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Grimes Engineering Center facility policies

On this page, you can find all of the Grimes Engineering Center facility policies for all building occupants and guests. Students may refer to the student handbook for additional policies and procedures that relate directly to them.

In this section

All policies
Program delivery spaces
Student group policies
Space & reservation policies

All policies

The Grimes Engineering Center is open to the college and campus community during its listed building hours. Doors to the building will be locked at 7 p.m. but will remain accessible with a Cal 1 Card.

Please contact your program manager to request building access. All programs and centers can be found via this directory.

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.

Audio visual (AV) access is self-service in most rooms in the Grimes Engineering Center. However, additional AV support can be requested.

For events in the building, you can request special AV services when placing your reservation. The AV technician will contact you before your event, review your needs and provide you with an estimate of additional costs for services or equipment.

AV support for an event reservation will be $120.00 per technician per hour, two-hour minimum.

Special AV service requests will not be accepted less than 10 business days before the event date. This policy ensures that we can provide the best possible service for your event by giving us time to allocate the necessary resources and plan for any technical requirements.

Website: Berkeley Engineering’s marketing and communications office will manage and update the facility webpage to reflect the policies and reservation page (such as room details and photos).

Riding mopeds, bicycles, skateboards, rollerblades or skateboards is prohibited in buildings or on walkways where they could create hazards.

In accordance with fire marshal policy, vehicles may not be stored in public spaces, hallways, corridors or stairwells. And they may not be attached to railings.

  • Bicycles may be stored in non-public spaces sanctioned or authorized by departments or building coordinators/managers.

Motorized bicycles, scooters and motor-driven cycles — laws and rules

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.

Cancellations made within 45 business days of the event date are subject to a fee of $125, which will be recharged to the chartstring provided.

College of Engineering Facilities reserves the right to cancel any reservation that has not submitted all required permits.

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. 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.

Electrical cooking equipment, including hot beverage dispensers, soup kettles and toaster ovens, is only permitted in designated kitchenettes and break rooms. Such equipment must be plugged directly into the power source and may not be plugged into an extension cord or “daisy-chained” onto multiple cords.

Equipment such as cotton candy and popcorn machines may not be used inside the building.

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 the ‘alcohol’ tab on this page 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. 

For building management and occupants, submit a furniture request via this form.

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.

The Grimes Engineering Center will be managed by the Engineering Center Operations Team, the Building Facilities Group and the Space Usage Committee. Each group’s roles and responsibilities are outlined below.

Operations team

The Engineering Center Operations Team will oversee the building’s daily management, including building maintenance, supervision and maintenance of all audiovisual and IT equipment, event space reservation requests, requests for custodial support and managing student workers. The Operations team will include the facility manager, engagement programs event manager and AV IT engineer.

Building Facility Group:

  • The Building Facility Group will meet twice monthly (or more as required by business demands), ensuring that all time-sensitive matters are promptly addressed. The group will include the Berkeley Engineering facilities manager, AV IT engineer, the engagement programs event manager and a staff representative from the ESS/CAEE team. Additional invitees will include the executive assistant dean of administration, assistant dean of capital projects and facilities and executive director of engagement programs as necessary.
  • The Facility Group will address:
    • Maintenance/signage/equipment requests and renovations or structural changes.
    • Furniture usage, including requests to move or replace furniture.
    • Incidents of misuse of space or groups not following policy.
    • Fee waiver requests.

Space Usage Committee:

A Space Usage committee, composed of representatives of the building and college leadership, will be formed and meet once a semester.

  • The scope and committee charge are pending development. Areas to include:
    • Make recommendations to the Dean for space allocation.
    • Update guidelines based on organizational needs or building usage changes.
    • Review space use assignments and make recommendations to college leadership when necessary.
    • Review and update Building Policies and Procedures.
    • Review capacity to allow for weekend rentals and the reservation rental fees for the campus affiliates. 
    • Review the feasibility and impact of allowing off-campus organizations to reserve space in the building. 
    • Short-term Adjustments: Make minor changes to space allocation based on immediate needs.
    • Long-term Planning: Develop a strategy for anticipated growth or downsizing, technology needs and changing usage trends.
    • Budgeting: Consider financial impacts and budget for necessary changes, such as renovations or new furniture, additional SPO requests.

The program manager or event planner is responsible for ensuring compliance with the campus Major Event Policy.

In case of an emergency, dial (510) 642-3333 from a cell phone to reach the emergency line for UCPD and notify designated Berkeley Engineering personnel.

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.

