Event requests must be submitted at least 21 days prior to the event. If there is event planning logistics involved or charges associated, events are booked as tentative and your assigned Event Coordinator will assist you with the confirmation.
Only Student Government and Signatories of Registered Student Organizations (RSO's) may request the space. Event Services requires 1 single point of contact during the entire planning process, to be present at the event as the main contact, and for billing purposes. If the contact person changes a $77 per hour administrative fee may apply. There is no limit to the number of bookings per group, however if weekly events are booked for more than one month, we reserve the right to bump the group for new student group events or for GA/ASUC student government events (not sponsored events but actually hosted by GA/ASUC). We do not allow sponsorship of events. In order for a group to receive certain pricing, the reservation must be made by a representative from that pricing level, they must be the contact present for the event planning meeting as well as on the day of the event, and payment must come from them.
Graduate Assembly Executives and ASUC Executives have priority booking over non-paying groups. Groups may be bumped from a reservation by an ASUC/GA reservation when the event date is more than two (2) weeks from the date requested, and with approval from one (1) Student Government Executive Officer for most events and (2) Officers for larger events. The Event Coordinator will review the size of events to determined number of approvers. The Event Coordinator will also review any event requests within two (2) weeks from the event date.
Student Groups pay no room charge and set up is free. We are closed on academic holidays. No reservations can be made on holidays. See the UC Berkeley Academic Calendar for dates. All events must be completely closed by 2:00 a.m. Groups who do not clear the room by the end of the reservation time will be charged $50 per hour for each hour or partial hour after their reservation time. Groups are responsible for making sure vendors remove all equipment within the reservation times. Reservation and event times are FINAL 14 days prior to the event. Requests for changes to reservation and event times within 14 days of the event are subject to approval of an Event Coordinator. If group goes over the reservation time, an overtime fee of $50 per hour will be applied. An Event Services staff member is required to be on site at all times for all events.
Your group is responsible for taking out everything brought in to the event that day. Our staff will tear down our equipment and take out trash inside the event hall. If your event generates a need for excessive cleaning including significant amounts of trash, beverage containers, stains and/or litter on the floor, and leftover food, you will be billed for any cleaning charges in excess of your reservation. Groups must completely clean the white boards and put all trash in the trash bins or a cleaning fee will be charged. Any damages or cleaning fees will be assessed by Event Services and charged to the group.
A projector is $50 per event, and the 12x12 Projector Screen is $50 per event.
1 house sound system with 2 speakers, mixing board with up to 5 wired microphones is included in your rental.
If you do not show up to your event, you will receive a formal warning from Event Services about your policy violation. Any further No Shows for the remainder of the semester will result in a NO SHOW fee of $850.
Invoices are generated within 3 business days after the event and sent via email. Any remaining balance is due within 14 days of the event. Groups with outstanding balances past 14 days are not eligible to make new reservations, and the outstanding amounts may be sent to collections.
All equipment requested is final 3 business days prior to event. Your rental includes a 1 hour meeting with an Event Coordinator and up to 3 room diagrams. Room diagrams are final 3 days prior to the event, additional room diagrams and additional consultation meetings will be charged at $77 per hour. Meetings are set up no later than 30 days prior to the event. At the time of the meeting, you should know what is needed for the event - exact times, set-ups, equipment, audio visual, and catering.
INTERNET ACCESS: Please request AirBears wireless Internet guest passes from your Event Coordinator at least 3 business days in advance. Each pass costs $1.00 per day.
DANCES & CONCERTS:All dances and concerts require a security plan, hiring UCPD security for a fee, and a security meeting with Event Services and UCPD. Submit a dance / concert form online at:
HIGH PROFILE SPEAKERS & PERFORMERS: UCPD must be notified of all high profile speakers and performers at events, and when speakers/performers are bringing their own security to the event.
CASH HANDLING: If you plan to have cash handling at your event (ticket sales, selling items, etc.), a cash handling procedure coordinated with Event Services is required.
CHILDREN: If children are present at the event an onsite caregiver must be used to supervise children at all times
SECURITY: You may request security at your event but it is not required. Only UCPD may be hired as security for events. There is a fee. [Security Request Form | Police Services Rates]
ALCOHOL: If you plan to have alcohol at your event, an approved alcohol permit is required to be displayed at the event. Request alcohol permit at least 7 business days in advance. No alcohol is allowed at undergraduate student events. [Alcohol Permit]
Any leftover event items will be taken to UC Police Department in 1 Sproul Hall. Event Services is not responsible for lost, stolen, or damaged goods.
Each venue has its own amplified sound policies, additionally all amplified sound exception are limited between the hours of 7am-10pm Monday-Friday and 9am-10pm Saturday-Sunday.
