Venue Policy and Resources

Learn how to find a location to host your event and the considerations. 

Event Planning

[New!] Explore CE3 event planning resources

Event Planning Workflow

Step-by-step event-planning workflow

CE3 Admin Home

Learn more about our team and relevant updates.

Venues

When securing a venue to host your event, there are different venue options available to you, including classroom reservations, on-campus venues, and off-campus venues. While off-campus venues are an option, they require additional paperwork.

Classroom Reservations

Faculty and staff in academic and administrative departments are eligible to reserve General Assignment (GA) classrooms. Eligible parties may submit requests for university functions via 25Live.

On-Campus Venues

Off-Campus Venues

Off-campus venues require additional paperwork, namely a Certificate of Insurance for Off-Campus Events (COI).

NOTE: Off-campus venues have an approval timeline of at least 2 months in advance of an off-campus event. 

Securing an Off-Campus Venue

Action
Resources
Responsible
Notes
Contact an off-campus venue Off-Campus Venues(link is external) Event Host
Set up a rental contract Event Host

  1. When setting up a rental contract with Venue, the organization name should be The Regents of the University of California on behalf of UC Berkeley CE3 (or a Specific Unit). 

  2. The authorized signatory is Shauna Brown

  3. If possible, ask the venue to include the following language in the contract: If possible please ask the venue to include the following language in the contract:
    Client may self insure. Such insurance coverage shall only be in proportion to and to the extent liability, loss, expense, attorneys' fees, or claims for injury are caused by or result from the negligent acts or omissions of Client, its officers, agents or employees.
After the rental contract is secured, request a Certificate of Insurance

Sample Email Template:

"Dear Capital Strategies Team,

I’m requesting support in obtaining a Certificate of Insurance (COI) for our [Event Name] which will take place at the [Insert Venue Name] on [Insert Date].

I've attached the venue contract and a handout outlining their COI requirements.

Please let me know if you have any questions or need any additional information from me."

 Event Host --> Capital Strategies team Requests for off-campus venues should be made at least 2 months in advance to ensure timely processing
Capital Strategies will forward the Certificate of Insurance and Rental Contract to Risk Management Risk Services website(link is external) Capital Strategies --> Risk Management