Planning an Event

Planning and hosting a successful event depends on careful planning. Before you start planning your event, please read these guides to familiarize yourself with key areas of event planning at Haas. Still have questions? Contact Amy Hornstein or Julia Rosof in the MBA Program Office.

Facilities

Haas Facilities
Haas facilities include classrooms, the Andersen Auditorium, the Wells Fargo Room, the Bank of America Forum and the Courtyard. The Helzel Boardroom and S480, the Executive Classroom, are managed by the Center for Executive Education, but are sometimes available for student use. Please review the space request guidelines for information on how to reserve different spaces at Haas.

Action Items:

  1. Review space request guidelines
  2. Check room availability and make reservations in the Event and Space Management System. Please note that classroom reservations can't be made during the add/drop period at the beginning of each semester or during the exam period at the end of the semester.
  3. For questions, contact Kendall Dockham the Room Reservation Coordinator, roomres@haas.berkeley.edu or 510-643-0475.
  4. To check the availability of the Helzel Boardroom and the Executive Classroom, students should contact Amy Hornstein or Julia Rosof in the MBA Program Office regarding its availability.
  5. If you are having an event in the Wells Fargo Room, please consult this event checklist.

UC Berkeley facilities
UC Berkeley has spaces on campus suitable for receptions, conferences, lunches, and dinners. You may have to pay a rental fee or use the facility's catering service. The most popular facilities near Haas include the Faculty Club and International House.

Action Items:

  1. Review the list of campus venues.
  2. Contact Amy Hornstein or Julia Rosof for more information about reserving campus facilities.

Off-campus facilities
Off-campus facilities such as hotels typically require you to sign a contract.

Action Items:

  1. Check with Julia Rosof for a list of local off-site venues
  2. Confer with Amy Hornstein to ensure that you are not taking unnecessary risks in signing contracts.

Alcohol

If you wish to serve alcohol on campus you must have an Alcohol Permit issued by the UC Berkeley Police Department and follow these requirements:

If you wish to serve alcohol on campus you must have an Alcohol Permit issued by the UC Berkeley Police Department and follow these requirements:

  • Serve beer and wine only
  • Serve food and non-alcohol beverages
  • Check IDs to ensure that everyone drinking is over 21
  • Not allow drinking games

If you are having an event where alcohol is served and a fee is charged for attendance at the event you are required to hire a caterer and get an additional state alcohol permit. Please direct questions about the state alcohol permit to Julia Rosof.

Action Items:

  1. Fill out the alcohol permit request form at least two weeks prior to your event, so that the program office can request an Alcohol Permit from the UC Police Department.
  2. If you're charging for an event and serving alcohol, please email Julia Rosof about the state alcohol permit.

Parking

The MBA Program Office can provide up to seven daily parking permits if needed for speakers or visitors. For larger events, they will work with the Parking and Transportation to help you obtain needed permits at cost.

Action Items:

  1. Reach out to Julia Rosof to discuss your parking needs.

Furniture

The Haas Facilities Department has fifteen 6-foot tables available for students groups free of charge. Tables are available on a first-come, first-serve basis. Additional tables, lecterns, chairs, tablecloths, etc. can be rented from Canopies and Tents at 510-610-0072 or University Moving Services at 510-643-8232.

Action Items:

  1. Consult Julia Rosof to determine if there will be enough 6-foot tables available for your event.
  2. If necessary, rent additional furniture.
  3. On the day of your event retrieve 6-foot tables from underneath the staircase on the second floor of Cheit.

Catering

Only caterers who have a Certificate of Insurance form on file with the Haas School may be used. If you are using a new caterer you must request proof of insurance when you are making the arrangements. Caterers cannot work on campus without a valid certificate of insurance.

Read the list of caterers on file and consult Julia Rosof for advice on caterers and menus. Also, the MBA Program Office has compiled a list of lunch options for club meetings.

Action Items:

  1. Select a caterer for your event.
  2. Email Julia Rosof to determine if your caterer needs to provide proof of insurance.
  3. If your event requires an open flame, contact Julia Rosof to get a fire permit.
  4. If you would like assistance with selecting a menu, please contact Julia Rosof.

Media Equipment

Haas Media Services has a wide array of media equipment available. Media Services can also assist with videotaping events.

Action Items:

  1. Email resi@haas.berkeley.edu, call 510-643-0431 or visit the media services desk in S300 to request and reserve media services equipment. You can also reserve equipment when you make room reservations in Event and Space Management System (EMS).

Fire Permit

Fire permits are required if your on-campus event includes a barbecue or any other form of open flame.

Action Items:

  1. Contact Julia Rosof two weeks before your event so she can secure a Fire Permit.
  2. If you’re barbecuing, you’ll need to borrow a spigot key, hose and fire extinguisher from the MBA Program Office.

Entertainment

UC Berkeley requires proof of insurance from bands and other entertainers, who are not UC Berkeley students, to perform at on-campus events. If your entertainers do not have insurance, the MBA Program Office can help you obtain the required insurance.

Action Items:

  1. Reach out to Julia Rosof for information about insurance requirements for entertainers and to obtain insurance.

Alumni Participation

The Alumni Relations Office will facilitate alumni participation in student-led events. In return, you must submit a roster of all alumni who attended to the Alumni Relations Office within two weeks of your event.

Action Items:

  1. Reach out to Meg Roundy, Associate Director, Student-Alumni Relations & Development for information

Clean Up

You must leave your event space in the same condition in which you found it. This may include breaking down tables and basic cleanup. Be sure to recruit volunteers in advance. For larger events such as Consumption Functions or conferences, breaking down tables and basic cleanup is required. The MBA program office will arrange for extra custodial and ground services.

Action Items:

  1. Recruit volunteers to assist with cleanup.

Volunteers

Recruit a volunteer team capable of taking care of all aspects of event planning and staffing.

Key Haas Contacts

Review and use this list of key contacts at Haas.

Planning A Green Event

Read the Green Event Toolkit to see how you could make your event more friendly to our environment

Vendors

Looking for a vendor? The MBA Program Office maintains a list of approved vendors for items such as balloons, T-shirts, and caterers.

Action Items:

  1. Select a vendor
  2. Check with the MBA Program Office to ensure that your vendor has the appropriate insurance on file

Conference Planning

If you are planning a conference, the first step is to contact Amy Hornstein or Julia Rosof in the MBA Program Office. After contacting the MBA Program Office, please review the following conference planning documents:

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