Event Planning Guidelines
Please read the information below on several components of the event planning process. These guidelines will help you plan and implement successful student events.
Before deciding on the date of the event, you should check the Campus Athletics Calendar at calbears.cstv.com/calendar/cal-calendar.html so that you are informed of the various sports events taking place on campus. In addition, you should also check the School of Optometry's at Event Calendar.
Please notify the Facilities Manager at least three to four weeks prior to the event so that she has your event listed on her calendar and can advise you on event-related matters.
Note that if you send out an email from your personal account (gmail, yahoo, hotmail, etc.) to these ListServes, it will bounce back. Make sure that you communicate using your CalMail account only. Also, your Spam folder on CalMail should be cleared on a regular basis. If you exceed the quota of emails that can be stored in your account, the message will not be delivered.
Facilities and Room Reservations
489, 394 and 395 Minor
Room reservations for 489, 394 and 395 Minor Hall are scheduled by the Admissions and Student Affairs Office. Detailed information on how to place a room request can be found at the following web page (please read the policy on the linked page before making reservations):
Make sure that you check the room calendar links to view room availability before placing your room request. After placing your room request, the ASAO will respond to you in 24-48 hours confirming your request. Room schedules are posted weekly on the corkboards outside of these classrooms.
Room 100 may be reserved for educational events providing that the room is not needed by the Clinic for seminars or other Clinic-related gatherings. Student meetings held in Room 100 must have a Faculty sponsor, and must be pre-approved by the Associate Dean for Clinical Affairs. AV equipment in Room 100 includes projectors for both 35 mm slides as well as Power Point presentations. If you have questions regarding use of this equipment, please contact Ken Huie at 510-642-9803. To reserve Room 100, contact Clinic Administration at 510-642-0945. Other questions regarding planning of events in Clinic space or Clinic access should be directed to Clinic Administration at 510-642-0945 and/or Beth Taylor, Patient Services Coordinator at 510-642-7844.
The Faculty Lounge, Room 355 Minor, can be reserved for small group meetings by calling the Business Office at 510-642-0229.
Library Conference Rooms
Library conference rooms can be used for student meetings. Call the Fong Library's front desk at 510-642-2010 to reserve the rooms.
There are computer facilities available for use by students in Room 491 Minor (across from the Fong Library). Call the Fong Library's front desk at 510-642-2010 to reserve this room.
General Campus Classrooms
In the event that no internal space is available, a limited number of general campus rooms are available for registered student groups (usually in the evenings). More information can be found in the Classroom Management page of the Registrar's Office at registrar.berkeley.edu/Scheduling/studentgrps.html
Other Campus Facilities
Campus facilities, such as the Alumni House, Faculty Club, International House, Lipman Room and many others can be reserved by students for special conferences or meetings. Go to administration.berkeley.edu/howto/meetings.htm#event for more information. Note that in most cases, there is a charge for rentals. From time to time, the ASAO can assist you in reserving rooms at the Haas School of Business. Contact the ASAO directly for details.
Sponsorships and Donations
The Dean's Office, UCOSA, Admissions and Student Affairs Office, Development, and the University Eye Center would like to collaborate together in coordinating sponsorship requests as well as gift acknowledgements.
- Event name and date
- Purpose of event
- Anticipated attendance
- Main contact information (name, email, class year)
- Sponsorship request (monetary or gift)
Jill is an excellent resource person who can provide helpful tips about the process from start to finish.
Keys and Security
Room 489 is normally unlocked, but for the AV closet, you can borrow a key from the ASAO office. For Rooms 394 and 395, please arrange to pick up and drop off the key at the Admissions and Student Affairs Office. The key can be picked up anytime before 4:00PM and dropped off (or slid under the door) any time before 9:30AM the following day. For a weekend event, you'll need to pick up the key on Friday. Keys need to be returned to the ASAO office within 24 hours or as soon as possible. Please leave the rooms in the exact condition that you found them in. Please put back the tables and chairs in the location where you found them. Make sure all doors and windows are secured when leaving the room.
Keys to Room 100 as well as the elevators in Minor Addition (both passenger and freight) can be checked out from Clinic Administration. If your event will occur during non-business Clinic hours, you must make arrangements to receive the key(s) ahead of time. Keys are to be returned next business morning or as soon as possible. Clinic doors are locked at close of business. If your event is taking place after Clinic business hours, the Clinic entry doors must have an attendant constantly present to operate the doors. The doors may not be propped open or left unattended. After use, please leave Room 100 without debris or extra furniture and return everything to its original location. All waste must be removed and taken to an outside dumpster. At conclusion, please turn off lights, AV equipment and lock the door.
Note: Failure to use rooms responsibly according to these guidelines will terminate your room use privileges.
Alcohol and Fire Permits
The Admissions and Student Affairs Office would like to partner with students in implementing successful and safe campus events.
If alcohol is to be served at the campus event (beer & wine allowed only, no hard liquor), you must contact the Admissions and Student Affairs Office (ASAO) at least one month before the event to request that an Alcohol Permit be obtained from UCPD. The permit will require a staff sponsor's signature. That staff member and/or designee must be present at the event to serve as an official Alcohol Monitor and by merit of the fact that alcohol is being served, the event is not open to the general public. Event organizers and their volunteers are responsible for checking IDs and stamping hands. In addition to filing the permit, student organizers must also fill out and turn in an Alcohol Use Contract to the ASAO. Both forms must be filed for every student event that serves alcohol. Please also read the Campus Policy on Alcohol Use and Office of Risk Management Alcohol Policy.
