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Home > About > Buildings & facilities > Facility reservations > Grimes Engineering Center Reservable Rooms > Robert K. and Ruth B. Brayton Community Room, #162

Robert K. and Ruth B. Brayton Community Room, #162

  • Robert K. & Ruth B. Brayton Community Room
  • Robert K. & Ruth B. Brayton Community Room
  • Robert K. & Ruth B. Brayton Community Room
  • Robert K. & Ruth B. Brayton Community Room
  • Robert K. & Ruth B. Brayton Community Room map
  • Robert K. & Ruth B. Brayton Community Room

    • Room information

    Capacity: 41 persons

    • Tables: 18
    • Chairs: 36
    • Classroom Set up- capacity 36
    • Group Seating (tables of 4) – capacity 32
    • 98” Display
    • Wired HDMI cable presentation system
    • Presenter Camera and Audience Camera
    • Ceiling Microphone for Zoom
    • (1) Wireless Handheld Microphone and (1) Wireless Lavalier Microphone for voice lift and Zoom
    • The room is equipped for BYOD (bring your own device) Zoom. The USB cable provides the user device access to cameras, mics and the audio system. Zoom or other apps can be used for recording.
    • Audiovisual support is available for $125 per hour, per technician with a two-hour minimum.
      • To ensure your event runs smoothly, please include any AV Service needs in your original reservation or email coe-facilities@berkeley.edu at least two weeks before your event. Requests made within 2 weeks of your event are not be guaranteed and may be denied.
      • If AV support is not requested, it will be assumed that you plan to use only the equipment listed in the room description above. Please note that without an AV request, an AV technician may not be available onsite during your event. Equipment testing can be arranged upon request.
    • Room reservation: $125.00 for 4 hours; $225.00 per additional hour
    • Events & Administration Service Fee: $125.00 per reservation
    • Blue and Gold Student Organization: Events & Administration Service Fee $0 per reservation (4 hour maximum)
    • See details regarding custodial fee
    • Audiovisual support is available for $125 per hour, per technician with a two-hour minimum.
    Check availability & reserve this space

    Policies

    In addition to the policies listed below, all reservable spaces are also subject to the Grimes Engineering Center policies listed on the general policies page.

    Review the campus alcohol beverage policy.

    All events hosted at Berkeley Engineering, where alcoholic beverages will be served, require a UCPD alcohol permit. The forms must be completed at least 14 days before the event. 

    The permit application, completed by the event sponsor, must include:  

    • The departmental or unit chairperson who is authorizing your event.
    • The venue/facility manager where the event will take place 
    • A UC Berkeley employee who is required to be on-site during your event

    The form will be automatically sent to all parties, including UCPD.

    Undergraduate student organizations are not permitted to obtain alcohol permits. 

    Graduate student organizations are considered “non-departmental users” for purposes of the campus major events policy.

    For more information, please visit the UCPD Special Events Unit webpage.

    Amplified music or sound is prohibited in the Grimes Engineering Center, in collaboration spaces, on the plaza, as well as on terraces during building hours.

    If you have a special event planned outside of building hours that requires amplified sound, you can request an exception from the building management. To do so, please contact coe-facilities@berkeley.ed for further instructions.

    Per campus policy, events involving requests for outdoor amplified sound are considered major events and require a UCPD Event Security Assessment to ensure their safety and success.

    A chartstring is a mandatory requirement for all reservation requests and will be used for cancellations, damages and any services that may accrue from the use of the facilities.

    Berkeley Engineering Blue & Gold student organizations can be invoiced via the ASU/OASIS office for event services and administration fees. 

    Reservations are confirmed and guaranteed only upon receipt of all applicable permits. Confirmation of all required services must be uploaded to your reservation request or emailed to coe-facilities@berkeley.edu no less than five business days before the reservation date.

    A chartstring for UC Berkeley campus departments or a billing contact and address for external clients not using a campus chartstring is necessary.

    Cancellations to your reservation may be made online, or you may email your cancellation to coe-facilities@berkeley.edu.

