Rooms for events at Berkeley Law
All event requests for use of classrooms are processed through the office of room planning to avoid conflicts with classes and other events.
- What’s an event? It’s any scheduled gathering that’s not a class.
- Classes have first priority; classes are handled by the Law School Registrar as class time must be tracked and reported to the American Bar Association for degree completion.
Individual students may not request classrooms, only registered student groups and journals. (Individual students have access to student study rooms with a student body account.)
- Your group must be registered with Student Services/Student Association Berkeley Law.
- If your group is listed on the Berkeley Law or SABL site it’s likely this office already has an entry for your group, but specific contact information will need to be submitted.
- Otherwise contact the office of Student Services to register your group.
Request system on the web
The preferred method for making requests for rooms is via the web based request system. (http://ems.law.berkeley.edu/VirtualEMS)
- The system displays graphically what is already scheduled and can help you make your request based on real time data.
- Site authentication is through CalNet, so group account holders can access the site as soon as their Berkeley Law account is activated.
- If you already have a student body study room account, this will be another option on the same site; you do not loose anything by acting as a room request person for your group.
Limit three room requesters’/accounts per group
Remember access comes through CalNet, so your group will need to delegate/appoint/elect a maximum of three (3) people to request for your group. This is not automatic, simply email room planning to establish these accounts. See ‘Next Steps’ section below for details.
Ground Rules for Room Use
- Classes cannot be moved to accommodate an event. Classes always take priority.
- The room is the responsibility of the reserving group; student groups reserving rooms are expected to provide oversight, supervision and clean up.
- Note that there is no time between the lunch hour and the following classes, leaving the room full of pizza boxes and spilled drinks is a violation or the ground rules and will be referred to the Dean of Students.
Facilities and Media
Both Facilities (room set-up) and Media (AV set-up), should you need them, require a minimum of three working days to fit you into their workload once you have a confirmed reservation.
- Events are in addition to the classes they are already supporting.
- Note that their email addresses appear at the top of every confirmation.
Facilities email: email@example.com
Media email: firstname.lastname@example.org
Send your request a minimum of two weeks in advance of the weekend you are requesting. Weekend room openings are handled by multiple Campus agencies, so two weeks is essential.
- The person submitting the alcohol permit must be the same person who made the room request.
- You must have your completed permit, including the Senior Assistant Deans’ signature, in the hands of Gar Russell, Director of Operations, a minimum of TEN working days before the event.
- Alcohol permits are for the designated space only. Alcoholic beverages cannot be taken to other parts of the building.
- Steps and requirements are detailed in the Alcohol Permits section
Food Selling Permits (i.e. bake sale)
- NO cooking of any kind is permitted at the law school.
- A Campus Environmental Health & Safety food permit is required for any event where food will be provided to a broad community, and anytime food is being sold on campus for any purpose.
- EH&S food handling guidelines and link to the permit application are here: https://ehs.berkeley.edu/food-water-safety/how-do-i-get-special-event-temporary-food-permit
- If you are familiar with the guidelines the application is here: https://jwas.ehs.berkeley.edu/eventpermit
- Permit applications must be submitted at least 7 calendar days before the event date to ensure adequate time for review and processing. Permits received less than 7 calendar days before the event date may not be reviewed in time.
Confirmations, Turn Around and Start of Semester Delay
You should receive a confirmation for your space request in about two working days. There are, however, other factors that could affect your event planning:
- Alcohol (permitting is a separate process)
- Room use restrictions (may apply)
- Your request is made early in the semester before the class room schedules are finalized by the Law Registrar.
Events in classrooms during class hours occurring in the first weeks of the semester receive approved-conditional status and may be moved/changed as the class schedule is being adjusted during this period.
- Once the Registrar releases the rooms for general use events that received approved-conditional status will be confirmed.
- Events that occur before the rooms are released will be confirmed on a case by case basis.
Rules of Thumb
Finalize a room before you finalize with a speaker. If you finalize with a speaker first and then you discover there is no availability renting a venue may be your only option.
Once you have a room confirmation contact Facilities sevices and/or Media Services should you need room set-up or A/V support. Their email addresses appear at the top of every confirmation.
When in doubt ask. Media, Facilities and Room Planning all want you to have a good event. If you are unsure about the utility of a given room or if your laptop will work with a projector we can help, but again lead time is the key. Don’t wait till day of the event.
Next Steps to Using the On-line System
- Recruit room requesters.
- When you have your room requester(s) send an email to room planning and include:
- group affiliation
- name(s) as registered at Berkeley Law
- phone number (not required but a good idea)
Room Planning email: email@example.com
Keeping in Touch
Group Email, while not required, is a really good idea. Should you establish a group email address contact room planning to have it added to the group account so confirmations can also go to that address. This is an easy way for your entire group to have access to reservation confirmations, general correspondence, etc. as CC-ing everything to that address is cheap and automatic back-up.