Planner's Information

As you prepare to arrive on campus, here is an overview of conference policies and guidelines, as well as information for pre-conference planning, dining, sleeping accommodations, and more. 

You’ll also find a convenient Planners’ Checklist detailing what needs to be completed and when along the way to your event date. 

As always if you have any questions, please reach out to your sales coordinator for assistance.

Conference Policies and Guidelines

Brand Protection

The conference organizer’s written or promotional material shall not name the University of California as “sponsor” unless such permission has been granted in writing by the Office of Business Contracts and Brand Protection, who can be reached at BCBP@berkeley.edu.

Cancellation

Cancellation charges will be calculated as a percentage of the guaranteed number of people, multiplied by the total anticipated room and board package rate. Cancellation fees cannot be applied to future events.

Code of Conduct

Code of Conduct and Policies for ALL guests residing in our housing properties can be viewed on our Code of Conduct page. 

Major Event Policy

For non-University departments, your conference is subject to the Major Events Policy if your conference fits any of the following four criteria:

• 300 or more guests,
• alcohol present,
• dance or concert,
• has outdoor amplified sound

Summer Conference Housing must receive the Event Notification Security Assessment form no later than eight weeks in advance of your conference.

Principles of Community 

We expect your conference to follow our UC Berkeley principles of community to help us maintain a safe, caring and humane environment. Read more about our Principles of Community.

Smoking Policy

The UC campus is a smoke free and tobacco free campus. Read more about the campus no smoking policy. 

Youth Conferences and Participants

• If participants in a group organizer’s program include minors, the group organizer will maintain a ratio of at least one (1) adult supervisor for every ten (10) minor participants in the residence halls and other UC Berkeley facilities. The adults who have this responsibility must be at least 21 years of age, and be identified on the housing list submitted to Summer Conference Housing. Read more about the University of California, Berkeley policies regarding Activities Involving Minors (PDF). Failure to abide by the requirements contained in the policy may constitute grounds for termination of the activity.
• Expectations of Adult Supervisors: The state of California requires that at least one employee, lead contractor, or supervisor who provides direct, on-site supervision of the activity qualifies as a mandated reporter under CANRA and has signed a Statement Acknowledging Requirement to Report Child Abuse.
  • When youth participants are at UC Berkeley, the adult supervisors responsible for them must be present and available at all times, including after youth have retired to their rooms.
  • All adult supervisors must be authorized by the group’s organizer as capable and able to provide supervision for individuals below the age of 18.
  • All adult supervisors are encouraged to go through criminal background checks at the expense of the organizing group. 
  • Oversight and discipline of participants are the responsibility of the adult supervisors. Group organizers must appoint an on-site contact to be available by phone through the duration of the program. 
  • Summer Conference Housing reserves the right to eject individuals from any and all University facilities for violation of conference and campus policies.
  • If the adult supervisors violate these expectations, then the group organizer is expected to provide immediate and suitable replacements in order for the youth/adult supervisor ratio to remain at the expected number(year) used with permission.
• Curfew: All youth conferences must establish a curfew time for participants in the group.  This curfew may differentiate between a time for guests to be “in the residence hall or room” and a time to have “lights out”.  A curfew of 11 p.m. will be imposed for those groups that choose not to identify a particular curfew to comply with housing quiet hours.  When completing a nightly check of exterior residence hall areas, staff will ask guests to return to their assigned residence halls if outside after curfew time.

Pre-Conference Planning 

Insurance

A valid Certificate of Insurance with the following limits of liability is required for your Group and any of the hired contractors or service providers (collectively “Vendors”) you bring onto campus 30 days PRIOR to arrival or the use of University facilities:

• General Liability (property damage & bodily injury):  $1,000,000 per occurrence/$2,000,000 general aggregate
• Personal & Advertising Injury: $1,000,000.00 per occurrence
• Business Automobile: $1,000,000 per occurrence (only if on University property)
• Sexual Misconduct: $1,000,000 per occurrence/$3,000,000.00/aggregate (only for events with minors)
• Workers Compensation (as required by California law when Group employee will be working on UC property)

Note: The General Liability (including Personal & Advertising Injury) and Auto Liability Certificates of Insurance must name the “Regents of the University of California” as an “additional insured.”

• Clients without insurance may purchase coverage online through the University’s third-party insurance broker via CampusConnexions.  
• Vendors without current insurance may be able to purchase coverage through the University’s third-party insurance provider via Campus Connexions 

Overnight Accommodations

We provide overnight accommodation package rates that include three meals per day, single, double, triple, or quad room occupancy in our residence halls. Traditional residence halls are available in Units 1, 2, 3, Stern, and Clark Kerr. Suites are available in Units 1, 2, Foothill, and Clark Kerr. Apartments are available at Units 1 and 2, and Clark Kerr. 

