Policies & Procedures

Overview

Reservations are made on a first-come, first-serve basis. Occupants of the building have scheduling priority over those outside the building. Classrooms are first prioritized for Registrar-approved classes.

All rooms are available during regular business hours of 7 a.m to 7 p.m. Before- and after-hour requests will be considered on a case-by-case basis.

Users are responsible for returning the room or space to its original condition. Users are responsible for the behavior of their guests.

The reserving unit is responsible for any setup, cleanup, and working directly with UCI Facilities Management (949-824-5444) for any additional facilities needs.

Incurring Charges

Room Damages: Any costs for damages to the room or space will be charged to your department. If damage is noticed, notify the building manager through email at hscfacilities@hs.uci.edu before starting your meeting.

Cleanup Fee: If the room or space is found dirty after the event, the reserving unit will be responsible via recharge for the resulting facilities cleanup fee.

Equipment Replacement: Any damaged, lost, or stolen equipment will be charged at replacement cost value to the user.

Parking

Parking will continue to be extremely limited until the completion of the California Ave Parking Structure. We recommend that you and your guests park in surrounding lots, such as Lot 70, 82, or 83. View the most recent parking and directions here.

Building Access

The main entrances to the COHS building are accessible Monday through Friday from 7:00 a.m. to 7:00 p.m.. Hours are subject to change. Special approval and arrangements are necessary for after-hours events. Please indicate the need for after-hours access on your Reservation Form.

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

The placement of signs on walls and elevators are not permitted in the College of Health Sciences. All event signage must be displayed on equipment, such as easels, sign holders, sandwich boards, etc. Departments are responsible for the placement and removal of all signage once the event has concluded.

Room Setup

At this time, we do not allow any reconfiguration of furniture within the COHS classrooms, conference rooms, Sue Gross Auditorium, or second floor terrace. The first floor patio is an empty space that would require furniture rentals and setup if reserved.

You are responsible for returning the room or space to its original condition. Before your meeting, inspect the room and notify the building manager at hscfacilities@hs.uci.edu if you notice any damages. Failure to do so may result in a fee.

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

Users must adhere to campus policy 900-13. A UCI Permit to Serve Alcoholic Beverages must be fully completed and submitted. We recommend that you submit the form at least 20 business days before the event to allow time for the proper signatures. The form then must be submitted to the UCI Police Department for final approval. Please work with your department to complete the permit form.

Audiovisual

We do not provide staff to monitor AV or computer needs during your event. It is the sole responsibility of the user to assign a member of the user group to serve this role during the event. User manuals will be provided about room technology usage.

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.

Space Heaters for Outdoor Spaces

Space heaters are permitted on the terrace and first floor patio if rented, but propane must be contained in the heating unit ready for use. Spare propane tanks cannot be stored on the property.

Other Regulations

In addition to these guidelines, all applicable federal, state, and municipal laws and ordinances, and all other University policies and procedures apply to your organization’s members and guests in their use of the COHS facilities, including Sec. 900-15: UCI Major Events Policy.

By making a reservation and completing the reservation form, you agree with the above policies and regulations.