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Policies-Student Group
Event Services reserves and manages meeting and event space within the Martin Luther King Jr. Student Union, including but not limited to its meeting rooms, the Pauley Ballroom, and the Bear’s Lair Food Court. The Event Services Department consists of Reservations and Event Management staff. The Office is located in room 23 of the Student Union.
Groups who request meeting space for events outside the normal hours of operation shown above will be charged labor fees in the amount of $25 per hour. Requests must be submitted to Event Services at least two weeks prior to the event.
If a meeting runs beyond the normal closing time without prior authorization, groups may incur a fine.
MLK meeting rooms are for the legitimate activities of the groups who reserve them. Student Groups must be registered through the Office of Campus Life and Leadership; only the four signatories may make reservations. Reservations will not be accepted from any organizations with an outstanding balance due the ASUC Auxiliary.
Registered Student Groups may not reserve space on behalf of other organizations, campus or non-campus, for purposes other than legitimate group activities to avoid paying fees.
Reservations for meeting rooms should be made as far in advance as possible, preferably two weeks. Reservations for events in the Pauley Ballroom must be made at least three weeks in advance. Groups may hold no more than 5 reservations at any one time.
Reservations may be made by going to asuc.berkeley.edu and clicking on “Reservations”, by sending an e-mail to reservations@berkeley.edu, by calling 510-642-1141, or by visiting the Events Services Office in 23 MLK Student Union during Reservations Drop-In Hours.
All required floor plans, event orders, and approved permits pertaining to an event (food, alcohol, banners, etc) as well as proof of insurance must be received by the Reservations Office no later than 7 days prior to your event. Reservation privileges are available only to groups whose accounts with ASUC are current.
For larger events and ALL events to be held in Pauley Ballroom, a planning meeting with Event Services is required no later than 14 days prior to the start of the event.
Registered Student Groups
ASUC-sponsored student groups who have registered through the Office of Student Activities and Services (S.A.S.), Room 102 Sproul, may reserve Student Union meeting rooms at no charge for bona fide student group activities, Monday through Friday, during the semester in which they are registered. Events occurring on weekends, holidays or outside normal Student Union hours of operation will incur labor charges.
Registered ASUC-sponsored student groups are eligible to rent Pauley ballroom at a substantially discounted rental rate and facility service fee. Student groups are subject to all deposit and payment policies.
Student groups may have no more than the maximum of FIVE (5) reservations at any one time. Groups needing more reservation must wait until after one of their events has occurred before they can reserve additional space.
ASUC Units
ASUC Auxiliary departments are eligible to use Student Union rooms at no charge. ASUC Student Government Executive Officers and Senate, SUPERB (Student Union Program, Entertainment, and Recreation Board) & GA (Graduate Assembly) do not pay rental fees for the use of the rooms and will not incur any facility service fees as long as those activities occur during regular hours of operation Monday through Friday and can be performed by regular staff on duty.
Evening and/or weekend events in the Student Union will incur labor charges or Facilities Services Fees.
All events to be held in Eshleman Hall must be scheduled through the ASUC Secretariat. Any event that will be held outside normal business hours that require any services from Event Services, such as opening or closing of the facilities, require the approval of Event Services. Requests must be submitted a minimum of 7 days prior to the start of the event.
Set-up charges
Any group, including student groups and ASUC groups, requesting to hold events in Eshleman Library, Publications Center or any other space in Eshleman Hall that require any set-up other than the existing room set-up will be responsible for labor charges required to set up and tear down events.
The minimum charge for set-up and tear down for two people for two hours or 4 hours total is $100.00
Eshleman Events outside normal Business hours
Any event scheduled outside the normal business hours of MLK Student Union and requiring MLK Event Services to open and/or close the facility will be charged $35.
Registered student groups requesting the use of Multicultural Center at Heller Lounge must submit requests to the Multicultural Center Programming Coordinator for approval.
Events outside normal Business hours
Any event scheduled outside the normal business hours of MLK Student Union will be charged $25 per hour for every hour outside normal hours if they require Event Services staff. Events handled completely by Muliticultural Center staff are at the discretion of th MCC Coordinator.
