Event requests are accepted at least 21 days prior to the event. A tentative reservation will be sent to you, and your assigned event planner will work with you to confirm your event.
To confirm a reservation, campus departments must provide a chartstring at the time of booking, and $250 non-refundable, non-transferable deposit will be charged and is due within 14 days of making the reservation. 50% of the bill is due 60 days prior to the event, and the full amount is due 30 days prior to the event. The confirmation will be sent to the main contact listed on the tentative application form via email.
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 consultation fee may apply. 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.
ASUC and GA have priority booking. Groups may be bumped from a reservation by an ASUC/GA reservation with approval from the ASUC President, ASUC EVP, GA President, or GA Assembly Affairs/Internal VP, and only when the event date is more than two (2) weeks from the date requested. When the event date is less than two (2) weeks from the date requested, groups may be bumped from a reservation by an ASUC/GA reservation with approval from two (2) of these four (4) officers: ASUC President, ASUC EVP, GA President, GA Assembly Affairs/Internal VP.
Campus departments will pay for room use: $350 for a half day (4 or less hours), and $650 for over 4 hours, up to 10 hours and then $175 per hour thereafter. Building hours are Monday through Friday 8:30 a.m. to 9 p.m., Saturday 10 a.m. to 6 p.m., Sunday 12 p.m. to 5 p.m. during the academic year, and during the summer Monday through Friday 8:30 a.m. to 6 p.m. with no normal operating hours for weekends. We are closed on academic holidays. No reservations can be made on holidays. See the UC Berkeley Academic Calendar for dates. Event times are 8 hours in length, with 1 hour for setup and 1 hour for break down, for a total of 10 hours. All events must be completely closed by 2:00 a.m. Groups needing the event space open other than normal operational hours pay $175 per hour for every additional hour, and a 30-day notice is required for the scheduling of additional hours.
Groups who do not clear the room by the end of the reservation time will be charged $175 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 $175 per hour will be applied. An Event Services staff member is required to be on site at all times for all events.
Event Services sets up and breaks down your event for a fee of $200 for a lecture set up, and $300 for all other set up styles.
A/V projector is $75 per event and the 12x12 Projector Screen is $75 per event. A house sound system with 2 speakers, mixing board and up to 5 wired microphones is included in your rental.
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.
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 AirBearswireless 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, the possible hiring of UCPD security for a fee, and a possible security meeting with Event Services and UCPD.
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. [Alcohol Permit Request Form]
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.
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 Request Form]
SPECIAL EVENT PERMIT: If you expect 50 guests or more you must have an approved Special Event Permit at your event or your event will be shut down. THEY ARE ONLY ACCEPTED 10 DAYS IN ADVANCE: Special Event 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. Please note that the use butane stoves is not allowed: Cooking/Open Flame 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.
The University has purchased a commercial insurance policy to cover virtually all on-campus events hosted by registered student organizations. Campus groups holding low risk events do not have to receive a Certificate of Insurance because coverage is automatic. Low risk events include meetings, lectures, receptions, seminars, and teleconferences. For all other events, insurance is required. 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 7 days prior to the event or the event cannot take place at the venue.
3rd PARTY VENDORS: 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 Connections (866) 838-9536 from 6 a.m. to 3 p.m. Pacific Time.
EVENT AGENDA/WEBSITE: If your event has a website or a planned agenda please submit to Event Services as soon as possible.
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.
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.
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.
BUILDING RULES: 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 ***
ONLY EVENTS THAT ARE ACADEMICALLY DRIVEN ARE ALLOWED ON CAMPUS OUTDOOR SPACES.
NO CARS ARE ALLOWED ON GREEN SPACES.
***CONTACT NUMBER DURING YOUR EVENT: (510) 859-6973 ***
INVOICES are DUE within 14 days.
Event Services Event Coordinators can help you plan your event! 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 Recommend Vendor List on the Services drop down menu:http://uceventservices.com/index.php?option=com_content&view=article&id=120&Itemid=120
UC Moving coordinates equipment rentals, set up and tear down on campus and can be reached at (510) 643-6262.
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.
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.
QUICK GUIDE TO CAMPUS PERMITS:
Once we receive your space request form, an email will be sent to you notifying you of the building coordinators to contact for approval.
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.
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