Policies-Campus Department

INTRODUCTION

• Mission Statement
• Department Overview
• Facilities Reservations Process

• Rental Eligibility & Fee Structure
• Other Fees

• Required Permits
• Space Usage Policies
• Violation of Rental Policies

INTRODUCTION

Mission Statement
The mission of Event Services is to provide comprehensive and cost-effective event planning and management to the University of California campus community by enhancing, promoting and supporting the meeting and event production facilities of the Martin Luther King, Jr. Student Union.

Department Overview
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.

Facilities Reservations Process
MLK meeting rooms are for the legitimate activities of the groups who reserve them. Reservations will not be accepted from any organizations with an outstanding balance due to the ASUC Auxiliary.
Campus Departments may not ask Registered Groups to reserve space on behalf nor may they reserve space for off campus groups 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. 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 7days prior to your event.

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.

DEPOSITS, PAYMENTS AND CANCELLATIONS

Deposits
All Student Union reservations must be guaranteed to be confirmed. Reservations without a guarantee are considered tentative and will be canceled 14 days after they are made. The following are acceptable forms of guarantee:

• Campus Departments: Reservations may be guaranteed by providing the chartstring account to which the event will be billed or by check.
• Reservations not guaranteed within 14 days are subject to cancellation.

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.

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 entire rental fee. 

No Shows
Any 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.

Payments
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.

Rental Eligibility & Fee Structure
Campus Departments do pay rental fees for use of the rooms with the exception of Student Activities & Services, Care Services, and Visitor Center who do not pay rental charges, but do pay labor for special setups and Building Managers if needed.

Campus departments pay by IOC (Interdepartmental Order or Change). Please see section on payment procedures for more instructions.

Other Fees

ELECTRICAL POWER (Pauley Ballroom/Lower Sproul)

220v power drop with 6 20amp circuits	$150 per drop
Standard Outlet Use in Upper or Lower Sproul	$25

CLEANING FEES
Excessive trash, debris or damage done to facilities by any group will incur a cleaning fee based on the degree of severity.

Cleaning Fee (if meeting room not reset)	$35.00
Cleaning Fee – Pauley Kitchen (if not cleaned after use)	$50.00
Cleaning Fee – Pauley Ballroom (if not cleaned appropriately)	$150.00 - 250

Any damage done to the facility will be charged back to the group responsible.

POLICIES

Required Permits

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.

Alcohol
An organization may serve alcohol at an event in the Student Union only if there is an approved “Notice of Event at Which Alcoholic Beverages Will Be Served” on file with the Event Services office at least 48 hours prior to the start of the function. The Building Manager will close down any event at which alcohol is being served without a valid permit. Only Campus Departments and outside groups may apply to serve alcohol. No student group shall be permitted to serve alcohol at any event.

Each permit must have the signatures of a Campus Department sponsor, the Student Union Director or appointee and the U.C.P.D. Special Events officer.

All organizations should allow at least one month for completion of the approval process.

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.

Space Usage Policies

INSURANCE
Depending on the nature of the event and/or the degree of risk it presents, the sponsor may be required to have an Insurance policy in force during that event. The University Office of Risk Management will determine what insurance coverage is necessary and can assist in purchasing special event insurance.

All third party vendors contracted by the event sponsor to provide services for the event such as a/v, décor or catering are expected to carry liability insurance coverage. Proof of such coverage may be requested prior to allowing vendor to work in the facility.

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 requesting to have more than 800 participants must schedule a meeting with the 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.

Pauley ballroom has a serving kitchen with refrigerators, freezers, stove, ovens, broilers and sinks. There is no dishwasher or ice maker. Groups must supply their own cooking and serving utensils. 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
Alcohol may be served only by organizations with campus department sponsorships, and then only with Alcohol Permits approved by MLK Event Services and the U.C.P.D. Special Events Officer. Food and Alcohol permits are available from the Event Services office. Groups should allow six weeks for completing the approval process.

Student groups may not serve alcohol at their events unless a campus department is sponsoring the event. The sponsoring department assumes full responsibility for monitoring that only those of legal drinking age are being served alcohol.

All groups applying for an alcohol permit must inform Event Services of who the designated individuals are that will be monitoring and enforcing legal drinking age at the event.

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.

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 $125 each.

VENDORS AND 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.

Violation of Rental Policies
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.