If your on-campus event includes a barbeque or any other form of open flame, contact Sharon Joyce one month before the event and they will request a Fire Permit. Volunteers will need to arrange for securing, setting up and breaking down barbeque-related supplies.
Clinic parking permits are to be used by Clinic patients only. They are NOT available to non-patients. For questions about Clinic parking, contact the Clinic Administration Office at 510-642-0945
Food and Drinks
Note that no food or drinks are allowed in any of the School of Optometry classrooms. Food or drinks are permitted in the Student Lounge and Faculty Lounge. For School-wide events, there is a large refrigerator available for storage in the backroom of the Staff Lounge, Room 392 Minor Hall. Drinks can be stored in this refrigerator, as long as they are clearly marked with the name of the event. You can get a refrigerator key for the Staff Lounge from the Admissions and Student Affairs Office in 397 Minor Hall. If you will be purchasing food and drinks, see the section below on Purchases and Reimbursements.
Music and Entertainment
Organizers are responsible for doing their own cleaning. At the conclusion of the event, all furniture should be arranged exactly like it was before the event. Put back any AV equipment that was used and turn off all lights. Lock the doors and return the keys (see section on Keys and Security). Empty any trash at the dumpster in the front of the Clinic (see section on Trash and Recycling). There are cleaning supplies available in the UCOSA Office's closet in Room 387B Minor Hall.
Trash and Recycling
The School of Optometry strongly supports recycling at School events. Using biodegradable cups, plates, and utensils is the best method. We have three types of recycling/receptacles:
- Mixed paper bins are for clean mixed paper and cardboard (break down all boxes). Extra bins may be ordered if you are doing a major cleanup. These are blue and located in the hallways. Small blue cans are located in offices and classrooms.
- Bottles & Can Toters are for empty (no liquid) aluminum, glass, or plastic bottles. No coffee cups and no hard plastic cups are allowed. A blue/green Slim Jim version is located at the entrance hallway in Minor. The orange bottle/can toter outside of the Student Lounge is managed by the CA Conservation Corp (free service to campus).
- The ReUse Station is located between the Student Lounge and 489. This station is for materials such as binders, paper, folders, etc. that are in good condition that you may no longer want but may be used by someone else. This is a student pilot project through Campus Recycling. www.ocf.berkeley.edu/~recycle/
If you are planning an event and need extra trash cans and/or bottle/can toters, contact Linda Schmidt at 510-643-2689 two to four weeks before your event as the toters must be ordered via Campus Recycling. Students must provide liners for the cans and leave them clean when finished. The Admissions and Student Affairs Office has three extra trash cans that can be borrowed for events. At the end of your event, all trash must be taken to the School dumpster located at the south loading dock to the left of the Clinic entrance doors in Minor Addition.
You can follow the procedure outlined below to get reimbursed for event-related purchases:
- Fill out an "Optometry Reimbursement Request" form at the Business Office, 360 Minor Hall.
- Obtain authorizing signature and fund source information (the person who authorized the purchase should sign off on the reimbursement as well as provide fund source).
- Attach original itemized receipts. IF you do not have the receipt, you can submit a credit card statement or both sides of the cancelled check. Note: If food and drinks were purchased for an event, then you must also attach a guest list and event flyer.
- Place completed form with attachments in the "Check request" bin across from the receptionist desk in the Business Office.
Please note that submitting this form is only the first step. The information goes from the Business Office to a central office and the payment of the reimbursement (if there are no problems) can take at least a month. As long as you have Electronic Fund Transfer (EFT), the funds will be deposited directly into your bank account. If you do not have EFT, paper checks can be picked up at the Business Office, and Dorothy Kelley, the office administrative assistant, will inform you when it is ready to be picked up.
Students may have study-related packages sent to the School if there is no other way to receive them. Do not send packages to the Clinic.
Address packages to this address:
- Your name
- School of Optometry
- 381 Minor Hall
- University of California, Berkeley
- Berkeley, CA 94720-2020
Tell the School's Facilities Manager, via email that you have a package coming so she can alert you when that package has arrived. Pick up your package immediately as there is no storage room in 381 Minor. Only FedEx, FedEx Ground, DHL, and UPS packages are received at 381 Minor.
USPS (Post Office) mail is not delivered directly to campus. It is delivered to 2000 Carleton St., sorted and delivered to campus via Campus Mail Services. At the School of Optometry, Campus Mail is delivered to 360 Minor Addition and distributed by the Administrative Services Office. Always ask how your package will be shipped. If Campus Mail Services thinks that your package is personal, it will not be delivered. They will send a blue slip and you will have to pick up the package at 2000 Carleton Street in Berkeley.
In the event of a life-threatening emergency, call 911. If on campus, this will connect to the UC Police Department. If making a call from a cell phone, dial 510-642-3333. For non-life threatening emergencies, call the UCPD at 510-642-6760. For other safety related resources, click on the Safety Quick Reference Sheet.