    Confirmed reservations canceled by the event planner less than 60 days before the event will be charged an event services/administrative fee, which will be recharged to the chartstring provided.

    • Berkeley Engineering departments and centers: $125.00
    • Student organizations $25.00

    The University of California is committed to maintaining a strong in-house workforce and supporting living wages and employee benefits. To reinforce this commitment, the UC Board of Regents approved Regents Policy 5402, which generally prohibits contracting for services and ensures equitable treatment for any allowable contract workers.

    Managers and supervisors must explore internal options for completing work at UC Berkeley locations with UC Berkeley services before requesting to contract out with a third-party supplier. Staffing options include overtime, stipend, temporary reassignment of work, out-of-classification assignment, limited non-recruitment and open recruitment. Cost savings/considerations cannot be a factor in forgoing internal staffing options if UC Berkeley staff is available for the date(s) and time(s) and can provide the services. View a list of covered services.

    Departments must consult with these campus service providers before requesting to contract out for covered services for food service, labor, moving services, janitorial, transportation and security services.

    During building operating hours, lounges and study areas are available for college and campus community members. These spaces are not available for reservation. 

    Furniture in these areas should not be moved or taken to other locations in the building.

    Events (reservations) with more than 50 attendees or that involve food service will require custodial service for cleaning and waste management. 

    The Grimes Engineering Center operation team will order these services. You will receive a confirmation of your order before your event.

    Campus custodial services will charge all fees using the chartstring provided on the reservation request.

    Costs: 

    • Any event held during regular business hours, serving food and beverage or with over 50 guests, will be charged for custodial services. The recharge rate per hour is: $119 and will be placed by the Grimes Engineering Center.
    • Events happening after regular hours, on holidays and on weekends will be charged a minimum of 4 hours.
    • Custodial service requests made within 14 days of the event will incur a 10% fee.

    Cleaning fees can be obtained from campus custodial services after the event. 

    Users are not allowed to assume personal responsibility for cleaning. This is to ensure that all cleaning is done professionally and thoroughly.

    Information about zero-waste events, including participating caterers, can be found on the Cal Zero Waste website.

    Digital signage is located throughout the Grimes Engineering Center. These are great opportunities to share your messages and announcements with the Berkeley Engineering community. Submitting content to the digital signages is free. The slide decks will be programmed to play in collaboration spaces during building hours, Monday through Friday.

    The Xibo platform manages digital signage, allowing users to pull content from websites and social media feeds and to utilize slides. Note: The digital signages do not include an audio option.

    To submit content for rotation on the digital signage or for inclusion on the daily digital event calendar, please refer to the formatting and content guidelines outlined below.  

    Submission information: collaboration spaces

    College and campus affiliates can submit content for the digital signage. This content should be relevant to the Berkeley Engineering community. See Google Slide and Powerpoint templates.

    • Submitted slides with a 16:9 aspect ratio. (template attached) and complete when submitted. Our team will not be able to create slides for you.
    • Slides must be received a minimum of one week before the scheduled date. Slides sent after the one-week deadline may not be included until the following week.
    • Content may be scheduled for a maximum of 30 days. Please submit another Google form for approval if you want your content displayed longer.
    • Content will/must be taken down after events have taken place.

    Examples of approved content:

    • Announcements from Berkeley Engineering departments.
    • Recruitment or event marketing for the Engineering Student Council, Blue & Gold student organizations and graduate students recognized by Berkeley Engineering. 
    • Announcements from Berkeley Engineering, department or campus web pages, such as for Homecoming, commencement or Cal Day.
    • Berkeley Engineering awards and recognitions, such as faculty and student achievements.
    • Items included in the ESS weekly newsletter and the Berkeley Engineering Insider, as appropriate.

    Examples of content that is not approved:

    • Fundraising appeals (for example, “Give to the Oski Fund!”) 
    • Collective bargaining announcements
    • Paid advertisements
    • Political ads — including ASUC student organizations

    Digital signage information: program delivery spaces

    Digital signage assigned to or installed in a program delivery space should follow the same guidelines, ensuring that messages are relevant to the Berkeley Engineering community and not outdated.