Berkeley Engineering is committed to the safety of its community and encourages community members to participate in this commitment by adhering to the safety guidelines and services offered by the Campus and the UCPD. These include resources and tips for personal safety, property security, threat assessment and management, crime reporting, handling various types of emergencies and more.

Please visit the links below to learn more.

UC Berkeley Safety Resources

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 permitted for the duration of the event and must be removed upon completion 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.

Purpose
This policy ensures safety, hygiene and compliance with regulations within the building premises by prohibiting the proper storage of hazardous materials and food items.

Prohibited items

  • Hazardous materials: Any flammable, explosive, toxic, corrosive or otherwise dangerous substances, including but not limited to chemicals, fuels, gases and radioactive materials. 
  • Food storage: Perishable and non-perishable food items must be stored in plastic containers with a lid and in pantries, kitchenettes or designated areas. Food not stored in closed containers is prohibited to prevent pest infestations and contamination.
  • Enforcement: Regular inspections may be conducted to ensure compliance.

Exceptions

  • Limited household cleaning supplies and personal-use items may be permitted if stored safely.
  • Sealed and properly stored food items within designated areas (e.g. office pantries, break rooms) are allowed.

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.

To make work requests, please fill out this form.

Zero Waste catered events require all materials generated at the venue to be reusable, and recyclable or compostable if no feasible alternative exists.

Funded by The Green Initiative Fund

The Zero Waste Event project was originally created to assist all events at UC Berkeley in achieving zero waste. To accomplish this, Cal Zero Waste created zero waste guidelines for both event caterers linked below.

The Zero Waste Caterer Guidelines are designed to provide a framework to help caterers and facility managers successfully make their events zero waste.

In order to be listed as a Cal Zero Waste approved zero waste caterer, please download the guidelines below and return a signed copy to Zero Waste Manager, Lin King at ltking@berkeley.edu

Zero waste caterer guidelines

Please note that these guidelines are subject to change and the link below will serve as the most updated version.
Any additional inquiries or comments, please contact the Cal Zero Waste office at (510) 642-3759.

Program delivery spaces

The Grimes Engineering Center is home to various programs that serve Berkeley Engineering and the campus community. Please refer to the individual program pages for contact and program details. 

All program spaces and policies will be managed in alignment with the Grimes Engineering Center policies.

Library level

First Floor

Second Floor

Third Floor

Student groups

Below is an outline that is a comprehensive guide to the responsibilities and resources available at the Grimes Engineering Center, a vital part of our college and campus community. It is designed to ensure the safety and well-being of all community members, in which everyone plays a crucial role. The policies and operating guidelines outlined here are not just rules — but a strategic design with a clear purpose. They are crafted to uphold and align with the center’s guiding principles, ensuring a consistent, community-serving, effective operation that aligns with UC Berkeley principles. We hope these guidelines will provide you with a clear understanding of your responsibilities and the resources available.

All events, meetings and activities held in the Grimes Engineering Center must be sponsored and organized by Berkeley Engineering offices, departments or research units to ensure appropriate academic and professional content. 

Berkeley Engineering provides permission for events and activities. To reserve space or host activities at the Grimes Engineering Center, student groups must have a Blue & Gold Student certificate or be a graduate student group recognized by Berkeley Engineering.

The following activities are strictly prohibited in the Grimes Engineering Center, including the terraces, plazas and patios. This list includes any activities managed in a DeCal.

  • Fabrication, laboratory/scientific testing, and shop activities are not allowed. These include, but are not limited to, using power or bladed tools, construction, painting and AC electrical work. High-voltage or lithium batteries and combustible materials are strictly prohibited. 
  • All tables and floors must be covered when using crafts to protect surfaces from damage caused by glue or other crafting supplies. Organizations should use disposable or reusable coverings such as plastic tablecloths, butcher paper or newspaper. 

This list is not exhaustive and can be amended by the college at any time.
 
These rules are in place to ensure the safety and well-being of all occupants and the maintenance of the building.

Violating these rules may result in organizations not being allowed access to host activities or meetings in the building for the academic year.

These policies aim to be consistent with Policies Applying to Campus Activities, Organizations and Students (PACAOS) and Berkeley Campus Regulations Implementing University Policies. 

Failure to adhere to the code of conduct (See PACAOS 100.00) may result in disciplinary action.

Student discipline procedures and relevant due process procedures are outlined in PACAOS 103.00 and Sections III & IV of the Berkeley Campus Code of Student Conduct. They include student rights as well as informal and formal resolution procedures.