The conference organizer will be financially responsible for the total number of people on the Housing List or 80% of the contracted number of people, whichever is greater. Guarantees are calculated by multiplying the number of people by the package rates.

Bathrooms

Depending upon the building for overnight accommodations, bathroom facilities are shared by 2-11 rooms (suite-style) or approximately 15 rooms per floor (traditional residence hall-style). Custodial staff maintains public and community-style bathrooms.  

Housekeeping Services

Beds are made before arrival with a pillow, pillowcase, sheets, blanket, and bedspread. Two towels, a washcloth, and a bar of soap are provided. Linens and towels are changed weekly. Conference participants are responsible for maintaining their rooms, including removing trash and recycling items and placing them in appropriate containers. Common areas such as lounges are cleaned daily and bathrooms are cleaned every other day. Different levels of housekeeping services may be provided for some student or sports groups, please inquire with the sales coordinator.

Laundry

Laundry rooms with washers and dryers are located in most residence halls. The unit front desk student assistants can provide directions to the laundry rooms. Payment for laundry service is conducted via phone app or credit card; instructions are posted in each laundry room.  

Telephone Service

Telephones are not provided in individual guest rooms. Conference housing staff and student assistants are not allowed to give out personal guest room or contact information for security reasons.

Vending Machines

Soft drinks, candy, and ice machines are available throughout the residence halls. The unit front desk student assistants can provide more information.

Check-In 

The standard check-in time is 3 p.m. We reserve the right to assign later check-in times to accommodate back-to-back conferences.

For larger groups, conference organizers may request to conduct their own registration services along with check-in (depending on space availability). 

Check-in services provided by housing staff and student assistants include housing registration, distribution of room keys, dining cards, and information regarding lodging, dining services, and assistance directing guests to their accommodations.

Check-Out

The standard check-out time is 11 a.m., which allows for time to prepare for new conference group arrivals. We reserve the right to change earlier check-out times to accommodate back-to-back conferences.

Conference participants are asked to turn off lights, lock their room doors, and return room keys/fobs to the unit front office to check-out. Report any damages and/or lost keys before or at the time of check-out. A late fee will be assessed for conference participants failing to check out by the designated time.

Early Arrivals & Late Departures

Room-only accommodations can be provided for participants arriving up to three (3) days earlier or departing up to three (3) days later than the conference check-in and check-out dates, subject to availability. The charges will be added to the master bill. These room-only reservations must be arranged in advance by the conference organizer and are considered guaranteed reservations. No changes may be made after the program begins.

Keys

Each conference participant will be issued a key and/or key fob for entrance into their building and their room door.  Replacement fees will apply for lost keys/fobs and keys/fobs not returned upon check-out; lost and/or unreturned keys will be assessed the missing key fee ranging from $75.00 – $125.00 and $30.00 for fobs. The conference organizer will bear the financial responsibility for lost and missing key fees.

Damages

The housing staff and student assistants complete room inspections for each room before a conference group arrives and after it departs. Any damages found in rooms or public areas after the conference group departs will be charged to the master bill. We encourage conference organizers to inform participants at the beginning of their conference about respecting the building property and how to avoid damage charges. Any damages caused by conference participants will be the responsibility of the organizer.

Unit Front Desk Service

The residence halls’ unit front office is open daily from 7 a.m. to 11 p.m. Office hours are subject to change and will be posted in the area. In addition to check-in and check-out services, the front desk student assistants will assist you with lost keys, lost meal cards, lockouts, maps, directions, and advice on local attractions. If you need assistance when the unit office is closed, please call the unit’s after-hours number and your call will be forwarded to the student staff on duty.

Dining & Catering 

Catering

Interested in Catering options? We’ll work on your behalf with Berkeley Catering to help meet your needs with whether it be a hot buffet-style meal, reception catering, or catering with an alcohol bar setup. Let your conference coordinator know if you are interested in this service.

Dining

Dining facilities serve three meals each day. The dining program offers a wide variety of hot and cold entrees, vegetarian alternatives, and beverages. Conference participants are welcome to return for unlimited portions during assigned meal hours.. If there are concerns regarding dietary restrictions, a meeting can be arranged with the dietitian prior to the conference group’s arrival.

In order to ensure that dining hall capacity maximums are not exceeded, meal time slots will be assigned by your coordinator 30 days prior to the conference’s start date. Meal cards will not work outside of the assigned meal time slots. 

Resident meal cards will be provided only for guests and staff living on site. These cards are programmed to reflect the meals indicated in the program package. Resident meal cards are not transferable. In the event that a guest is a no-show or cancellation, his/her meal card will not be issued for use by anyone else. The card must be presented at each meal to gain entrance to the dining hall. 

Commuter meal package requests are due two weeks prior to arrival. At that point, the number of meal packages may increase, but it cannot decrease. Lost commuter meal cards can be replaced for the full package price. Please note that unused commuter cards cannot be returned for a refund.