    The slide templates will be available to program managers and to college and campus partners for submitting content for a collaboration space monitor.

    Ready to submit your slide? Please fill out this form.

    Before purchasing food and beverages, we recommend reviewing the UC Berkeley entertainment policy basics, which include an outline of unallowable expenses and exceptional entertainment policies. 

    Please review the maximum meal expenses when planning to cater your event.

    All catering, whether by a vendor or event planner, should conscientiously adhere to the Cal Zero Waste guidelines, reflecting our shared responsibility for environmental sustainability.  

    • This site comprehensively addresses all aspects of hosting a zero-waste event, including reusable dining ware, BPI-certified compostable products and recyclable materials. It also ensures that appropriately sized recycling and composting receptacles are available at the event. If you have any questions about the process or what is recyclable, reusable or compostable, please contact the Cal Zero Waste office at 510-642-3759.

    A list of Berkeley Engineering-approved caterers can be found when booking a room through the online Berkeley Engineering reservation system or America To Go, BearBuy and the Cal Zero Waste website.

    Permits are required if you are serving alcohol. (See alcohol permits for details.)

    If you have an open flame or are serving food to the public, you must obtain a permit(s) from the campus Office of Environment, Health & Safety website.  

    A food permit from Environment, Health & Safety is required for events open to the public or where admission is charged. However, a food permit is not necessary if your event is by invitation.

    Barbecues and open flames — including candles and sterno/gel fuel for food or beverage service — are prohibited in the building.

    Electrical cooking equipment, such as hot beverage dispensers, soup kettles and toaster ovens, are only permitted in designated kitchenette areas. Appliances must be plugged directly into the power source and cannot be plugged into an extension cord or “daisy-chained” onto multiple cords. 

    Contracting out for covered services:

    Effective September 2021, on-campus, third-party catering services may be prohibited in any location at any Berkeley Engineering or campus facility (state or non-state-funded buildings).

    “Catering services” is defined as work traditionally performed by represented university employees (specifically food cooking/serving services) and should not be contracted out. “Catering services” involving labor, such as onsite cooking, baking and/or serving the prepared food, are considered a covered service. 

    This does not include food delivery drop-offs, prepared meals/food being delivered/set up.

    Please contact Berkeley Catering and/or International House catering services to see if they can provide catering and staff services for your event. If they cannot fulfill your request, you can request an exception to bring in another caterer. 

    The building manager must approve in advance requests to remove or add furniture to any space, including those designated as Program Delivery or Open Collaboration areas.


    To ensure the Engineering Center’s proper management and maintenance, furniture assigned to a room cannot be moved to another room or outside without the building manager’s approval. 

    Special requests for additional furniture must be pre-approved by the Berkeley Engineering facilities office. Once this request has been approved, please contact campus moving services for assistance with rentals/set-up/takedown if required.

    All rooms will have a layout showing the default furniture setup and restricted setup areas, including accessible routes.

    Event organizers are responsible for returning the facility to its normal condition after an event.

    • Requestors may contract campus UC Berkeley Property Moving Services for Special Event Services with pre-approval from the building manager for assistance moving forward or rental of additional furnishings. All furnishings, equipment and supplies must be removed afterward.
    • Contact UC Movers if you do not want to do the setup or breakdown yourself.

    Furniture cannot be moved from another space in the building, even if not in use.

    The event organizer or program sponsor is financially responsible for any damage to the building, equipment or furnishings caused by persons attending or participating in a program in the building.

    • All tables and floors must be covered when using crafts or paint to protect surfaces from damage caused by paint, glue or other crafting supplies. This responsibility falls on the staff and participants, underscoring their integral role in maintaining the quality of our spaces.
    • Use disposable or reusable coverings such as plastic tablecloths, butcher paper or newspapers. 
    • Staff or participants are responsible for setting up the protective covering before any craft or painting activity begins, removing it afterward, disposing of it or cleaning it if reusable. 

    If extraordinary cleaning or repair is deemed necessary, additional vendor fees will be recharged to the chartstring provided by the event organizer or program. This includes fees to reset any moved furniture.