Review the campus alcohol beverage policy.

Undergraduate student organizations are not permitted to obtain alcohol permits or serve alcohol at any gathering in the College of Engineering venues. 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.

Audio visual (AV) access is self-service in most rooms in the Grimes Engineering Center. However, additional AV support can be requested.

For events in the building, you can request special AV services when placing your reservation. The AV technician will contact you before your event, review your needs and provide you with an estimate of additional costs for services or equipment.

AV support for an event reservation will be $120.00 per technician per hour, two-hour minimum.

Special AV service requests will not be accepted less than 10 business days before the event date. This policy ensures that we can provide the best possible service for your event by giving us time to allocate the necessary resources and plan for any technical requirements.

Website: Berkeley Engineering’s marketing and communications office will manage and update the facility webpage to reflect the policies and reservation page (such as room details and photos).

Riding mopeds, bicycles, skateboards, rollerblades or skateboards is prohibited in buildings or on walkways where they could create hazards.

In accordance with fire marshal policy, vehicles may not be stored in public spaces, hallways, corridors or stairwells. And they may not be attached to railings.

  • Bicycles may be stored in non-public spaces sanctioned or authorized by departments or building coordinators/managers.

Motorized bicycles, scooters and motor-driven cycles — laws and rules

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.

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.

Electrical cooking equipment, including hot beverage dispensers, soup kettles and toaster ovens, is only permitted in designated areas. Such equipment must be plugged directly into the power source and may not be plugged into an extension cord or “daisy-chained” onto multiple cords.

 Equipment such as cotton candy and popcorn machines may not be used inside the building.

A $25.00 administrative/service fee will be charged to reserve a space.

Invoices will be submitted via the ASUC/OASIS office.

Note: This fee does not apply to reservations in the following rooms:

  • Student organization rooms: B116 and B112
  • Huddle rooms: 102,104 and 106

Berkeley Engineering will provide a chartstring to pay for regular custodial services after events. Student organizations will incur additional charges for damages or any extra cleaning needed after an event through their Cal Link account.

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 the ‘alcohol’ tab on this page for more 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. 

For building management and occupants, submit a furniture request via this form.


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.

The program manager or event planner is responsible for ensuring compliance with the campus Major Event Policy.

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.

In case of an emergency, dial (510) 642-3333 from a cell phone to reach the emergency line for UCPD and notify designated Berkeley Engineering personnel.

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.

Event organizers should review the Grimes Engineering Center policies.

Blue & Gold student groups and graduate student groups recognized by Berkeley Engineering may request permission to reserve rooms for meetings and events in the Grimes Engineering Center.

To obtain permission, groups must submit a request to Berkeley Engineering via the Reservable Spaces page, outlining the details of the event or activity, including its purpose, date, time and expected attendance.

Major annual or mission-critical events for Berkeley Engineering will take precedence in confirming space needs. If conflicts occur, the Building Facility Group, a dedicated team responsible for managing such issues, will work with the departments/student groups involved to find acceptable solutions.

The Grimes Engineering Center is also available to campus affiliates for appropriate academic and professional activities.

The Grimes Engineering Center is not available for use by the general public.

Fees and payment

A $25.00 administrative/service fee will be charged to reserve a space.

Invoices will be submitted via the ASUC/OASIS office.

  • Note: This fee does not apply to reservations in the following rooms:
    • Student organization rooms: B116 and B112
    • Huddle rooms: 102,104 and 106

Berkeley Engineering will provide a chartstring to pay for regular custodial services after events. Student organizations will incur additional charges for damages or any extra cleaning needed after an event through their Cal Link account.

The Berkeley Engineering facilities office is committed to ensuring the success of your events. To provide a secure and comfortable environment for your event, the office may, at its sole discretion, require additional reservations, such as extra security for high-profile guests or additional custodial services.

Users are responsible for returning the facility to its normal condition after the event.

Reservations for event rooms can be made up to 365 days in advance. 

Availability for rooms managed by and within program delivery suites may vary. Use the Reservable spaces page to review the availability calendar, find detailed room descriptions and request a reservation. 

Access to the reserved facility will not be permitted outside the contracted time. The reservation request should include adequate time to set up and break down an event. Extra time should also be included for event staff orientation as needed.

All reservations are subject to cancellation by the Berkeley Engineering dean’s office.

Approval is conditional upon receipt of all necessary permits, floor plans and documentation. All reservations are considered pending until they are reviewed and approved. The Berkeley Engineering facilities office reserves the right to cancel any reservation that has not submitted all required permits.

