Rent a Space

August 1, 2016 | 4:56 pm

Interesting in holding an event or meeting in Jacobs Hall? Three of our teaching studios are available for rental.

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Studio 310

  • Capacity: 130
  • 2 adjacent breakout rooms, suitable for 8-10 people each
  • Reconfigurable furniture: 130 chairs, 27 tables
  • Whiteboards, retractable pull-down electrical outlets from ceiling
  • AV equipment included with studio 310:
    • 1920 x 1080 native full HD digital projector
    • 133-inch 16:9 retracting screen
    • 2 wireless hand-held microphones and 2 wireless lapel microphones
    • 20-ft HDMI and VGA cables
    • HDMI Mac adapter and VGA Mac adapter
    • Free CalVisitor Wi-Fi network, no login or password required

 

Studios 210, 220

  • Capacity: 45
  • Reconfigurable, workbench-style furniture & stools
  • Whiteboards, retractable pull-down electrical outlets from ceiling
  • AV equipment included with studios 210/220:
    • 1280 x 720 native HD digital projector
    • Projected image size measures 70” for 4:3 slides and 85” for 16:9 slides. For instructions on changing presentation slides to widescreen click here.
    • 1 wireless hand-held microphones and 1 wireless neck-worn microphones
    • 10-ft HDMI and VGA cables
    • HDMI Mac adapter and VGA Mac adapter
    • Free CalVisitor Wi-Fi network, no login or password required

Submitting a rental request

For non-student groups — including groups based both on and off Berkeley’s campus — we process emailed rental requests on a rolling basis (to request space for a student-run event, please see the information for student leaders). Before submitting a rental request, please check our studio schedule to see if your proposed date and time has availability. After confirming availability and reviewing our rental policies below, email your request to jacobsinstitute@berkeley.edu.

Please note: We cannot accept reservations more than two months, or less than two weeks, prior to the event date. Event logistics and and all paperwork must be finalized one week prior to event date.

Rental Costs

Room Capacity 0-4 Hours per day (UCB rate, Private rate) Full Day (UCB rate, Private rate)
Studio 310/Rhee Studio 130 $500, $750 $1000, $1500
Studio 210/Mehrotra Studio 45 $250, $500 $500, $750
Studio 220/Minner Studio 45 $250, $500 $500, $750

For events that will be serving food, a janitorial fee of $100 will be charged.

Payment Methods and Deposit Policy 

  • UC groups: IOC with account information and authorized signatures
  • Non-UC groups: wire transfer or check, payable to UC Regents
  • For non-UCB groups paying by check, a deposit is required as collateral against cleaning fees or property damage. The deposit is 50% of total room rental fees and should be paid with a separate check so that it can be returned.

Cancellation Policy

Due to a high demand in room rentals, cancellation fees will apply to confirmed reservations as follows:

  • Cancellations are subject to a fee of $100 if cancelled 48—72 hours before event.
  • Notice of a cancellation must be given in writing, via email, to jacobsinstitute@berkeley.edu.

General Guidelines

  • Reservations must be made no later than two weeks prior to the event date. Requests will not be accepted within two weeks of the event date.
  • Reservations will not be accepted more than two months in advance of the event date.
  • Event organizers must include in their contracted hours of rental sufficient time for setting up and taking down of events.
  • If your event is on a weekend, university holiday or break, or outside Jacobs Hall’s general hours (8:30am—7pm Monday-Friday), you must arrange for a UCPD Security Patrol Officer (SPO) to be present for the after-hours period of the event, via the Police Services Request Form. The cost per hour is $78. Provide a copy of the approved Police Services form to the reservations coordinator, via email to jacobsinstitute@berkeley.eduno later than one week prior to the event date.
  • All events must end by 11pm on weeknights or 8pm on weekends, including cleanup. Please note that Jacobs Hall cannot host overnight events.
  • In case of emergency, UC Police Department can be reached at 911 from a campus landline or (510) 642-3333 from a cell phone.

Entry Doors/Access Information

  • Entry doors are controlled by central campus; the reservations coordinator will coordinate changes to the building access schedule as needed. For events that take place outside of standard open hours or during a university holiday or break (see the UC Berkeley Academic Calendar), building access must be arranged with the reservations coordinator no later than three business days in advance of event.
  • No changes can be made once entry access schedule has been confirmed by the reservations coordinator.
  • Access to the rented room will not be permitted until the time for which it is contracted.

Signage Policy

  • No signs, banners, posters or decorations may be nailed, tacked or affixed in any way to the interior walls of Jacobs Hall.  Signs may be posted using painter’s tape only. No scotch tape, masking tape, packing tape, etc. is allowed.
  • Banners must be draped on a table or affixed to podium with painter’s tape.
  • Damage to the walls and will result in loss of security deposit or charge to chartstring.
  • All interior and exterior signs must be removed at the end of the event.

Lessee/Sponsoring Organization’s Responsibilities

  • Users agree to abide by the Rules of Conduct in Campus Buildings.
  • All groups are responsible for returning the facility to its normal condition at the conclusion of the event. This includes putting all tables and chairs back in place, as shown in the room reset diagrams available in each studio.
  • Event organizers must include in their contracted hours of rental sufficient time for setting up and taking down of events.
  • Users are responsible for making sure all trash is deposited in the waste containers, and all equipment and supplies from your event are removed.
  • The cleaning fee of $100 covers standard janitorial services.  If extraordinary cleaning/repair is deemed necessary, the additional vendor contractual fees will be recharged to the event organizer/sponsor. This includes moving services fees to reset any moved furniture.
  • The sponsoring organization is financially responsible for any damage to the building, equipment, and/or furnishings caused by persons attending the event.
  • Fire, including candles of any size, is not allowed in Jacobs Hall.

PERMITS

LINKS TO ADDITIONAL PERMITS, FORMS, AND RESOURCES

Liability

The sponsoring organization renting the facility is responsible for:

  • Any damage to the building, equipment, and/or furnishings caused by persons attending the event.
  • Enforcing UC Berkeley alcohol guidelines and smoke-free policy.
  • Restoring the facilities to their original state after the event.

Disclaimers

  • The Jacobs Institute is not responsible for items left on premises by the lessee or guests. All goods and/or equipment must be removed from the premises immediately following the conclusion of the event.
  • The Jacobs Institute reserves the right to refuse future rentals to organizations that do not comply with these policies.
  • The Jacobs Institute does not provide room setup, posters, nametags, registration, website development, catering, or other event services. These are fully the responsibility of the event planner(s).
  • Exceptions to any of these policies are not valid unless approved in writing by the Jacobs Institute Director of Programs & Operations.
  • All reservations are subject to cancellation by the Jacobs Institute Director of Programs & Operations.

Confirmation

Reservations are confirmed and guaranteed only upon receipt of all applicable forms and fees. It is not possible to place a “hold” on a room other than by booking it.

Confirmation of all required arrangements and permits must be emailed to the reservations coordinator at jacobsinstitute@berkeley.edu no fewer than seven business days before the event.

No reservation request is confirmed unless written confirmation is received by applicant from the reservations coordinator.