Plan Events

Event Services

ASUC Student Union’s Event Services team provide a number of event planning guides for RSOs and can provide additional services like helping arrange venues, catering, decorations, and equipment. Some of these services are provided free of charge to student organizations. They also host Event Planning 101 workshops. For more information visit the Event Services Student Organization page.

High-Risk Events

If you are holding an event that has any of the following components, please read our Risk Management Guideline:

  • Minors under the age of 18 (including high-school aged students)
  • Animals
  • Sports/athletic activities
  • Performances
  • Moving vehicles
  • Tools, weapons, or heavy equipment
  • Fire (including cooking)
  • Outdoor events with high attendance
  • Film/video shoots
  • Anything else that may be considered high-risk

Inclusivity and Accessibility of Events

All activities on campus must be accessible to students with disabilities, including mobility impaired and Deaf and Hard-of-Hearing students. To learn more about how to make your event accessible, visit the Disable Access Services website.

When marketing your event, you must include a standard accessibility contact statement. Sample statement: For disability accommodation requests and information, please contact Disability Access Services by phone at 510.643.6456 (voice) or 510.642.6376 (TTY) or by email at accessibility@berkeley.edu. Please attempt to make your service request with as much advance notice as possible.

Commercial Activity

University facilities, including Sproul Plaza, may not be used for any fundraising or commercial activities without approval from Event Services. RSOs may get permission to fundraise by completing the Fundraising Certification Quiz. Other commercial activity, including bringing third party business and/or vendors to campus, must be cleared through Event Services.

Publicity

With hundreds of student organizations on campus all trying to capture the attention of busy students, marketing your organization, its events and programs can seem like a challenge. But, with so many different ways to engage potential members or event attendees, organizations just need to be strategic about their message to engage the campus community. Relying on fliers, tabling, or social media alone will limit your potential reach, but a combined effort across multiple mediums can pique the interest of a passerby.

View our RSO Event Publicity Guide for more information.

 Types of Events:

Dances
The Berkeley Campus Policy Governing Student Dances may apply to any event your group will be coordinating on the Berkeley campus which requires in-depth staff assistance from LEAD Center advisors, the UCPD, and/or the ASUC Student Union Event Services. The Dance/Event Planning Procedures are a series of steps which should be initiated no later than two months prior to the event. Steps involved:

  • Download the Dance Proposal Worksheet and complete it soon as possible.
  • 30 DAYS BEFORE THE EVENT:
    • Make an appointment with UCPD for a security assessment.
    • Make an appoint to see an Event Services and LEAD Center Program coordinator.
  • Tentatively reserve the facility where the dance will be held and obtain signature approval from the facility manager on the Dance Proposal Worksheet.
  • Obtain signature approval from UCPD verifying that all security arrangements have been made, NO LATER THAN 20 working days in advance of the dance.
  • Return completed Dance Proposal Worksheet to Event Services in 102 Sproul no later than 20 working days before the dance. Final confirmations and payment arrangements can be made with the facility and UCPD.
  • A Dance Coordination Meeting will be arranged by Event Services with UCPD and Facility management to confirm all arrangements prior to event.

For information on commercial activity, performers, and amplified sound, please refer to our Commercial Activity Guideline.

Concerts

All concerts must have a security plan, and require that the hosting organization hire UCPD security for a fee. To begin the process, fill out a Dance/Concert Proposal Worksheet and set up a meeting with Event Services and UCPD. Dance and concert requests must be submitted at least 60 days in advance.

All tickets must be purchased by a UC Berkeley student with valid ID. A UC Berkeley student with a valid ID must purchase tickets for guests. Guest(s) must be present at purchase of ticket and present a college ID (one guest per UCB student may be a non-college student). Tickets must be printed and sequentially numbered.

If you are selling tickets, they must state the following information:

  • This event is not open to the public
  • UCB students and accompanied guests only (Maximum 3 guests per UCB student only one may be a non-college student)
  • Attendees must show valid student identification & photo identification
  • All guests must be 18 years or older with proof of age
  • No alcohol or drugs permitted
  • No weapons permitted
  • Tickets may be sold at the door up to one hour after the event begins.