Multicultural Center ROOm Set-up Charges
Events scheduled in the Multicultural Lounge requiring set-up requiring equipment other than what is already existing in the room will incur a $35 set-up fee.
AUDIO/VIDEO EQUIPMENT
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Large sound system (up to 6 mics) |
100 |
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Small sound system (2 mics) |
$75 |
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DVD or VCR + monitor |
$25.00 |
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Data Projector & Screen (4 hour rental) |
$85 for Student Groups |
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Screen ONLY |
$15.00 |
Note: A/V fees are included in rental of Pauley Ballroom
Banner Hanging
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Event Services can hang banners in Pauley Ballroom for an event |
$100 per banner |
Electrical Power (Pauley Ballroom/Lower Sproul)
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220v power drop with 6 20amp circuits |
$150 per drop |
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Standard Outlet Use in Upper or Lower Sproul |
$25 |
Note: Two (2) power drops are included in rental of Pauley Ballroom.
Cleaning Fees
Excessive trash, debris or damage done to facilities by any group will incur a cleaning fee based on the degree of severity.
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Cleaning Fee – (if meeting room not reset) |
$35.00 |
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Cleaning Fee – Pauley Kitchen (if not cleaned after use) |
$50.00 |
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Cleaning Fee – Pauley Ballroom (if not cleaned appropriately) |
$150.00 - 25 |
Any damage done to the facility will be charged back to the group responsible.
Deposits
All Student Union reservations must be guaranteed to be confirmed. Reservations without a guarantee are considered tentative and will be cancelled 14 days after they are made. The following are acceptable forms of guarantee:
- For ASUC Sponsored Student Groups: Reservations may be guaranteed by an ASUC purchase order in the amount of the full rental fee.
- For Non-ASUC Sponsored Groups: Reservations must be guaranteed by check, money order or cash.
Reservations that are not guaranteed within 14 days are subject to cancellation.
PAYMENTS
All rental fees must be paid in full no later than 21 days prior to the start of the event. Reservations for Pauley Ballroom require that 50% of the estimated service charges also be paid no later than 21 days before the event.
Payment
of final invoice is due no later than 30 days after the event. All
Groups with outstanding balances older than 90 days are subject to a
suspension of reservations privileges until it has been paid unless
other arrangements have been made with Reservations Services
Cancellations
To avoid any charges, cancellations must be received no later than 21 days prior to the start of the event. Cancellations received within 21 days of the event are liable for all rental fees. NO SHOWS
Any student group who fails to cancel their reservation and does not show up will not only forfeit all deposits but will be held liable for complete payment of rental fees and service charges
Student groups that fail to cancel a meeting room reservation and do not show will be charged according to the following schedule of fines:
First No Show $25
Second No Show $50
Third No Show $150
In addition, all future reservations will be cancelled. Meeting use privileges will be suspended for remainder of the academic year.
Food
For any event involving food or catering, a food permit must be completed and approved by the Environmental Health & Safety office. The application for a food permit requires information on the type of food being served, where the food will be prepared and stored and information on garbage removal. The customer may have to give the form to their caterer for completion. Food permits must be turned in at least seven (7) days before the event.
EH & S will make all approval or denials of food permits and the Event Services office will abide by that decision. For more information, please go to the EH&S Website
Banners
With approved Banner Permits on file, campus departments and off-campus organizations holding events in the Student Union, currently registered student groups and ASUC units may hang banners in designated areas on the railing of the third floor balcony of the Student Union.
Banner space is not reserved and is available on a first-come, first-served basis. Qualified organizations are responsible for constructing banners to the specifications below. Only ASUC units may hang banners on south railing; all other organizations must hang banners on the north railing. All banners must be hung between the top and bottom rails. Each organization may hang one banner at a time for a maximum of one week. Organizations may not move or remove any existing banners in order to put theirs up. Should the designated railings be full, organizations should contact Event Services for permission to hang banners on the east or west side railing; prior approval is required.