    Proof of Insurance:

    • Suppliers not on the approved caterer list or part of BearBuy, America To Go or the Zero Waste list must provide proof of insurance. This includes vendors coming onto campus for food drop off or delivery.
    • If the organizer books a caterer, florist, musician or other supplier who will be on campus providing services for the event, the supplier must provide proof of insurance. This includes drop-off service for food/beverage or other items.
    • Suppliers should visit Berkeley Risk Services to review guidelines for insurance certificates.
    • Vendors who do not already have a certificate of insurance can obtain more information through Berkeley Risk Services.
    • Completed certificates of insurance must be emailed to coe-facilities@berkeley.edu.

    Certificate of Insurance requirements:

    • At least $1,000,000 worth of coverage.
    • Individual or Company name must be listed on the policy as “Insured.”
    • The REGENTS OF THE UNIVERSITY OF CALIFORNIA must be listed as “additional insured.”
    • The certificate must list the INSURER’S name and contact information.
    • The policy start and end date must be valid and listed on the certificate.
    • Auto Liability Insurance with at least $1,000,000 worth of coverage – if a representative will be driving on University property.
    • Proof of Worker’s Compensation if a company employee will be working on University property.

    Programs, events and activities that include minors must adhere to the UC Berkeley Activities Involving Minors policy. Managers of these activities should also refer to Best Practices for Activities Including Minors on the UC Berkeley Risk Service website.

    If your event or activity is on a weekend or outside normal building hours, you must arrange for a UCPD Security Patrol Officer (SPO) to be present for the after-hours period of the event.

    Please review the Special Event Assessment policy to see if your event meets the criteria for a “Major Event.” Then, complete the Special Event and Security Assessment form and email it to coe-facilities@berkeley.edu no later than 10 working days before the event.

    All events in the Grimes Engineering Center will be displayed on the digital display located on the monitor inside the main entrance on the first floor. This information will include the name of the event, its location, and the time as listed in your confirmed event reservation.
    NOTE: Events in the Jarvis Auditorium, Raw Thrills Lounge, and Giancarlo Gallery have the option to utilize digital signage (monitors) for the duration of their events. Please submit this form at least one week before the event. To display event content on the digital signage monitors, please submit your materials to the Events Manager at least five days prior to your event date.
    “Day of Event” directional paper signage must not be taped to any surface inside or outside the building; Any taped signage will be removed.

    Holiday/Event Decorations

    Holiday and event decorations cannot be affixed, taped or secured to the walls without the building manager’s approval. 

    Event Venues:

    • Decorations are allowed for the duration of the event and must be removed at the end of the reservation. Signs, banners, posters or decorations may not be nailed or tacked to interior walls. Banners may be draped on a table or affixed to a podium with blue painter’s tape. See Reservation Policies for more details.

    Building users are responsible for ensuring all trash is deposited in the appropriate waste containers. Food waste (e.g. box lunches, pizza, etc.) served at meetings or events held in any space should be disposed in the dumpsters on the outside/east side of the building. They should not be left inside program delivery spaces or overfilled containers in collaboration spaces.

    If your event does not include a Custodial Service work order for waste management, any waste generated by your event, including “landfill” trash and compostable or recyclable waste, must be packed back out of the building. This is to ensure that waste is managed in a responsible and sustainable manner. Caterers need to bring waste back to their business location. 

    Event planners and program staff must place waste in the bins located on the east exterior of the building. Do not use the waste receptacles throughout the building to dispose of waste generated from meetings and events.

    All catering (by vendor or event planner) should abide by the Cal Zero Waste Guidelines.  

    • This site addresses all aspects of hosting a Zero Waste event, including the use of reusable dining ware, BPI-certified compostable products and recyclable materials, as well as ensuring that appropriately sized recycling and composting receptacles are available at the event.
    • If you have any questions about the process or what is recyclable, reusable or compostable, please don’t hesitate to contact the Cal Zero Waste office at (510) 642-3759. Cal Zero Waste is here to support and guide you.

    Users are responsible for making sure all trash is deposited in waste containers and that all equipment and supplies from the event are removed.