Department Event Planning

What departmental spaces can I reserve for events?

  • The lounge and the Slavic seminar room
  • To request these rooms, please email Victoria Airea

How do I reserve non-departmental rooms?

My event is during the weekend. Will Dwinelle Hall be unlocked? 

  • Dwinelle Hall is not open on the weekends and is only available via card key access 
  • If you need card key access, send your request to Victoria Airea and provide a photo of the front and back of your Cal 1 Card

I will have alcohol at my event. What do I need to do?

  • You MUST have a faculty or staff member PRESENT who will ensure that no one under 21 years old is served alcohol beverages
  • Please complete the alcohol permit at LEAST 14 days before the event. The alcohol permit request form can be found on the Berkeley UCPD’s Special Events Unit page

How do I arrange for food/drinks?

  • Please work with Victoria Airea on your arrangements
  • Please provide Victoria with the guest list after the event occurs 

Does the department recommend any particular caterers?

How do I ensure I have enough funding for my event?

  • Write to Elizabeth Baptista and provide the event information, budget and indicate the funds you plan to use
  • If your event is large or this is your first time hosting an event, it is best to meet with Elizabeth well before your event to briefly review your budget and how you want to apply funding source(s) if applicable

How do I arrange travel expense reimbursement for guest speakers and event attendees?

  • For information about reimbursements, please see our Reimbursements page.

How do I make hotel arrangements for guest speakers and event attendees?

  • Write to Elizabeth Baptista and provide the guest’s name, check in and check out dates, and hotel preference (if any).

Does the department recommend any particular hotels?

  • Local lodging options can be found here. 
  • Maximum room rate allowed by campus policy is $275 per night. 
  • We will only authorize the room rate and applicable taxes, i.e. no additional charges or expenses. 

How do I arrange honoraria for guest speakers and event participants?