For information on commercial activity, performers, and amplified sound, please refer to our Commercial Activity Guideline.

Speakers/Performers

If you are paying a speaker or performer to come to campus, you must have them fill out a Personal Service Agreement. Some career performers/speakers may also request that you sign a contract. Please note that as a student organization, you are not legally able to sign such documents. If you need to write or validate a contract, please contact your LEAD Center Advisor.

UCPD must be notified of all high-profile speakers and performers at events, even when speakers/performers are bringing their own security to the event.

Amplified Sound

The use of sound amplification equipment for functions or events that are not officially authorized by the University is not permitted. Acoustic or ambient sound, such as that generated through musical instruments, may be limited if it is intrusive. When class is in session, sound amplification will be permitted for authorized events on the Savio (Sproul Hall) steps between noon and 1:00pm and between 5:00pm and 7:00pm, seven days a week.

Events with Alcohol

Alcohol may be served at events as long as it is done so in accordance with the Campus Alcoholic Beverage Policy. Please note that ASUC programs funds may not be used to purchase alcohol. If you are planning an event where alcohol is served, it is a good idea to meet with your advisor to figure out what you need to do to ensure you are in compliance.

Poker, Casino Games, Etc.

With certain exception, lotteries and gambling are illegal in California. A casino night or free drawing, however, may be held with prior approval from the LEAD Center, adhering to all Berkeley Campus Regulations and procedures, and in accordance with the following:

 Casino Night & Games of Chance

  • There can be no entrance or advance registration fee. Donations may be requested. Any donations received, must go to an approved student group, campus unit or charitable organization. If you are requesting donations, make sure that your group is certified to fundraise
  • Scrip or chips must be used for play, no money can be used. Scrip and or chips must be distributed free with no connection to any voluntary donation.
  • Chips, scrips, or other symbols of winnings may be exchanged for prizes or gifts, excluding money (cash, check, etc.)

 Free Drawing

  • All persons who request a ticket must be accommodated
  • A donation, purchase, or any other form of payment or consideration cannot be required to obtain a ticket for the drawing
  • You must clearly stipulate on the drawing ticket:
    • The date, time, and place of the drawing
    • Whether or not the ticket holder must be present to win
    • The name of the sponsoring student group
    • The organization benefiting from the drawing, if any
    • A list of prizes
    • That no donation, purchase or any other form of payment or consideration is necessary to participate.
  • Your organization must possess the item or items to be given away before tickets are distributed
  • You must implement an accounting system for ticket distribution, and donation collection.
  • You may use only “drawing” or “free drawing” on the ticket and any other media connected with the event. The words “raffle” or “lottery” must not be used.

Auctions

UC Berkeley strongly values equity, civility, and respect in all of its institutional endeavors. The LEAD Center encourages all registered student organizations to consider and uphold these values when planning events and activities for their members and the university community.

Occasionally, organizations will hold “date” or “slave” auction events as a fundraiser for their own organization or another non-profit group. While the LEAD Center recognizes that groups who do organize and/or participate in these types of events usually do so with good intentions, we would like to challenge organizations to think more in depth about these types of events and their potential effects on the campus community. Additionally, we would like to empower organizations to hold alternative events.

“Date” or “slave” auctions involve the process of bidding on a human being for the services or the ability to spend time with a certain person. This process devalues a human being to the level of merchandise and involves a comparison of the relative “value” of each person being auctioned. This process has the appearance of actual slave auctions, which are a real and tragic part of this nation’s history.

Furthermore, we would like organizations to consider the safety concerns that arise as a result of “date” auctions. When a person “wins” the ability to spend time with another person, there is no way of telling what their true motives are. Given the prevalence of sexual assault in our culture, safety concerns exist if you allow a member of your organization to be compelled to spend time alone with someone that she/he may not know.

For these reasons and more, the LEAD Center strongly encourages student organizations to avoid coordinating and/or participating in date and slave auctions. If you would like to organize an alternative fundraising event, your LEAD Center advisor can help you come up with ideas.

Adapted from the University of Michigan Guidebook for Student Organizations and the University of Texas – Austin Student Organization Manual.