Policies

All events hosted at Haas where alcoholic beverages will be served require an Alcohol Permit.

If the event does not have an entry fee, a standard Alcohol Permit Request Form is required. The form must be completed at least 14 days prior to the event. The process is as follows:

• The event planner completes the following in the PowerForm at least 14 days prior to the event:
  • Event Organizer
    • Your name and email
  • Department Approver
    • Your Director, Dean, or Chair and their email
  • Venue/Facility Approver
    • Name: eventsres
    • Email: [email protected]
• The form will be automatically sent to all parties, including UCPD.
• You will receive a signed form from UCPD via DocuSign, which you must bring to the event.

NOTE: Full Time MBA students requests for alcohol permits should be directed to the MBA Program Office for processing (not the above steps).

If the event has an entry fee, a standard Alcohol Permit Request Form and State of California ABC Permit are required. Approval of these forms can take a minimum of 7 days to process and most typically are handled by your caterer, or additional steps may be needed..

Questions on permits? Send to [email protected].

Contracting Out for Covered Services

Effective September 2021, on-campus, third-party “Catering Services” may be prohibited, in any location on our Haas campus (i.e state or non-state funded buildings)

Anyone hosting an event with catering services should read and understand this information HERE.

• When catering services is considered a covered service
• Process for an exception to contract out for catering services
• Catering services in a state-funded vs a non-state funded building

Haas Partner Caterers

Haas has a list of partner caterers. You are not obligated to use a partner caterer, however, when holding an event in one of our event venues, it is highly recommended. Our partner caterers are familiar with our venues (and furniture); with room set up options within our event venues; with Haas policies and best practices; are all zero waste compliant; offer menus with a variety of dietary types in mind; have an update certificate of liability on file; and typically have keys to our event venues.

Our partner caterers and contact information are:

ACT Catering: [email protected]

Bancroft Catering: [email protected]

Slippery Fish Catering: [email protected]

These caterers can provide onsite service catering (covered service contracting out policies apply-see below) and drop off catering (which can include buffet set up, etc)

Certificate of Liability

When using a caterer, a copy of their certificate of liability insurance is required before the event.  Check here for a List of Caterers who have insurance on file.  If not on the list, the requirements are below.  A copy of the insurance liability certificate must be sent to [email protected] 10 days before the event.

Open spaces in Chou Hall are not able to be used for event registration or meal service due to fire code. The only exception is the lobby of Spieker Forum on the 6th floor during the time of your confirmed reservation.

A video about Contracting out for Covered Services can be found here

• Effective September 2021, on-campus, third-party “Catering Services” may be prohibited, in any location on our Haas campus (i.e state or non-state funded buildings)
• “Catering Services” is defined as work traditionally performed by represented university employees (specifically food cooking/serving services) and should not be contracted-out. Please contact Cal Dining and/or I-House to see if they can provide these type of catering services for your event.
• “Catering Services” that involve labor such as on-site food cooking, baking, and/or serving of the prepared food are what is considered a covered service. This does not include food delivery drop offs or prepared meals/food being delivered/set up.
• Contracting for covered services is not permissible in State Funded Buildings.  At Haas, this is Cheit (including Wells Fargo Room)

Information about the Exception Process can be found here.

Events can only be set up within time frame of reservation. Please be sure to make reservation requests for the full time you require the room for set up and break down.

Pre-sets may be requested within two weeks prior to your reservation.  If EMS shows availability, you may request a pre-set by emailing [email protected].

Haas Group Study Rooms are intended for student group work (defined as 3 or more students). Students are asked to utilize other public spaces for individual study or one-on-one work with a classmate.

Haas Group Study Rooms can be direct booked via EMS (30 days out) given the following guidelines:

• Max of 2 Reservations per student, per day – up to 60 minutes each
• First and second floor Chou Hall group study rooms are reservable by Haas Undergraduate Students
• Third, fourth, and fifth floor Chou Hall group study rooms are reservable by Haas Graduate Students
• Haas Library group study rooms are reservable by all Haas students
• If a room goes unused after 15 minutes into a reservation period, a Group Study room reservation is considered a no-show and is “open” for use by another group for that reservation period. (Note: It will not be auto cancelled in EMS, but informally can be considered cancelled by no-show status)

At this time, due to internal space request demand and resource constraints, Haas School of Business is only accepting space request bookings for events specifically hosted by Haas departments/centers for which the primary audience of the events is Haas students, staff, faculty, and/or alumni.

​Here is a list of some potential other spaces.

The kitchen attached to the Wells Fargo Room is a shared events kitchen, though events scheduled in the Wells Fargo Room have priority use of the space. If an event scheduled in the Wells Fargo Room requires dedicated use of the kitchen, please notify [email protected]. Please instruct your caterers to be mindful of others when utilizing the space. Items left in the kitchen throughout a reservation should be labeled by event or caterer.

The Spieker Forum kitchen on the 6th floor of Chou Hall may only be used in conjunction with events held in Spieker Forum. The only exception is that caterers may retrieve ice and water from the Spieker Forum kitchen when catering events in other parts of Chou Hall, but they are not permitted to utilize the kitchen as a prep or storage space.

