Who Can Reserve Express Scheduling Rooms
UC Berkeley faculty and staff affiliated with academic or administrative departments
– Active signatories of Registered Student Organizations (RSOs)
Please note:
– Non-campus affiliates may not reserve Express Scheduling Rooms
– Individuals may not reserve on behalf of unaffiliated groups.
– For external venue rental options, see the Berkeley Event Services Venue List
Booking Guidelines
Reservations must align with building hours.
Availability can be found here. (needs link to 25live availability page)
– Daily Limits: (3) hours maximum per day (example: 1 reservation for 3 hours, or 3 reservations for 1 hour)
– Reservation Limits: Organizations may have a maximum of (16) active/upcoming reservations at any one time within the academic semester. [example: Upon the completion of one reservation, the organization may make another reservation until the maximum is reached]
– Same-day: Same-day bookings are permitted and are counted towards reservation limits.
– Booking Window: Bookings for the semester are accepted no earlier than seven (7) days prior to the start of the academic semester.
– Daily Limits: (3) hours maximum per day
-Reservation Limits: Organizations may have a maximum of (16) only per semester.
– Same-Day Bookings: Same-day bookings are permitted and are counted towards reservation limits.
– Booking Window: Bookings for the semester are accepted no earlier than seven (7) days prior to the start of the academic semester.
Check-in and Check-out Procedures
– Clients are required to check in with Event Services Staff with a Cal1card and reservation confirmation email prior to room entry. Clients will be given a key card for access to the room.
– Check-In Locations:
- Eshleman Hall: Clients will check in at the Eshleman first-floor desk
- BNorth spaces: Clients will check in at the Martin Luther King Jr. Student Union 2nd-floor desk.
– Clients must vacate the room at the designated reservation end time. Occupancy of the room beyond the reservation end time is not permitted and will result in a “warning”.
– Key cards must be returned to the front desk within 15 minutes of the reservation end time. Key Cards returned after the 15-minute grace period will receive a warning. Unreturned cards will incur a $200 lost-key replacement fee, in addition to a warning.
– LATE ARRIVAL / NO SHOWS: A 15-minute arrival grace period is applied to all scheduled reservations. Failure to check in within this timeframe will result in the reservation being marked as a “No Show,” subject to cancellation or forfeiture, and will result in a warning.
– LATE DEPARTURES: Clients must vacate the room at the designated reservation end time. Occupancy of the room beyond the reservation end time is not permitted and will result in a “warning”
>.
Reservation Responsibility & Conduct
The reserving organization is legally and financially responsible for all activity, guest behavior, and associated fees and warnings during their reservation.
– Capacity: Do not exceed posted fire code capacities.
– Obstructions: Windows, doors, and exits must remain unobstructed at all times.
– Furniture: Furniture must not be removed or brought into rooms
without prior written approval. If furniture is moved within the room, it must be returned to its original configuration before departure.
– Designated Activities: Practice and performances are strictly limited to designated practice/performance rooms.
– Approval: All external equipment, AV tools, or decorations must be disclosed to and approved by Event Services 24 hours in advance by emailing eventservices@berkeley.edu
– Prohibited Items: Alcohol, smoking/vaping, confetti (all sizes), loose rose petals, loose glitter, and balloons are strictly prohibited.
– Wall Hangings: Nothing may be taped or hung on surfaces. If written permission is granted, only blue painter’s tape is allowed.
– Waste Removal: All items brought in by the client (including trash, catering, and decor) must be removed by the reservation end time.
– Noise: Noise must not disrupt adjacent rooms or the University’s educational mission.
Misuse & Misconduct
The reserving organization is legally and financially responsible for all activity, guest behavior, and associated fees and warnings during their reservation.
– Capacity: Do not exceed posted fire code capacities.
– Obstructions: Windows, doors, and exits must remain unobstructed at all times.
– Furniture: Furniture must not be removed or brought into rooms
without prior written approval. If furniture is moved within the room, it must be returned to its original configuration before departure.
-< strong>Designated Activities: Practice and performances are strictly limited to designated practice/performance rooms.
– Approval: All external equipment, AV tools, or decorations must be disclosed to and approved by Event Services 24 hours in advance by emailing eventservices@berkeley.edu
– Prohibited Items: Alcohol, smoking/vaping, confetti (all sizes), loose rose petals, loose glitter, and balloons are strictly prohibited.
– Wall Hangings: Nothing may be taped or hung on surfaces. If written permission is granted, only blue painter’s tape is allowed.
– Waste Removal: All items brought in by the client (including trash, catering, and decor) must be removed by the reservation end time.
– Noise: Noise must not disrupt adjacent rooms or the University’s educational mission.
01
– A written warning will be issued to the client.
– Applicable fees may be assessed.
02
– A second written warning will be issued.
– For Registered Student Organizations (RSOs): The matter will be referred to the UC Berkeley Center for Student Conduct for review.
– For Campus Departments: The relevant Department Manager will be notified.
– Applicable fees may be assessed
03
– A third written warning will be issued.
– For RSOs: A second referral will be made to the UC Berkeley Center for Student Conduct for investigation. Reservation privileges (for GA Classroom and Event Services venues) may be suspended as a result of a violation.
– For Campus Departments: A second notification will be sent to the Department Manager. Reservation privileges will be temporarily suspended until all assessed fees are paid
Incident Severity Protocol – Event Services reserves the right to immediately escalate any incident to the UC Berkeley Center for Student Conduct based on the severity of the violation. This decision may be made in consultation with relevant Student Affairs offices, including but not limited to the Major Events and Activities Team, Office of the Registrar and the Dean of Students.
Reset Period – Warnings are on record for the current academic semester the warning was incurred. All warnings are reset to zero at the start of each academic semester. Although warnings are reset each semester, as part of its response, the Center of Student Conduct may propose administrative resolutions that incur a “loss of privileges” to RSOs, restricting their ability to reserve Event Services’ spaces for a period of time.