Rent a Space

August 1, 2016 | 4:56 pm

Interested in holding an event or meeting in Jacobs Hall? Three of our teaching studios are available for rental by UC Berkeley departments and student groups.

Studio 310

  • Capacity: 130
  • Room is approximately 65″ x 40″
  • 2 adjacent breakout rooms, suitable for 8-10 people each
  • Reconfigurable furniture: 130 chairs, 27 tables measuring 30″ x 60″
  • Whiteboards, retractable pull-down electrical outlets from ceiling, each with 4 plugs (32 total plugs)
  • AV equipment included with studio 310:
    • 1920 x 1080 native full HD digital projector
    • 188-inch 16:9 retracting screen. We recommend 16:9 slides where possible. The system also works with older 4:3 slides.
    • 2 wireless hand-held microphones and 2 wireless lapel microphones
    • 20-ft HDMI and VGA cables
    • The following adapters are tethered to the video cables:
      • USB-C to HDMI (For Mac and PC)
      • Thunderbolt/Mini DisplayPort to HDMI (For Mac and PC)
      • Thunderbolt/Mini DisplayPort to VGA (For Mac and PC)
      • Apple iOS Lightning to HDMI  (For iPhones and iPads)
    • Free CalVisitor Wi-Fi network, no login or password required
    • Studio 310 has a sound system built in; there are 12 ceiling-mounted speakers connected to an audio amplifier.
      • Audio can be connected to the room via HDMI or headphone jack.
      • Background music and voice microphones will be played over the 12 speakers, which are evenly distributed in the room and are capable of reaching full volume.
      • Volume levels for microphones and computer audio can be set independently using a touch screen at the front of the classroom.

Studios 210, 220

  • Capacity: 45
  • Reconfigurable, workbench-style furniture & stools
  • Whiteboards, 6 retractable pull-down electrical outlets from ceiling, each with 4 plugs (24 total plugs)
  • 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 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, please complete this form.

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

Rental Costs

Room Capacity 0-4 Hours per day  Full Day
Studio 310/Rhee Studio 130 $500 $1000
Studio 210/Mehrotra Studio 45 $250 $500
Studio 220/Minner Studio 45 $250 $500

For events that will be serving food, a janitorial fee of $200 will be charged. Student groups are eligible for a subsidized janitorial fee of $100.

Payment Methods and Deposit Policy 

  • 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

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.
  • Events held during a weekend, university holiday or break, or outside Jacobs Hall’s general operating hours must have a UCPD Security Patrol Officer (SPO) present for the after-hours period of the event. As of July 2019, the SPO hiring cost is $84.00 per hour and there is a minimum hiring period of four hours. SPO services are requested and paid for directly by event host (a minimum of 10 business day’s advanced notice is required).
  • 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 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.

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 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. 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.

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, 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. 

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 ten business days before the event.

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