Rent a Space

• UCB Departments: IOC with account information and authorized signatures
• Student groups: ASUC purchase order, check that is payable to UC Regents, or  IOC with account information and authorized signatures

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.

• 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.
• 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 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 ten 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.

• 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 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.

• 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. All waste must be in waste bins.
• 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 janitorial fee of $200 covers drop-off and pickup of extra trash bins, emptying all trash bins, and spot-cleaning.
• 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.

• Facility Use Permit ‐ Required for student groups. The Jacobs Institute will provide a Facility Use Permit for approved events, to be signed by the organizer.
• Certificate of Insurance (for student groups) – Required for all events that are not covered by default by the campus’s commercial insurance policy. Student groups are responsible for determining whether their event is automatically covered, by referring to the insurance provider’s website.
• Certificate of Insurance (for vendors)– Required for all vendors (caterers, florists, musicians, etc.).
• Alcohol Permit – A completed and UCPD-approved permit must be on display at all events where alcohol is being served, in accordance with the Campus Alcoholic Beverage Policy.
• Food Permit —  Required for events where food will be served if the event is open to the general public and/or you will charge admission.

• Equipment Rental (Non‐AV) – Moving and Event Services information
• Risk information for outside groups renting campus facilities
• Rules of conduct in campus buildings
• Risk information for student events and activities

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.

• 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, AV/IT, 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 Managing Director.
• All reservations are subject to cancellation by the Jacobs Institute Managing Director.

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 ten business days before the event.

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