The kitchen in Upper Bank of America Forum (F371) can be requested via [email protected].

At the end of a room reservation, all food items must be removed from kitchen (including in the refrigerator).

The only exception is that contracted caterers for ongoing Haas programs may have agreements for dedicated space in kitchens. These spaces will be clearly marked and refrigerators will be locked overnight.

Liability Insurance is required when utilizing caterers or vendors for events. The requirements are:

• The vendor/caterer’s Individual or Company name (as would be listed on payment) must be listed on the policy as Insured
• The policy start and end date must be valid and listed on the certificate (ex. 6/1/2022 through 6/1/2023)
• General Liability Insurance with at least $1,000,000 worth of coverage
• If a representative will be driving on University property – Auto Liability Insurance with at least $1,000,000 worth of coverage
• Proof of WORKER’S COMPENSATION
• The REGENTS OF THE UNIVERSITY OF CALIFORNIA must be listed as “additional insured”, not just as a certificate holder
• The certificate must list the INSURER’S name and contact information

*NOTE – If food is being picked up at the site (e.g. store or restaurant) OR if food is delivered off campus, then Liability Insurance is not required.

Haas Media Services provides Event A/V Support.  To request support, fill out this form at least 15 business days prior your event and 30 days prior in Spieker Forum.

There are two parking spaces (North Loading Dock and South Loading Dock) available for Caterers/Vendors. To request use of one of these spaces, email Dean’s Office Reception with the date and time of your request. If approved, you will obtain a gold pass from the Dean’s Suite 24 hours prior to your event. Please note, these parking spaces are available on a first-come, first-served basis. If these spaces are not available, your Caterer/Vendor can park in the Stadium Garage at your own cost.

Stadium Garage

Less than 15 spaces

1. Enter your request in EMS
2. Choose “Parking Spaces” and Fill out form completely
3. Dean’s Office Reception will confirm your reservation via email
4. Pick up parking validation tickets from the Dean’s Suite 24 hours prior to your event
5. Give guests validation tickets upon arrival/registration
6. Return any unused validations to Dean’s Office Reception.

More than 15 spaces

1. Email Dean’s Office Reception with the date, time, and number of spaces needed at least one week prior to your event
2. Dean’s Office Reception will contact the garage to confirm spaces are available then email you a confirmation
3. Upon receiving email confirmation from Dean’s Office Reception, put in a request for one space in EMS that includes: Name of your event, Visitor’s Name, Company, Title, Email, and Alum Status as TBD
4. Email Dean’s Office Reception the full guest list for the event including: Visitor’s Name, Company, Title, Email, Alum Status, and Time in Garage
5. Pick up parking validation tickets from the Dean’s Suite 24 hours prior to your event
6. Give guests validation tickets upon arrival/registration
7. Return any unused validations to Dean’s Office Reception.

Other Campus Options

If the Stadium Garage is not available for your event, you will need to secure parking through campus Parking & Transportation.

• Events with less than 10 guests: Purchase of F or C Permits
• Events with 10 or more guests: Special Event Parking Reservations

If you have an open flame or are serving food to the public, visit Campus EHS Website. Please note it can take up to 7 to 10 days to receive permit approval.

Spaces at Haas cannot be requested for personal use.

UC Regents policy does not allow for university resources (including campus classrooms) to be used to support commercial activity (including a faculty member’s off-campus personal consulting business or a non-UC-booked teaching contract).

Event rentals need to be delivered or picked up within the window of your confirmed reservation.

If for some reason delivery or pick up are not within your confirmed reservation time, contact [email protected].

Directional “day of” signage listing date/venue can be placed in plastic slots that are available both inside and outside of Haas buildings. Event/directional signage can also be posted outside of the elevators or on walls using painters tape (which is typically blue) as this does not leave a mark on the walls.  Posting of flyers/signs of any kind are prohibited on windows, doors, walls, and elevator cabs.

Event promotional/advertising flyers can also be posted on bulletin boards in designated locations in certain buildings: Cheit 1st floor by C110, Cheit 2nd floor by C230, Cheit 3rd floor by C325, Chou 1st floor by N170, Chou 2nd floor by N270, Chou 3rd floor by N370, Chou 4th floor by N470, Chou 5th floor by N570, Faculty building 3rd floor near F371, and Student Services building near S300.

All posted signs must pertain to Haas clubs & events and have the date listed on them and be removed immediately following the event.

Exhibiting is a separate type of signage request. An example is a course project that is requested to be displayed in a Haas location for public viewing for a limited time period (separate from promoting a specific event and from a tabling event). Exhibiting requests must be for a Haas related initiative or course. These requests need to be reviewed and approved by the Haas Space committee to ensure the exhibit does not interfere with other events and/or safety issues. Any exhibiting request needs to include a clear end date and plan for clean up by “exhibiting ” individual/dept/class. Exhibiting requests can be sent to [email protected] for submission to the Haas Space committee.

To be considered for space at Haas, an event must support the mission, academic goals and strategic business plan of Berkeley Haas.

