What to do if you are planning an event that qualifies as a major event on-campus?
(1) Start planning your event as soon as possible prior to the proposed event date. (This means that you may need to plan potentially during summer and winter breaks.) Here is a helpful resource page for Event Planning on the UC Berkeley campus.
(2) Contact the LEAD Center either by setting up a meeting with the advisor or emailing the advisor with the proposed details about your event as soon as possible. The LEAD Center advisor can help you:
- Review required event registration forms and Police Services Request
- Review event details and strategize to identify the optimal venue options to best meet your event criteria.
- Identifying the audience, impact of the event and review publicity materials as necessary.
- Support development of purpose, scope, and goals of the event
- Develop an event planning timeline / backwards planning approach
- Connect you to funding and on or off campus partnership opportunities
- No later than 8 weeks before your event, submit the Police Services Request (PSR) Form to UCPD. This form informs the Police Department about your event overview and provides them with the information to conduct a security assessment of your event.
- Here is the link to the UCPD Special Event and Police Services information page
- At least 8 weeks before the event, request space for your event. Note: At this point, you do not need to have a venue confirmed, however, knowing where you plan to hold the event will help UCPD more accurately assess what (if any) security is needed.
- Here is a helpful resource page for campus venues most accessible to student org events
What if your proposed Major Event is planned LESS THAN 8 WEEKS AWAY or if your request for the Major Event has been denied?
You can potentially hold your event on-campus if you make some of the suggested adjustments:
- You can reschedule your event to allow at least 8 calendar weeks for planning and the required security assessment.
- If rescheduling your event is not a viable option, you can adjust the event logistics or scope of the event that is causing the major event policy to be triggered. For example:
- If serving alcohol triggers the major events policy, consider removing the service of alcohol.
- If inviting 300 or more people to your event triggers the major events policy, consider reducing your event attendance to 299 people or less.
- If having amplified sound at your event triggers the major events policy, consider eliminating the use of amplified sound.
- If rescheduling or adjusting the logistics and scope of the event are not viable options, the student org may seek a campus Department or Unit to become the official sponsor of the event.
NOTE: This option is only viable if the Department or Unit sponsor accepts responsibility for your event and commits a campus staff person(s) who will organize, schedule and provide on-site supervision as part of the course and scope of their employment.
Transferring event responsibility to the Department or Unit must involve direct communication from the Department to the venue stating the Department is taking on and accepting responsibility for the event. This communication should also include the student leader but communication must originate from a Department point person.
If you run into any obstacles when trying to host your event on-campus, please reach out to your LEAD Center Advisor.
In addition to one-on-one advising to help groups navigate the policy, the LEAD Center will be offering workshops in the coming weeks, time and location to be announced.