Reserving a Room at the Haas School of Business

Rental Fees and Policies

Fees
Event categories
Waiving of fees
Rental hours
Advance reservations
Cancellations
Decorations and signs
Cleaning, maintenance and set-up fees
Security deposit
Major events staffing
Liability
Refusals
Contact information

Fees applicable for the fiscal year 2003-2004.

	Wells Fargo Room	Arthur Andersen Auditorium	B of A Forum	Haas Courtyard
Haas Internal	N/C	N/C	N/C	N/C
Haas Hosted @ 25%	$175	$275	$125	$125
Other UCB/ Nonprofit @ 75%	$525	$825	$350	$350
Standard Rate @ 100%	$700	$1100	$475	$475
4-hour rate (Haas Internal & UCB/Nonprofit)	$365	$575	$245	$245
Weekend surcharge	$175	$275	$125	$125

Note: For weekends and holidays, there is a surcharge of 25% of the standard rate for all events. This surcharge would cover the use of the building beyond the normal workweek. Any event over an eight hour period, will be charged an additional 150% per reservation fee.

Rental Fees for classrooms: $170 for more than 4 hours, $85 for less than 4 hours.

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Event Categories
Haas Internal events are those events, other than classroom sessions for approved courses, in which Haas faculty, staff and/or students are a significant portion of the participants. For these events, there is no fee, if the event is on a weekday. For All Haas Internal events held on weekends, a fee will be applied.

Haas Hosted events are those that are conducted by a unit of the school, including research centers, that include significant participation from outside Haas. The Haas sponsors must be directly responsible for managing the delivery of the event. If circumstances regarding the event category change after the
reservation was confirmed, the host group chart string account will be billed the designated fees in full.

Revocation policy: Haas Internal and Haas Hosted categorized reservations are revocable in cases of space-planning emergencies, as determined by the dean’s event subcommittee. The room occupants would be given a minimum of 3 weeks’ courtesy relocation notice.

Other UCB/Nonprofit events are those organized by units of UC Berkeley (outside Haas) which do not include significant participation by Haas students or for events organized by outside nonprofit organizations. A tax status certificate must accompany the outside organization’s reservation form showing the organization’s nonprofit status.

Standard events are those organized by for-profit businesses that hold events at the school.

Waiving of Fees
Waivers of rental fees may be extended to functions hosted by the office of the Chancellor and the UC President when they are personally in attendance at the event.

Waivers of rental fees will apply to all regularly scheduled Haas classes. Each class is responsible for its own set-up in the Wells Fargo Room.

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Rental Hours
Rentals for up to 4 hours constitute a half-day rental. Events beginning at or after 11 a.m. will be billed at 70% of the full-day rate because the event may preclude other from using the room that day.

Rentals for 4-8 hours constitute a full day. Rentals for more than 8 hours will be billed at 150% of the full day rate. Around-the-clock rental fees will be 150% of the day rate.

Event organizers must include in their contracted hours of rental sufficient turnover time for setting up and taking down of events. Typically, this means 1.5 hours prior and 1 hour after the event.
Access to the rented room will not be permitted until the time for which it is contracted.

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Advance Reservations
Reservations for weekend rental of the Arthur Andersen Auditorium:can be made up to 9 months in advance. Reservations for weekday use cannot be made before the start of each semester and no more than 3 months in advance.

The Bank of America Forum must be blocked in conjunction with the Arthur Andersen Auditorium for events that require pre-registration and/or catering.

Non-Haas reservations of school facilities during the weekdays may be made up to 9 months in advance (except the Arthur Andersen Auditorium). Weekend functions involving multiple rooms may be made 24 months in advance.

Haas Internal reservations may be made 18-24 months in advance.

Reservations for non-Haas events are confirmed and guaranteed only upon receipt of payment of the rental fee in the form of either an IOC or check payable to UC Regents.

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Cancellations
Reservations made 12-24 months in advance require written cancellation.

Reservations made 6-12 months in advance require cancellation of up to 60 days.

For reservations made less than 6 months in advance, written cancellations must be submitted 30 days or more prior to the event. Cancellations made less than 30 days before the event will result in the forfeiture of the entire rental fee.

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Decorations and Signs
Nothing may be nailed, tacked, hung or affixed in any way to the interior woodwork of Wells Fargo or Helzel. Banners must be draped on the table. Only approved adhesives may be used to affix things to the wall. All other adhesives will cause damage to the wall and will result in the forfeiture of your deposit. These adhesives may be obtained from Diamond Pope in room S420E.

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Cleaning, Maintenance, and Set-up Fees
Haas Internal and Haas Hosted events must be acknowledged by the relevant department, faculty group or program office within the School. All Haas Internal and Haas Hosted events must have a budget chart string to which extraordinary cleaning or damage charges can be made. Haas Internal and Haas Hosted groups are expected to return the facility to its normal condition at the conclusion of the event. If extraordinary cleaning/repair is deemed necessary, the additional vendor contractual fees will be recharged to the event organizer /sponsor.

There are no exemptions from rental fees. When charges from outside vendors or UC Movers are incurred for an event, which is often necessary for events on weekends, these fees will be charged to those renting the facilities. Any debris abandoned after the event will result in loss of security deposit. All groups are responsible for the cleaning the room rented.

• Wells Fargo Room: The Wells Fargo kitchen floor must be swept and mopped, all the counters and tables tops wiped off and the sink washed out, if necessary. Garbage and recycling must be taken to the trash enclosure at the Faculty Building loading dock, accessible from the B of A Forum 3rd floor double doors.
• B of A Forum and Courtyard: After your event all trash must be removed from the floor or ground. Trash must be emptied in the trash enclosure on the Faculty Building loading dock – accessible from the B of A Forum 3rd floor double doors.
• Arthur Andersen Auditorium: No food or drink are permitted in the Arthur Andersen Auditorium.

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Security Deposit
A deposit will be required as part of the reservation of facilities as collateral against damage.

Major Event Staffing
Major Events will charge a management fee of $30/hour when staff is required to be present after 5 p.m. on weekdays and will charge a minimum of 4 hours on weekends. Haas Media Services will determine charges for audio/visual technicians.

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.

Refusals
Haas reserves the right to refuse future rentals to organizations that do not comply with these policies.

Contact Information
If you have questions on reserving a room at the Haas School, contact:

Diamond Pope, Event Coordinator
Haas School of Business
510-643-0475
pope@haas.berkeley.edu

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