The Event Services Office may grant size and time exemptions (up to two weeks) to ASUC units. Organizations wishing to save their banners must do so before the Removal Date on the Banner Permit.
Insurance
The University of California requires that student organizations provide insurance for on-campus events. The University realizes this requirement is burdensome, and has made it possible for student organizations to obtain coverage for their on-campus events free of charge. To qualify for the free coverage, student organizations at UC Berkeley must meet the following conditions:
1. They must be registered and in good standing with Campus Life & Leadership (102 Sproul).
2. They must have written approval (usually in the form of a Facilities Use Permit) to use the campus space.
Once the above conditions are met, student organizations need to determine what further steps they must take to obtain the coverage. The following activities do not require any further action beyond meeting the two conditions above:Non-Athletic Activities:
* Anniversary Celebration
* Antique Show
* Art Show
* Association Meeting
* Auction
* Automobile Show
* Banquet
* Bingo
* Birthday Party
* Block Party (no street closures, amusement rides, or water attractions)
* Choral Competition
* Classical Concert
* Convention in Building(s)
* Craft Show
* Cultural Show
* Educational Show
* Fashion Show
* Graduation Party (with adult attendance)
* Job Fair
* Lecture
* Luncheon
* Musical
* Reception
* Retirement Party
* Reunion
* Seminar
* Speaking Engagement
* Symposium
* Teleconference
* Telethon
* Trade Show (Indoor)
* Voter Registration
Athletic Activities:
* Aerobics
* Archery
* Badminton
* Band Competition
* Baton Twirling
* Bowling
* Cricket
* Drill Team
* Fencing
* Golf
* Ice Skating
* Marching Exhibition
* Pom Pom
* Sailing
* Squash
* Swimming
* Tennis
* Volleyball
For all other activities, student organizations need to obtain a Certificate of Insurance. They should begin this process 7-10 days before the event by contacting any of the following:
1. Their Campus Life & Leadership or ASUC advisor
2. Campus Risk Management at risk@berkeley.edu
3. The University's insurance broker (Marsh) at 866-838-9536 from 6 a.m. to 3 p.m. Monday through Friday
Student organizations may also contact these three resources with questions about the University's student event insurance program.
NOTE: Some events are not covered by the University's insurance policy (for example: hang gliding from the Campanile). These are called excluded events. Student organizations that want to hold an excluded event on campus will have to pay for insurance themselves. They may call Marsh at 866-838-9536 (allow at least 24-48 hours for a quote), or they may seek insurance from another source. Without insurance, the excluded event cannot be held on-campus.
EVENT SECURITY
Police security is mandatory for dances and may be required at public events where alcohol is served and/or where cash is collected (e.g., for ticket sales). It is strongly recommended for events such as computer fairs or conferences where large amounts of equipment are on display. All police security must be arranged through the University of California Police Department (U.C.P.D.).
Event sponsors may not hire private security guards. Sponsors are responsible for providing sufficient staff to ensure that their event runs smoothly at all times. They must demonstrate that they have complete command of the expected attendance and room capacities, traffic flow, crowd and line controls, food and alcohol service, ticket sales, registration, etc. For large events, we recommend that sponsors rent radios to facilitate communication with all of their staff.
Groups requeting to have more than 800 participants must schedule a meeting with a UCPD & Event Services to obtain approval.
Catering
The Student Union does not have catering services. Groups may bring food into the Student Union rooms. All food other than pre-packaged snacks and sodas must be approved by the University Office of Environmental Health and Safety (E.H.&S.). Groups are responsible for picking up trash, bagging garbage and leaving rooms in reasonably clean condition; additional cleaning fees will be assessed if rooms are left in a mess.
Food may be prepared off-site in a licensed kitchen and transported to the Student Union for serving. The kitchen is available for use only with Ballroom functions.
Alcohol
Student groups may not serve alcohol at their events unless a campus department is sponsoring the event, which will require that the reservations be made and paid for by that department.. The sponsoring department assumes full responsibility for monitoring that only those of legal drinking age are being served alcohol.
