Policies & Procedures

Overview

The Health Sciences Complex includes the Susan & Henry Samueli College of Health Sciences building and the Sue & Bill Gross Nursing and Health Sciences Hall. 

The Health Sciences Complex Reservation Policies & Procedures provides comprehensive guidelines for use of the facilities, ensuring that all events and activities held within the Complex are conducted smoothly and efficiently. Whether you are planning a department meeting, conference, reception, or any other event. This guide will help departments navigate the necessary protocols, reservation procedures, and operational standards. 

By reserving any space within the Health Sciences Complex, departments agree with all HSC Reservation Policies & Procedures, UCI Policies, and applicable federal, state and municipal laws and ordinances. 

Reservations are made on a first-come, first-serve basis. Classrooms are first prioritized for Registrar approved courses. 

Departments are responsible for making all arrangements for events and meetings, including setup, cleanup, and coordinating services directly with UCI Facilities Management – (949) 824-5444.

Incurring Charges

Currently,  there is no charge to reserve a space in the Health Sciences Complex but an account number is required to cover any incidental charges associated with the reservation, including cleanup fees, replacement costs for any damaged, lost, or stolen equipment or property. Departments are responsible for reporting any noticeable damage at the beginning of the reservation, by emailing  hscreservations@hs.uci.edu. Failure to do so may result in a fee.

Health Sciences Complex Reservation Policies & Procedures

Download PDF for full policies and procedures.

HSC Reservation Policies & Procedures (PDF)
Parking

Parking permits are required at all times for all vehicles parked on campus. Please visit the UC Irvine Interactive Map to learn more about the following parking locations and permit purchase locations.

We recommend parking in the Health Sciences Parking Structure, Parking Lot 70, and Parking Lot 83.

For those who have medical center parking permits, please visit the Parking Services Permit Reciprocity Chart to determine authorized parking areas.

Building Access

The main entrances of the Health Sciences Complex are accessible Monday through Friday from 7:00 AM – 7:00 PM (except university holidays). Hours are subject to change. Special approval and arrangements are necessary outside of these hours. The Health Sciences Complex spaces are equipped with automated doors and the reserved space(s) will be unlocked during the time reflected on the reservation.

Event Security

Please review the Campus Events Risk Grid to determine if your event may need a UCIPD security assessment. UCIPD will conduct a security assessment upon request. You can submit this information and contact UCIPD through the special event request page.

Event Signage

All signage must be displayed on equipment, such as easels, sign holders, sandwich boards, etc. The placement of signage on walls and elevators are not permitted. Departments are responsible for proper placement and removal.

Facility Configurations

Departments are responsible for returning reserved spaces to their original configuration by the conclusion of the reservation. 

Classrooms: Classroom furniture is not permitted to leave the room; however, furniture may be rearranged to suit event needs and returned to their original configuration by the conclusion of the reservation time.

First Floor Patio and Second Floor Terrace are equipped with furniture that may be reconfigured to accommodate event needs but these spaces must be returned to their original configurations. 

Departments may request additional equipment by completing a service request with UCI Facilities Management.

Catering and Food Service

Food and beverage are permitted except inside COHS classrooms or the Sue Gross Auditorium. Please note that some spaces may have food setup restrictions. You are responsible for coordinating your food and beverage needs and you must be on site for deliveries, setup, and cleanup. Please contact UCI Facilities Management (949-824-5444) to request additional trash cans and cleanup. If the space is found dirty after the event, you will be charged for the resulting facilities cleanup fee.

Please note: we do not provide additional tables or linens. Please be sure to include all necessary items for your setup in your catering order.

Alcohol Use

Departments are responsible for adhering to Campus Policy 900-13: Policy on the Sale, Service and Consumption of Alcoholic Beverages and must complete the Alcohol Request Form. This form should be completed at least 20 business days in advance to ensure sufficient time for the receival of signatures and approval.

To obtain the Event Location Approver signature, please send a completed Alcohol Request Form to Lauree Goodman (laureeg@hs.uci.edu). The form must be submitted to the UCI Police Department for final approval. Please forward the completed document to hscreservations@hs.uci.edu.

Audiovisual

Departments are responsible for assigning a member of their group to facilitate audiovisual support for events and meetings. The Health Sciences Complex does not provide staff to monitor audiovisual support for events and meetings, but we are available to assist with troubleshooting Monday – Friday 7:30 AM–4:30 PM. 

Restrooms and Lactation Space 

Multi-or-single-stall restrooms are available on floors 1-5 of the building. There is also an open lactation room located on the first floor (COHS 1207). The restrooms are located within the main corridors of each floor. On the first floor, the restrooms are located in the hallway behind the elevators. If your event is in the outdoor terrace or patio, the closest multi-stall restroom is on the first floor of the COHS building inside.

Trash & Cleanup

Departments are responsible for arranging custodial services, additional trash bins, and cleanup by submitting a service request with UCI Facilities Management. If UCI Facilities Management is unable to fulfill service requests, departments are responsible for properly clearing and disposing of all trash in the large receptacles located in the College of Health Sciences loading dock.