At its sole discretion, the Berkeley Engineering facilities office may place additional requirements for your reservation, such as extra security for high-profile guests or additional custodial services.

If the event planner needs to hold multiple tentative dates to accommodate the planning process, please email coe-facilities@berkeley.edu

A UCPD Special Event and Security Assessment is required under the following conditions:

  • You are a student group, and your event takes place after regular building hours or on a weekend.

Cancellations may be made to your reservation request 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 the event services/administrative fee.

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

The Berkeley Engineering facilities office reserves the right to refuse future reservations to departments or organizations that do not comply with these policies.

The Grimes Engineering Center provides a diverse range of spaces dedicated to serving the needs of the college community. We are committed to providing a comfortable environment for all, reflecting our dedication to the community’s well-being. The spaces in the center are categorized as:

  • Program delivery: Rooms identified for use by programs headquartered in the building. Please refer to each program for details regarding these spaces’ operating hours, contact information and use policies.
  • Collaboration space: During building operating hours, lounges, study areas, terraces and patios are available for college and campus community members. These spaces are not available for reservation. For details on policies regarding these spaces, please refer to Grimes Engineering Center policies.
  • Huddle rooms can be reserved for same-day use in one-hour blocks. Electronic schedulers fixed to the huddle room door allow for reservation.
  • Student organizations: Berkeley Engineering provides permission for events and activities for use by Blue & Gold student groups and graduate student groups recognized by Berkeley Engineering in rooms B116, B118 and B112 at no charge. View reservable rooms to check availability and request a student organization room.

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.

Program Delivery Space:

  • Holiday and event decorations are allowed at the discretion of the program manager.
  • Nothing can be affixed to or tacked to an interior wall without prior approval, and it must comply with all general building signage policies. 

Collaboration Space:

  • Decorations are not allowed in the Open Collaboration Spaces.

Purpose
This policy ensures safety, hygiene and compliance with regulations within the building premises by prohibiting the proper storage of hazardous materials and food items.

Prohibited items

  • Hazardous materials: Any flammable, explosive, toxic, corrosive or otherwise dangerous substances, including but not limited to chemicals, fuels, gases and radioactive materials. Most can be handled, de-inventoried and disposed of according to the instructions provided in the Building 128 General Workshop Safety course (via bCourses).
  • Food storage: No food can be stored in the student organization spaces.
  • Enforcement: Regular inspections may be conducted to ensure compliance. The building management will remove food and prohibited materials. Violating these prohibitions can result in a student organization losing access to utilize space in the building.
  • Limited household cleaning supplies and personal-use items may be permitted if stored safely.
  • Sealed and properly stored food items within designated areas (e.g. office pantries, break rooms) are allowed.

Video surveillance may be used around the Grimes Engineering Center. 

Video surveillance shall be in accordance with applicable laws pertaining to such use. Video is not permitted in areas with a reasonable expectation of privacy.

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.

To make work requests, please fill out this form.

General reservation spaces and policies

Event organizers should review the Grimes Engineering Center policies in addition to the policies below.

Reservations for some rooms can be made up to 365 days in advance.

Users are responsible for returning the facility to its normal condition after the event.

The Berkeley Engineering facilities office reserves the right to refuse future reservations to departments or organizations that do not comply with these policies.

View reservable spaces and make a reservation here

Access to the reserved facility will not be permitted outside the contracted time. The reservation request should include adequate time to set up and break down an event. Extra time should also be included for event staff orientation as needed.

Approval is conditional upon receipt of all necessary permits, floor plans and documentation. All reservations are considered pending until reviewed and approved. The Berkeley Engineering facilities office reserves the right to cancel any reservation that has not submitted all required permits.

Confirmed reservations canceled by the event planner less than 60 days before the event will be charged an event services/administrative fee:

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

Availability for rooms managed by and within program delivery suites may vary. Use the reservable spaces page to review the availability calendars, find detailed room descriptions and request a reservation.

All reservations are subject to cancellation by the Berkeley Engineering dean’s office. Confirmed reservations canceled by the event planner less than 60 days before the event will be charged an event services/administrative fee:

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

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

The Berkeley Engineering facilities office is committed to ensuring the success of your event. To provide a secure and comfortable environment for your event, the office may, at its sole discretion, require additional reservations, such as extra security for high-profile guests or additional custodial services.

A UCPD special event and security assessment is required under the following conditions:

  • You are a student group, and your event occurs outside of regular building hours or on a weekend.