance locating a venue, it might be helpful to inquire with Special Events & Protocols.

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Booking events at UC or UCI controlled venues do not require Procurement’s review and execution of the agreement. UCI controlled venues include Student Center, The Cove @ Beall Applied Innovation, Bren Events Center, etc. The UCLA Lake Arrowhead Conference Center is an example of a UC controlled venue.

The University Club is operated by Wedgewood Weddings, so it is not a UCI controlled venue. However, Procurement negotiated a master agreement with Wedgewood Weddings to establish the legal/general terms for all UCI events. To book an event at the University Club, your department may approve through their online portal and do not need to submit your event agreement to Procurement for review. You may pay through the UCI corporate card or requisition/PO. If you pay by requisition/PO, please upload the final agreement to the requisition.

Research Park is owned/operated by The Irvine Company. If your department leases space in Research Park, please book use of the common areas through The Irvine Company’s portal. You will receive a reduced rate as a tenant and be billed through The Irvine Company system (do not submit a KFS requisition/PO). If your department does not lease space in Research Park, you need to contact Real Estate Services (RES) at RES@uci.edu to coordinate booking of your event at the reduced tenant rate. Real Estate Services will book your event through The Irvine Company’s system, and assist you with the invoice/billing process for the charges:

  1. Send an event booking request to RES@uci.edu with sufficient time, date, specifics for your event (the same information you would provide to The Irvine Company)
  2. RES will submit a request using The Irvine Company system.
  3. The Irvine Company will send an invoice to RES after the event.
  4. RES will forward the invoice to your department so it can be processed and paid on time.

Once you determine the location of your event, review the proposed agreement to ensure the details (time, date, estimated attendees, menu, pricing, etc) are correct, but especially review the cancellation rights and liquidated damages clauses. Venues often include payment obligations (liquidated damages) in the event UCI chooses to cancel. Your department should discuss and negotiate (if necessary) those percentages or amounts to minimize UCI’s potential risk.

When your event agreement is ready for review, please email a Word or PDF version of the agreement to contracts@uci.edu with answers to the following questions. Please do not have the venue DocuSign or electronically route the agreement to Procurement/Contracts for signing.

  • Name of the UCI School/department/program hosting the event
  • A description of the event and anticipated activities
  • Does this involve meeting/event space, securing a block of rooms for guests to book themselves, booking rooms for UCI employees, all of the above?
  • The number of attendees
  • Who those attendees are (UCI employees, students, external guests, all of the above)
  • Whether alcohol will be served. If yes, by whom? (If yes, be sure to follow the Alcohol Approval Process)
  • Whether you plan to hire any outside (non-venue) service providers
  • The planned method for paying the venue fees (Req/PO or Corporate travel card)
  • The name of the department signer/approver for the DocuSign routing

The following venues have agreed to acceptable terms for past UCI events (not an exhaustive list). (Note that being on the list does not mean pre-approved such that you can bypass review by Procurement. It only means this venue has agreed to acceptable terms in the past.)

  • 21 Oceanfront
  • Andrei's Conscious Cuisine
  • Ayers Costa Mesa
  • Balboa Bay Club
  • Bayside restaurant
  • Beckman Center
  • BLK Earth Spirits
  • Bowlero
  • Costa Mesa Country Club
  • Coyote Hills Golf Course
  • Cucina Enoteca
  • Dave & Buster's
  • El Torito
  • Hotel Fera Anaheim, a DoubleTree by Hilton
  • Hyatt Huntington Beach
  • Hyatt Newport Beach
  • Hyatt Palm Springs
  • Il Fornaio restaurant
  • Irvine Barclay Theatre
  • Landry’s Affiliated Restaurants (Del Frisco's, Chart House, McCormick & Schmick's, Maggiano's Little Italy)
  • Lucky Strike bowling
  •  Marriott Bonvoy properties
  • Newport Beach Country Club
  • North Italia restaurant
  • Orange Hill restaurant
  • Seasons 52
  • Sheraton Hotels & Resorts properties
  • Sol Mexican Cucina
  • Sonesta Hotel
  • The Ranch restaurant
  • Twenty Eight restaurant
  • University Club/Wedgewood Weddings
  • Westin South Coast Plaza

The following venues that UCI would not negotiate acceptable terms, thus are not options for UCI events include:

  •  Any Convention Center (LA, Long Beach, Anaheim, Ontario, San Diego)
  • City of Irvine controlled venues
  • City of Newport Beach controlled venues
  • Flight at Tustin
  • Irvine Ranch Water District controlled venues
  • Newport Dunes
  • Orange County Mining Company