FOOD PERMIT: If your event is open to the public and you are serving food, an approved food permit is required to be displayed at the event. Request food permit at least 7 business days prior to the event or food will not be allowed at the event. [Food Permit]
BBQ PERMIT:If you plan to have a BBQ, an approved BBQ permit must be displayed at event. Request BBQ permit at least 7 business days in advance .or a BBQ will not be allowed at the event. The use of propane stoves is prohibited. [BBQ Permit]
CATERERS: You may use any caterer and they must submit the following documents to Event Services at least 7 business days prior to the event, or they will not be allowed at the event: (1) insurance, (2) recent health permit, (3) business license, (4) auto insurance if driving on campus, (5) workers comp if having workers on site at venue.
LINENS: Event Services can rent linens for your event. Requests must be made via email to your Event Coordinator: for Alsco linens, by Tuesday at 5:00 p.m. (no exceptions) for delivery on Friday at 12:00 p.m. noon, for La Tavola linens, by Monday at 5:00 p.m. (no exceptions) for delivery Wednesday at 12:00 pm noon. Please refer to the Linen Price Sheet for pricing information.
If you plan to have any third party (group not affiliated with campus) at your event, each vendor must submit insurance to Event Services no later than 7 days prior to the event or they cannot be at the event. The certificate must include (1) you or your organization listed as the Insured, (2) the Regents of the University of California listed as an Additional Insured, (3) insurer/producer name and contact information, (4) policy start and end date encompassing the date of your event, (5) General Liability coverage of at least $1,000,000, (6) Automobile Liability coverage of at least $1,000,000 if bringing a vehicle onto campus, (7) Workers' Compensation coverage if bringing employees onto campus, and (8) 30 days' advance written notice to the University of any modification, change, or cancellation of any component of the insurance coverage. Vendors may use any insurance company, including the campus insurance Marsh Campus Connexions (866) 838-9536 from 6 a.m. to 3 p.m. Pacific Time.
TICKET SALES (Dances/Concerts only):If you are selling tickets for your event you must follow the following restrictions. All tickets must be purchased by a UC Berkeley student with valid ID. A UC Berkeley student with a valid ID must purchase tickets for guests. Guest(s) must be present at purchase of ticket and present a college ID (one guest per UCB student may be a non-college student). Tickets must be printed and sequentially numbered.All tickets must clearly state the following information:· This event is not open to the public· UCB students and accompanied guests only (Maximum 3 guests per UCB student only one may be a non-college student)· Attendees must show valid student identification & photo identification· All guests must be 18 years or older with proof of age· No alcohol or drugs permitted· No weapons permitted· Tickets may be sold at the door up to one hour after the event begins.
EVENT AGENDA/WEBSITE: If your event has a website or a planned agenda please submit to Event Services as soon as possible.
PUBLICITY MATERIALS: Submit any publicity materials to the LEAD Center for approval at least 4 weeks in advance of your event. No off-campus promotion of a dance, including radio, newspaper or television advertising, shall be permitted. All dance publicity materials shall clearly state that the dance is open to UC students with valid identification cards and their guests with proof of age 18 years or older and college identification. Advertising must clearly indicate that the dance is not open to the public.
USE OF UNIVERSITY NAME AND TRADEMARKS: Use of University of California, Berkeley name is restricted to a geographical description (for purposes of describing the physical location of the event as being on the UC Berkeley campus). Other uses of name and trademarks are governed by the Berkeley student regulations as found at http://students.berkeley.edu/uga/regs.stm. If you wish to seek an exception, please complete the Trademark Use Request Form and allow 3-4 days for your request to be reviewed and processed. Note: only an approved licensee (see http://ombo.berkeley.edu/name/promotion for a current listing) may apply UC trademarks on goods for giveaway or resale
COPYRIGHT FILMS: If you plan to show a copyrighted film an approved you must obtain written approval from the film's distributor and submit to Event Services at least 7 business days prior to event.
Use of any tape, including blue tape, is not allowed anywhere in the Anna Head Alumnae Hall. Taped items will be removed, and sponsors will be charged $25 per item. Please request an easel for signs. Nothing can be hung from the ceiling. To hang a banner inside Anna Head Alumnae Hall, please request pipe, which costs $20 per 10' pipe setting. The following are never allowed: open-flame candles, incense, glitter, confetti, loose rose petals, loose glitter, and chocolate fountains. Votive candles in a container taller than the exposed flame may be allowed. Container must be approved by an Event Coordinator in advance. Remove & deflate all balloons at end of event. You will be charged a cleaning fee if balloons are not removed.
FUNDRAISING: If you are planning to sell items at any event please obtain a Fundraising Certificate through the LEAD Center. The certificate is good for one entire academic year and you can access it by clikcing here. If you are planning to obtain more than $500 cash at an event please notify Event Services and we will help you get approval by UCPD!
VENDORS SELLING: If you plan to have 3rd party groups selling items at your event you must receive approval from the Campus designee. Event Services will obtain approval. Please provide (1) what you are selling, (2) the sales price, (3) what is your cash handling procedure.
Unloading may be done in the small lot next to Anna Head Alumnae Hall or the street in front of Anna Head Alumnae Hall. Parking passes for Campus lots must be requested at least 7 business days in advance. The nearest parking garage, Underhill, has a clearance of 8'2".