Students’ academic classroom needs and degree required events (i.e. Orientation and Commencement) for our degree-conferring programs have top priority for classrooms, event space and breakout rooms.

Once academic classroom and degree required events space needs have been met, all other Berkeley Haas stakeholders have equal representation for event space, classrooms and breakout rooms.

Major annual or mission critical events for stakeholders will take precedence in confirming space needs. If conflicts occur, the Events & Space Planning and Management Group will work with departments involved to find acceptable solutions.

Use of our facilities by faculty, students or staff for non-Haas or personal related events will not be approved.

Stakeholders with dedicated space as defined under “Berkeley-Haas Facilities Approved Dedicated Space”, will leverage their existing space (classrooms and breakout rooms) before requesting additional event space, classrooms or breakout rooms. Also, when dedicated space is not in use, those stakeholders (ExecEd, MFE and CMG) will make that space available to other Berkeley-Haas Stakeholders through our space reservation system (“Haas EMS”).

Haas does not rent classrooms or event venues.

Tabling is only permitted for Haas affiliated RSOs and departments in the Bank of America Forum or the Courtyard. If you wish to table, you must email [email protected] at least 48 hours in advance for approval. Please note that groups may be asked to leave if a request is not made and confirmed.  Campus tabling locations can be found here.

Community use 6 foot tables may be used for tabling. These are located in N451 and F274. Tables must be returned to the appropriate storage room when finished.

Bank of America Forum:

Tabling should take place in lower B of A. Tables should be set up against the walls and not blocking the doors or the walkways in order to comply with fire code egress.

Courtyard:

Tabling can be setup in various locations in Courtyard. Note that more than one group could be tabling in courtyard at same time.

Chou Hall 2nd Floor Lobby:

A maximum of (2) 6 ft tables can be set up between the stairwell (down to the 1st floor) and the cement poles up against the “wall”. Recycling/compost bins may be temporarily relocated — and must be returned to original location when finished tabling. Lobby Furniture can be moved to other side of cement pole and must be returned to original location when finished tabling

Event Venue Requests are only accepted a semester in advance and requested through EMS. A call for requests is sent out about six months prior to the semester. Events requiring confirmed space farther in advance are encouraged to look outside of Haas. Here are suggestions. Please see event venues page for more details.

Classroom Requests are tied to academic scheduling. Please see classroom page for more details.

Undergraduate students can request Groups Study Rooms on an individual basis in EMS.

Undergraduate sponsored clubs may only request classrooms or event spaces through the HBSA SOAC Chairs.

Only sponsored Haas undergraduate clubs are eligible to request space at Haas.

The HBSA SOAC Chairs will determine eligibility and follow the EMS procedure as follows:

• All space requests will be evaluated based on the following criteria:
  • Each Club may only have a maximum of 3 space reservations per semester.
    • One of the three requests is allowed to be an event space.
    • The SOAC team will be responsible to track the reservations of clubs
    • If multiple clubs use a reservation jointly, it can be considered just one reservation for one of the clubs
  • All club requested space must be for an activity that is for the benefit of the Haas Undergraduate community, not just the club members
  • Approved UG sponsored club events must be published in the weekly HBSA newsletter
  • Club recruiting activities are not eligible for space requests
  • Requests of an academic/personal development nature will take precedence over other requests
  • Sponsored club events may not include alcohol, gaming/gambling, or attendance of more than 299
• HBSA SOAC Chairs will submit approved club requests through the Classroom Request Form during Add/Drop Period (typically the first 5 weeks of the semester) and then directly into EMS for the remainder of the semester.
  • Event Space Requests will be done in the same manner as always – through EMS directly. Requests will be evaluated through the Event’s request system.
• HBSA SOAC Chairs are responsible for collecting any waivers/insurance liability forms(opens in a new tab)
• If the HBSA SOAC Chairs are uncertain about the eligibility of a request, they will contact an advisor in the Haas UG Office for clarification
• If a request is not approved by HBSA, the club’s only recourse will be to seek space outside of Haas.

Chou Hall & Cheit Hall

All catering (by vendor or Haas event planner) must abide by the Zero Waste Guidelines. This site covers every aspect of running a Zero Waste event from using reusable dining ware, BPI certified compostable products, and recyclable materials to ensure that the appropriately sized recycling and composting receptacles are available at the event.

There are no landfill trash receptacles in Chou Hall or Cheit Hall except in the women’s restrooms. If you, your caterers, or your guests bring anything into Chou Hall or Cheit Hall that results in “landfill” trash (not reusable, recyclable, or compostable), it needs to be packed back out of the building. Caterers need to bring waste back to their business location. Event planners may place waste in the Solar Bellies in the Courtyard. Recyclables and compost should be put in the appropriate bins within Chou Hall or Cheit Hall or in the Chou Hall or Cheit Hall trash enclosure.

If you have any questions about the process or what is or is not recyclable, reusable, and/or compostable, please contact the Zero Waste Team by emailing [email protected].

Faculty and Student Services Buildings

Trash, recycling, and compost must be emptied in the appropriate dumpsters located on the Faculty Building loading dock – accessible through the Bank of America Forum 3rd floor double doors.