Single-use guest meal cards can be provided for guests and staff not living on site. Single-use cards will be programmed to reflect the specific meal of your choice. Lost guest meal cards can be replaced for the price of the meal they represent. Please note that unused guest meal cards cannot be returned for a refund. The conference organizer will be financially responsible for 80% of the requested guest meal cards, or actual usage, whichever is greater. 

Alcohol

Any functions serving alcohol must be provided by a licensed alcoholic beverage provider. A
UC Berkeley “Service of Alcoholic Beverages” form provided by your sales coordinator must be signed and completed at least eight (8) weeks prior to the function. Alcoholic beverages may only be consumed in the location designated for the event. When alcoholic beverages are served, non-alcoholic beverages and food must also be served. The conference organizer is responsible for the conduct of all guests; no one under the age of 21 may be served alcoholic beverages.  

Meeting & Event Needs 

Meeting Space

A very limited number of meeting rooms and lounge spaces may be available for rental within the residence halls. These rooms require advance reservations with your sales coordinator. Meeting rooms are assigned by the number of people expected for each event. We reserve the right to reassign rooms based upon the guaranteed attendance and the type of function. 

Audio/Visual

Audio/visual equipment is available from our preferred A/V vendor for your convenience. Quotes are available on request. If you prefer, you may bring your own A/V equipment. 

Program Materials

Materials may be shipped to arrive no more than seven (7) days prior to the event start date, free of charge. If materials are received earlier, there will be a $50.00/day storage fee added to the master bill. Packages cannot add up to more than five (5) standard-size banker boxes. Anything beyond that volume may be subject to a handling and storage fee even within the seven (7) day free period. A handling fee of $5.00 per box will be charged for all boxes after the fifth box. Please clearly identify the name of your conference group and the sales coordinator’s name on each box.

If any materials are remaining after the event ends, arrangements must be made to have those items picked up by a carrier within 48 hours. Please advise your sales coordinator of these arrangements. Any materials remaining after 48 hours become the property of the University.

Amenities & Campus Services

Internet Connectivity 

Complimentary wireless internet (CalVisitor) is available in all bedrooms, meeting rooms, and lounges. Any conference program in need of the use of computing labs, and/or requires registration of network devices must communicate the needs a minimum of three (3) months in advance of your conference program start date to your sales coordinator. 

Mail Services

Place outgoing mail in the U.S. Mail slot located at the unit front office. If you receive mail while you are attending a conference, the front desk student assistants will notify you. Please have correspondence addressed to the location indicated in your check-in materials. To ensure prompt delivery of incoming mail, the name of your conference group should be clearly marked on the front of the envelope or package.  

Outgoing Mail

Stamped, outgoing mail may be placed in the U.S. Mail slot located at the front desk of each Unit or residence hall. Other mailing needs must be handled at the nearby U.S. Post Office.

Incoming Mail

Incoming mail should be addressed as follows:
Participant’s Name c/o Conference Name
Residence Hall Name Street Address (See below for specific unit address)
Berkeley, CA Zip (See below for specific unit zip code)

Unit 1
2650 Durant Avenue Berkeley, CA 94720-2274

Unit 2
2650 Haste Avenue Berkeley, CA 94720-2278

Unit 3
2400 Durant Avenue Berkeley, CA 94720-2276

Foothill
2700 Hearst Avenue Berkeley, CA 94720-2292

Stern
Hearst Avenue & Highland Place, Berkeley, CA 94709

Clark Kerr Campus
2601 Warring Street Berkeley, CA 94720-2288

Medical Services

Medical care for registered UC Berkeley students may be obtained on weekdays from 8 a.m. to 5 p.m. from the University Health Service located at the Tang Center. Please note the Tang Center does not treat anyone under the age of 18 years old.

For conference participants who are not registered UC Berkeley students, medical care can be obtained at nearby hospitals and medical centers. View a list of local emergency and urgent care centers.

Call 911 from any campus phone to report a life-threatening medical emergency and Berkeley Paramedics will respond.  

Recreation

Enjoy tennis, racquetball, handball, squash, weight training, swimming, running, softball, and volleyball at one of the campus recreation facilities, including the Strawberry Canyon Recreational Area, the Recreational Sports Facility (RSF), and the Golden Bear Recreation Center. Group arrangements to use these facilities may be made in advance by your conference organizer, or you may use them by paying a daily entry fee. For maps, phone numbers, and facility schedules, please visit the Department of Recreational Sports.

Parking

Parking is available in the Foothill, Clark Kerr, Ellsworth, and Underhill parking lots. Parking codes are required for all vehicles, and they are non-refundable.