LOAD IN/OUT: All load in must be during the reservation times. The room will be unlocked at the start of your reservation and relocked at the end of your reservation. All vendors must access the room during your reservation times.
ELEVATORS: There is one elevator in Anna Head Alumnae Hall. 3'x4" and it is 7ft tall.
STORAGE: There is overnight storage in the building. If wishing to leave equipment overnight a security plan must be in place and approved by an Event Coordinator. If you are going to be late, please call to keep the room locked until your arrival.
Smoking is not permitted in any University building and is prohibited within 20 feet of the building. Open flames or flammable materials are also prohibited by fire code in Anna Head Alumnae Hall. Fire regulations state that doors to rooms may not be propped open by any means, nor tables or chairs allowed to be placed in hallway lobbies. Fire exits must not be blocked.
***CONTACT NUMBER DURING YOUR EVENT: (510) 292-7189 ***
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FEES: Campus outdoor spaces are free for students to reserve, however there are required charges through Physical Plant if you (1) are using a green space there is a $75 sprinkler turn off fee, (2) events longer than 4 hours and with food or alcohol start at $211 (for 100 people) for portable restrooms and required trash bins, (3) minimum of $116 for electrical access, and (4) compost bins start at $10.
TYPES OF EVENTS: Only events that are ACADEMICALLY DRIVEN are allowed at campus outdoor spaces.
WHO CAN BOOK: Only signatories of Registered Student Organizations (registered with the LEAD Center) and student government may reserve Campus Outdoor Spaces.
HOW TO BOOK:Fill out the Outdoor Space Reservation Form online. Forms are accepted 1 year in advance. A reservation is required for all campus outdoor events.
Event Services at the Student Union is part of the ASUC Auxiliary and is located at 102 Sproul Hall. We have professional event planners who can help you plan your event! Event coordination is $77 per hour, in line with the campus recharge policy. Here are some ways we can help:
We have standing relationships with many vendors around the Bay Area. Ask for discounts! Please refer to the Suggested Vendor List on the Services dropdown menu.
TRASH, RECYCLING, COMPOSTING, PORTABLE RESTROOMS, ELECTRICAL: Event Services will coordinate through Campus Physical Plant if you plan to have an electrical power set up, trash bins, recycling bins, composting bins, and/or if you need portable restrooms. There is a charge for these items and they only accept campus chartstrings. Power fees start at $116. Events with food, alcohol, and events longer than 4 hours are required to order trash bins and portable restrooms at a minimum. Charges will be added to the reservation. Please note that bins and restrooms are dropped off and picked up Monday through Friday. If the event requires extra clean up charges or has accrued any additional charges, these charges are added to the final invoice. If you are requesting an outdoor space that has a lawn, the Physical Plant fee to request that sprinklers be turned off is $77. Event Services will coordinate and add this cost to your reservation.
EVENT TIMES: Campus hours are 6:00 AM to 2:00 AM. If you would like to have an event outsdie of these hours, Event Services will coordianate a security meeting with UCPD and there may be fees associated with an overnight officer.
CLEANING: Your group is responsible for removing everything brought in to the event that day. If your event generates a need for excessive cleaning including significant amounts of trash, beverage containers, stains and/or litter on the floor you will be billed for any cleaning charges in excess of your reservation. Any damages or cleaning fees will be assessed by Event Services and charged to the group after the event.
If you plan on using any tape on the ground and do not clean it up after your event, you could be billed for a minimum of $150 for cleaning charges.
Invoices are DUE within 14 days! If invoice is not paid your group will be blocked for the semester.
LOST/STOLEN ITEMS: Event Services is not responsible for any lost, stolen or damaged goods. All left over event items will be taken to UC Police department located in 1 Sproul Hall.
Contact Marsh Campus Connections. The insurance certificate must name "University of California Regents" as additionally insured. All Certificates of Insurance for an event must be submitted to the Event Services Office no later than seven days prior to the event.
Call Marsh Student Coverage Line Toll Free at 866-838-9536 (Monday through Friday, 6 a.m. to 3 p.m.)
We have a large inventory of equipment included in your room rental. You may set up the room yourself free of charge, or you may pay Event Services to set up the room for your event.
Tables 5' Round tables (21) 6'x30” Banquet tables (40) - 8 persons per table Cocktail rounds (10) - Low or High Setting Classroom tables 6'x18” (30)
Miscellaneous Podiums (2) Large beverage containers (2) Easels (13) Coat racks (5) 10' Pipe & drape (20)
Audio/Visual Included in rental fee: House sound system, which includes up to 5 wired microphones
$50 (students), $75 (campus), and $100 (public)
$50 (students), $75 (campus), and $100 (public).
Phone: (510) 642-1141 E-mail: firstname.lastname@example.org Office: 2495 Bancroft Way, MLK Jr. Building, 2nd floor, Berkeley, CA 94720