Steps Overview: Register your organization→ Choose 3 room requesters from your group→ List requesters with room planning→ Requester goes to room request site<link>submits room request→ Submit ticket with Building Services and/or Media Services if needed→ Submit alcohol permit if needed
All event requests for use of rooms and spaces are processed through the office of room planning to avoid conflicts with classes and other law school events.
- What is considered a law student event? A law student event is a scheduled gathering by a registered law student organization or journal that is held for the benefit of, and supports the mission of that organization or journal as a whole.
- 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.
Steps for registering a group, reserving rooms, equipping events
Individual students may not request classrooms, only Berkeley Law registered student groups and journals may reserve space for events. (Individual law students have access to student study rooms with a student body account.)
- Your group must be registered with Student Services/Student Association Berkeley Law (SABL).
- 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 (proceed to step 2).
- If your organization or journal is not registered, please contact the office of Student Services to register your group.
- Your group will need to delegate/appoint/elect a maximum of three (3) people to request for your group.
- Note: 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 room request person for your group.
- When you have your room requester(s) send an email to room planning and include:
- group affiliation
- name(s) as registered at Berkeley Law
- email for each requester
- phone number (not required, but a good idea)
- The email for Room Planning: firstname.lastname@example.org
- Access is authenticated via the Campus-wide CalNet service.
- For details on use of the room request system, Please see the How-To section of this site.
- 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.
- You cannot exceed room capacities, hold food events in NO FOOD rooms, stand on desktops, or otherwise misuse the space provided.
- You must plan your events to leave enough time to clean up before the next class or event in that room.
- Time is especially tight during the lunch period
- It is a violation of ground rules to leave behind food mess, spills, sticky table tops, pizza boxes, etc.
- Violation of the ground rules and will be referred to the Dean of Students and your organization or journal could loose room privileges.
- Room requesters sign in-to and reserve rooms via the Berkeley Law room site.<link soon>
- For details on use of the room request site, Please see the How-To section.
- The system displays graphically what is already scheduled, so room requesters can make requests based on real time data.
- Site authentication is through CalNet, so account holders can access the site as soon as their Berkeley Law account is activated.
- In addition to requesting rooms the request site has tools for determining the number and size of existing events using the browse features.
Generally speaking, you will receive a confirmation for your space request in two-three working days. There are, however, other factors that could affect your event planning:
- Alcohol at event (alcohol permit is a separate process, see Alcohol Permits). Reservation will not be finalized until the permit is also finalized.
- Room use restrictions may apply. While we try to gain enough information from you before confirming an event, occasionally a room cannot be used as the purpose or size of the event ends up not matching that of the room. Please be specific on your room requests and see Room Descriptions when choosing a room to help avoid this issue.
- If it is determined that your event requires security there may be significant time and costs involved that will affect confirmation. Security assessments are handled by UCPD per Campus event policy.
Events in classrooms during class hours occurring in the first weeks of the semester before the class room schedules are finalized by the Law Registrar 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.
If your request is made in one semester for an event taking place in a following semester, or in summer session, there will be significant delays before your reservation can be confirmed.
Building Services (room set-up, compost bins, supplemental furniture, etc.) and Media Services (AV set-up, conferencing, etc), are NOT included in your reservation. Should you need either, or both, you will contact them yourself, and they require a minimum of three working days to fit your request into their workload once you have a confirmed reservation. Please remember events are in addition to the classes they are already supporting.
Generally, you will be required to do clean up after your events. For larger scale events where additional custodial service is required, there may be associated costs. Contact Building Services for questions.
Send email to the address below to open a ‘ticket’ for service for your event. (These email addresses also appear at the top of every event confirmation)
When in doubt ask. Media Svs, Building Svs and Room Planning Svs all want you to have a good event.
- Make 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 for this coordination to take place, and the room opened on the day of your event.
- A completed alcohol permit is required by UCPD for every alcohol event, 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 good for the designated space only. Alcoholic beverages cannot be taken to other parts of the building not specifically listed on the permit.
- Steps and requirements are detailed in the Alcohol Permits section of this site.
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.
If your organization or journal is planning an event that may require security for speakers or other security needs, contact Director of Operations Gar Russell as much in advance of your event as possible. The law school has no security of it’s own and must arrange this with UCPD.
If your organization or journal is planning a larger scale or multi-day event, you may also need to arrange for custodial service or extra trash bins, get an alcohol permit and arrange for staff to be present at your event, arrange for security, etc. Your group may be required to pay the cost of some of these services as well.
Law Organizations should see Event Planning Resources for a full list of all the steps required and resources available for full scale event planning.
Law Journals planning symposia or other events should see Law Journal Event Planning.
Finalize a room before you finalize with a speaker, print posters, etc. If you finalize with a speaker first and then you discover there is no availability renting an outside venue at your expense may be your only option.
Once you have a room confirmation contact Building Services and/or Media Services should you need room set-up or A/V support. Their email addresses appear at the top of every confirmation.
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.
- 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 as well. 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.