Mission Statement
Department Overview
Facilities Reservations Process
Deposits, Payments, and Cancellations
Rental Eligibility
Other Fees
Required Permits
Space Usage Policies
Violation of Rental Policies
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.
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.
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 asucrsvp@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 tahn 14 days
prior to the start of the event.
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:
check, money order or cash. 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 amount of rental fees.
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 Services
Off campus organizations may rent meeting rooms and Pauley Ballroom at the public
rate plus set-up charges for standard room sets. Additional labor or set-up
charges may apply based on event requirements. Payment must be made in full at
least 30 days prior to the event unless other arrangements are made.
All outside groups are required to obtain a liability insurance policy with a
minimum of $1,000,000 in coverage that will be enforce during their event. The
University Office of Risk Management can assist in securing a policy and will
determine whether coverage meets the requirements. Groups
failing to provide proof of insurance no later than 21 days prior to the start of
their event will have their reservations cancelled.
AUDIO/VIDEO EQUIPMENT
|
Large sound
system (up to 6 mics)
|
$125.00 |
|
Small sound
system (2 mics) |
$95 |
|
DVD or VCR +
monitor
|
$25.00 |
|
Data Projector & Screen
(4 hour rental) |
$125.00/ $25 each
additional hour |
|
Screen
ONLY |
$15.00 |
Banner
Hanging
|
Event Services can hang
banners in Pauley Ballroom for an event |
$100 per
banner |
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 -
250.0 |
ANY damage done to the facility will be charged back to the
group responsible.
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. Event Services staff will close down any event at which alcohol is being
served without a valid permit.
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.
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.
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.
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 & 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 the 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 and 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.