Student Group Classroom Scheduling

Online Reservation Procedures

Part 1: Submitting the Request

1. You must be a registered student group in order to reserve rooms. If you're not sure, check here for more information.
2. Log onto the Online Student Group Classroom Request form (Calnet ID/Student ID Number (SID) and Passphrase).
3. Read the welcome page and agree to the terms for making a reservation.
4. Complete the request form, and be sure to indicate any special room attributes your group may require such as DVD, computer data display, moveable chairs, and/or a stage. When the request has been submitted (without error messages), you will receive a Student Group Classroom Request Acknowledgement. Note that requests must be made by midnight of the business day prior to the event, except for requests for Saturday or Sunday, which must be made by midnight of the business day two days prior to the event (normally midnight on Thursday).
5. NOTE: Requests are not accepted on the phone.

For a time line for scheduling special events, click on the image below.

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Part 2: Completing the Classroom Reservation (getting the room)

The Classroom Scheduling Office will assign you a room based on the needs of the your group and classroom availability, and the signatory who submitted the request will be notified by email. The room details can be viewed by logging into the Online Student Group Request Form and clicking on the name of the student group.

This completes the room reservation process. The room will be unlocked during the days/times reserved. Please print out a copy of the room details and keep it with you at all times during your meeting(s). It may be requested by custodians and others in custody of classrooms and auditoriums.

To cancel, or make a change to, a request that has not yet been filled, please email roomres@berkeley.edu. To cancel an existing reservation, please fill out the cancellation form.

All signatories should join the Student Group Classroom Scheduling bSpace to stay on top of announcements and changes:

1. Log into bSpace at https://bspace.berkeley.edu/ using CalNet ID and password.
2. Click on "Membership" item on the left hand menu.
3. Click the "Joinable Sites" link.
4. Enter "student group classroom reservations" into the Search field and press "Search."
5. The Student Group Classroom Reservations site will come up in the results. Click on the "Join" link below its name.

Reservation Schedule

Student groups may reserve rooms from the first day of the semester through the last day of instruction as outlined below:

Day of the Week	Fall 2009	Spring 2010
Monday through Friday 7:00pm - 10:30pm Saturday and Sunday 8:00am - 10:00pm	Starting 8/20/09	Starting 1/12/10
Monday through Friday 6:00pm - 10:30pm	Starting 9/8/09	Starting 2/1/10
Monday through Friday 8:00am - 10:30pm	Starting 9/14/09	Starting 2/8/10
Last day to reserve rooms for the semester	Ending 12/6/09	Ending 5/10/10

Day of the Week	Summer 2009	Summer 2010
Monday through Friday 6:00pm - 10:30pm Saturday and Sunday 8:00am - 10:00pm	Starting 5/26/09	Starting 5/24/10
Monday through Friday 8:00am - 10:30pm	Starting 7/6/09	Starting 7/6/10
Last day to reserve rooms for the semester	Ending 8/14/09	Ending 8/13/10

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Showing a Copyrighted Film?

If so, you must submit a written letter of authorization from the film distributor to Campus Life and Leadership in 102 Sproul Hall. The name and contact information of the film distributor is usually located on the DVD, video cassette or the film can, but if not, you'll have to do some online research. (Letters on letterhead stationary, verifiable emails and faxes on distributor letterhead are acceptable as proof of authorization.)

A letter of authorization is not required for homemade films, student films that are not copyrighted, or any other non-copyrighted films.

Fundraising

Fundraising in classrooms must be approved by Campus Life and Leadership. Fundraising request forms must be submitted no later than five working days prior to the event. For more information, contact Campus Life and Leadership:

In person: 102 Sproul Hall, Mon-Fri 9:00 a.m. - 4:00 p.m.

By phone: 510.642.5171

By email: Click here to send a message.

Room Restrictions

The following restrictions apply to all events held in classrooms controlled by the Office of the Registrar. As the sponsor of the event, you have responsibility to maintain the good order of the classroom and will be held liable for any damage incurred during your event.

• Food and drink are absolutely prohibited in all classrooms at all times.
• A student group may not make more than two reservations at a time for rooms with capacities over 100 seats.
• Furniture should not be removed from the classroom or rearranged unless it is returned to its original set-up.
• If we discover that extra custodial service is required after your event, you will be charged those fees.
• Events that use loud music or dancing cannot be accommodated in general assignment classrooms.
• Reservations may not be made between terms or for future semesters.
• Reservations may not be made during the week before final examinations (dead week) or during finals week.
• DE-Cal classes must make room reservations through the academic department that is sponsoring the class. Please see the department scheduler.

Liability Insurance

The campus has a liability insurance policy for that covers  events categorized as "low risk"  put on registered student groups in general assignment classrooms.  Registered student groups are required to obtain liability insurance if the event is categorized as "high risk". 

The Risk Management Office website  has all information about to determine if your event is "high risk" as well as instructions for obtaining liability insurance. Refer to the Student Activities and Insurance section.

Classroom Technology

Check our inventory of classrooms to determine the attributes available with your reserved classroom. Many of the classrooms are outfitted with technology, including ethernet connections and projection equipment.

If you need to rent portable equipment, do that through the ASUC Auxiliary Services.

Locked Out of Your Reserved Room?

Call 510.642.1032. Have the printout of your room details with you as you may be asked to show it as proof of your reservation.

Check out the Student Group Signatory's Toolbox

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