• Vehicles with a University Annual, Central Campus, or other UC Systemwide parking permit may park on-site at no additional cost.
• For participants who do not have a campus permit, codes must be ordered by the conference organizer in advance and will be charged to the master bill. We cannot collect directly from individuals for codes and any unused codes cannot be returned for credit.

Charges will be incurred for modifications to or cancellations of parking code orders. Please note that parking rates are subject to change without notice.

Safety & Security

Smoke and fire detectors in your room and all common areas immediately alert the UCPD and the Berkeley Fire Department and will wake you in the event of a fire. According to the law, you must vacate the building when the alarm sounds. Use the stairs, not the elevators. Fire extinguishers and fire alarms are located on each residence hall floor.

Emergency exits are located at both ends of the hallways. Evacuation plans and alternate exit locations are posted near the elevators in most buildings. Please familiarize yourself with the locations of the emergency exits and fire extinguishers.

In Case of Earthquake

• A severe earthquake in the Bay Area can produce violent shaking that generally lasts from 5 to 60 seconds. The actual movement of the ground in an earthquake is seldom the direct cause of death or injury. Most casualties result from falling objects and debris.
• Be prepared for aftershocks which could be as serious as the initial earthquake.
• If you are indoors, stay indoors and seek shelter under a table, desk, or bed. Move away from objects that could fall. Do not use elevators. If you are outdoors, stay away from buildings and windows. Move away from objects that could fall.
• After an earthquake, check for injuries. Do not attempt to move seriously injured people unless they are in imminent danger.
• Do not use matches, candles, or open flames, and do not operate electrical switches or appliances, as there may be gas leaks.
• Do not touch downed power lines.
  Listen for special instructions from University officials.
• Do not leave the site without notifying your conference organizer.

In Case of Fire

• If you discover a fire, pull the fire alarm and call 911 from your personal phone or the nearest campus phone to confirm the fire department alert.
• When a fire alarm sounds, feel your room door before opening it to see if it feels hot. If it does not, exit the building immediately. If the door feels hot, or if smoke prevents exit, keep the door closed, open the window, and stay by the window until rescued.
• Walk, do not run, to the nearest safe exit. Do not use the elevators. Use the stairs.
• If you encounter smoke or heat, keep low or crawl to avoid inhaling toxic fumes.
• Use the fire extinguisher with caution. Always stay between the fire and the exit. If the fire has grown too large, leave the building immediately. 
• Do not reenter the building until authorized by the fire department.

Night Safety

UC Berkeley offers comprehensive free night safety services made up of BearWalk escort, night shuttle buses, and door-to-door service. The time of day determines what services are available.

BearWalks are available from dusk to 3 a.m. (last call at 2:30 a.m.), night shuttles run on routes from 7:30 p.m. to 3 a.m., and the door-to-door service is available from 3 a.m. until 5:30 a.m.

Visit nightsafety.berkeley.edu for more information, or call 510-642-9255 (2-WALK) to make your request.

Personal Safety

• Do not walk alone at night; always try to walk with at least one other person. If you must go out alone at night, use well-lit streets, walk down the middle of dark streets, and avoid walking close to bushes.
• If you take a purse, bag, or backpack with you when you go out, ALWAYS hold it close to your body. Carry your wallet in a safe, inside pocket. Wallets and money should never be visible in public. Avoid carrying large amounts of cash with you.
• Be aware of your surroundings at all times especially if you are alone at night. Take notice of who passes you and who is behind you.
• If you think you are being followed by someone, cross the street and change directions.
• If you are in trouble, attract attention any way you can. Don’t be afraid to run and scream.  If you feel threatened in any way, go to the nearest public place and call the police.
• If you encounter strangers in your building, ask if you can be of assistance. If they refuse to cooperate, call the police by dialing 911 immediately. The police department prefers to investigate numerous reports than to have a single offense occur which could have been avoided.

Theft Protection

According to statistics, most thefts occur during the day and thieves enter through unlocked doors and windows. Although we take many precautions to secure our buildings, the following tips will help increase security:

• Always keep exterior building doors closed and locked.
• Do not invite strangers into the building or your room.
• Lock your room and take your keys with you when you leave, even if only for a minute.
  Keep valuables out of sight. A thief will usually leave if no valuables are located within the first 30 to 60 seconds.
• Offer assistance to strangers on your floor. If they are someone’s friends, they will appreciate the help; if not, contact the unit front office or ask them to leave.
• When moving in or out, keep your room locked when not occupied. Do not leave your car unlocked while you are away loading or unloading.
• Do not leave personal items in common areas; take them to your room.
• Be alert to protect your neighbor as well as yourself.
• If you hear or see something suspicious, call the police by dialing 911 immediately.
• Keep windows locked while away from your room.

Resources & Phone Numbers

Emergency Assistance

Health and Safety Assistance

Campus Offices

Residence Hall Unit Offices

Recreation Facilities