Event Services will immediately close down any event at which alcohol is being served without a valid permit on file or where underage people are being served
Signs and Decorations
Groups must not use tape in or on Student Union exterior or interior columns, walls, elevators or windows. Pauley Ballroom rental includes two easels. Additional easels are available for rent for use in the Ballroom or meeting rooms. All meetings are listed on the daily Event Calendar which is posted next to the elevator on the second floor and in the display case in the fourth floor hallway.
Any taped items will be removed and sponsors will be charged $25 per item.
Meeting rooms have molding strips to which S-hooks may be attached. For a fee, Building Operations can hang items from the catwalks over Pauley Ballroom. Groups should make arrangements through Event Services.
Meeting Room Set-Up
The standard set-up for meeting rooms is to be set lecture style for the maximum capacity of the room. Groups requiring a set-up other than the existing set-up will be charged a $35 set up fee.
Groups are welcome to rearrange furniture to suit their own needs, but must reset the rooms to the standard set-up before leaving or they will incur a fine of $50.
All events in Pauley Ballroom require special setups which must be done in advance by ASUC personnel. Because of safety and security considerations, groups may not assist with or rearrange setups in the ballroom. Set-up charges are included in the facilities use fee and cannot be waived.
Smoking Policy and Fire Safety
Smoking is not permitted in any University building. Open flames or flammable materials are also prohibited by fire code in the Student Union. 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. Candles may be used on table settings in Pauley with approval from Event Services.
Music
Music is not permitted in any of the meeting rooms on the fourth or fifth floors, unless the group is renting the entire facility. Non-amplified music is allowed in Stephens Lounge on the third floor. Music of all kinds is permitted in Pauley Ballroom. All musical events must adhere to campus regulations regarding sound levels and security.
Electrical Power
ASUC supplies power outlets only. Groups must bring their own electrical extension cords which may not be run under doors or through any openings that might cause damage to the cords and/or possible shock or fire hazards. Most meeting rooms have limited electrical capacity. Groups must not attempt to operate high-demand equipment such as coffee makers or copy machines without first obtaining permission from the Reservations Services office. Pauley Ballroom has a convention power system capable of providing 20 amp 110V outlets to virtually any location in the room.
Two (2) power drops are included in the rental of Pauley Ballroom. Additional power drops are available up to a maximum of five (5) at a cost of $150 each.
Vendors & Exhibitors
Groups who plan to hire outside vendors, such as caterers, DJs, lighting companies, etc., must coordinate their operating logistics with Events Services.
Locations and content of vendor displays must have advance approval. Vendors and exhibitors may be asked to sign liability releases. All applications, permits, insurance policies, power requirements, personnel expectations, etc., must be approved by Event Services, and, if necessary, appropriate campus departments. All events must conform to University of California Campus Regulations.
Advance Equipment Delivery
The Student Union does not have facilities for receiving or storing materials shipped in advance of an event, unless a room is rented specifically for that purpose. UC Moving Services is the preferred provider for storage and delivery arrangements for the MLK Student Union. Services can arranged by calling (510) 643-6262.
Elevators
There are two elevators in the Student Union. The passenger elevator interior is approximately 76”x67”x96”. The freight elevator interior is approximately 70”x76”x96”. The doors to each open to approximately 43”x84”. Items over 84” in length may not fit in the elevators and must be carried up the stairs.
The passenger elevator may not be used for freight service, which includes any wheeled carts, hand trucks or dolly’s used to carry materials.
Loading & Unloading
Cars and other vehicles without commercial plates may stop for 10 minutes at the loading dock in the northeast corner of the Student Union garage to unload or load supplies. The garage has a clearance of 11’ 6”. Vehicles with commercial plates have a 30 minute time limit to load and unload.
Any group violating the above policies is subject to additional fees as outlined. Depending on the seriousness of the violation or the number of violations, groups could lose future rental privileges or be required to pay higher rental rates and provide additional security deposits.
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