Steps Overview: Register your organization→ Choose 3 room requesters from your group→ List requesters with room planning→ Requester goes to room request site 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.
Steps for registering a group, reserving rooms, event set up
Individual students may not request classrooms, only Berkeley Law registered student organizations and journals may reserve classrooms for events. (Individual law students have access to student study rooms with a student body account.)
- Your Organization or Journal must be registered with Student Academic Advising and Support Services (SAASS) and Student Association Berkeley Law (SABL).
- If your group is listed on the Berkeley Law student organizations 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 Student Academic Advising and Support Services (SAASS) to register your group.
- Room reservations are for the registered student organization or journal making the request only. Reservations cannot be made on behalf of non-law student organizations or organizations outside the law school.
- Your group will need to delegate no more that 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 lose 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:
- Berkeley Law registered student organization or journal name
- name(s) of delegates as registered at Berkeley Law
- Berkeley affiliated email for each delegate
The email for Room Planning: roomplanning@law.berkeley.edu
- 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.
- Events must not affect teaching of classes in progress. We ask all event planners to please remember that they are responsible for ensuring that no one enters a classroom for an event while a class is still in progress.
- 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.
- Violations of the ground rules will be referred to the Dean of Students and your organization or journal could loose room privileges.
- You must plan your events to leave enough time to clean up before the next class or event scheduled in that room.
- It is a violation of ground rules to leave behind food, spills, sticky table tops, pizza boxes, etc. Here is a guide for after event disposal.
- The Law School is not open and cannot be reserved for weekend events.
- In general, the law school building is not able to support events taking place outside of regular business hours (8:00am to 5:00pm, Monday through Friday). Events that are staged by Berkeley Law Centers or departments and are staffed by the employees of a Berkeley Law Center or department may be allowed before 8:00am, after 5:00 pm, Monday through Friday, with the understanding that employees of a Berkeley Law School center or department will be present at the event, stay until the end of the event, and be responsible for clean-up once the event is over.
- RSO event planners should seek assistance from ASUC to host an after-hours event. For more information regarding event support from ASUC or the campus Dean of Students. (opens in a new tab)
The Law School is not able to accommodate requests from RSOs to host events for whom the law school community (students, staff, and faculty) is not the primary audience. Student groups seeking to host a campus-wide/public event should contact ASUC or the campus Dean of Students (opens in a new tab).
- Room requesters sign in-to and reserve rooms via the Berkeley Law Room Site (enter your Berkeley affiliated email on the Mazévo page then click next)
- 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 three to four 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.
- UCPD security assessment if needed.
- Events occurring in the first weeks of the semester before the class 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.
Building Services (room set-up, compost bins, supplemental furniture) and Media Services (AV set-up, conferencing), are NOT included in your reservation. Should you need either, or both, you need to contact them a minimum of three working days once you have a confirmed reservation.
To open a ‘ticket’ for service for your event please contact:
- Building Services email: facilities@law.berkeley.edu
- Media Services email: media@law.berkeley.edu
- Steps and requirements are detailed in the Alcohol Permits section of this site.
- 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.
- 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.
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 to Environmental Health & Safety 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 Building Oversight Committee (BOC) as far in advance of your event as possible.
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 for these services.
Law Registered Student Organizations and Journals should see Event Planning Resources for a list of all the steps required and resources available.
Law Journals planning symposia or other events should see Law Journal Event Planning.
Always:
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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.
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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.