Permit Matrix for Student Union Event Services (Master)


1	Permit Matrix for RSO's			Last Reviewed 12/1/2023
2	Question	Answer	Required Permits / Approvals	Due By
3	Are you an RSO?	Yes.	Event Insurance	7 days prior to event
4	How many guests do you plan on having at your event?	I will have less than 50 guests.	No permit required.	N/A
5		I will have 50+ guests and my event is outdoors.	Assembly Permit	2 weeks prior to event
6		I will have more than 300+ guests and I'm an RSO hosting this event.	Major Event Requirements	See under 'Permit Type'
7	Are you serving food at your event?	Yes, my event is closed to the public, and we will be serving our own food.	No permit required.	N/A
8		Yes, and my event is open to the public.	Food Permit	2 weeks prior to event
9		Yes, and my food will be delivered by an external company.	Vendor Documents	7 days prior to event
10		Yes, and there will be a BBQ or open flame present.	Open Flame Permit	2 weeks prior to event
11	Will money be collected at your event?	Yes, and our group will be collecting money.	Fundraising Permit- Callink Website	2 weeks prior to event
12		Yes, and an external group will be at our event collecting money.	Vendor Documents	7 days prior to event
13			Third Party Sales Request Form	7 days prior to event
14		Yes, and we plan on having cash in any amount at our event.	UCPD Event Notification & Security Assessment	7 days prior to event
15	Is your event outdoors?	Yes, I am part of an RSO, and my event is in an outdoor space using amplified sound other than Upper Sproul and West Crescent Lawn.	Major Event Requirements	See under 'Permit Type'
16			Amplified Sound Approval	7 days prior to event
17		Yes, and I am not an RSO, or my event is in Upper Sproul or West Crescent Lawn.	No permit required.	N/A
18	Do you plan on having a dance or concert at your event?	Yes, and most guests will be seated during the event.	No permit required.	N/A
19	Do you plan on having a dance or concert at your event?	Yes, and most guests will be standing during the event.	Major Event Requirements	See under 'Permit Type'
20	Do you plan on having a large display or structure at your event?	Yes, and we plan on having a stage not set up by Event Services.	Stage Inspection	2 weeks prior to event
21		Yes, we plan on having a tent or canopy at our event.	Large Display / Canopy Permit	2 weeks prior to event
22		Yes, and we plan on having 400+ square feet of connected canopies.	Fire Marshall's Inspection	Day of event
23		Yes, and we plan on having 250+ chairs. (outdoors)	EHS Permit
24		Yes, we plan on having a display overnight.	UCPD Event Notification & Security Assessment	2 weeks prior to event
25	Do you plan on serving alcohol at your event? (No Undergraduate events with alcohol)	Yes, and we are a campus department.	UCPD Alcohol Permit	7 days prior to event
26		Yes, and we are a campus department.	Vendor Documents	7 days prior to event
29		Yes, and we are a graduate RSO or non-campus affiliate.	UCPD Alcohol Permit	6 weeks prior to event
30		Yes, and we are a graduate RSO or non-campus affiliate.	Major Event Requirements	See under 'Permit Type'
31		Yes, and we are charging for alcohol that we are bringing ourselves.	ABC Permit, ABC Instructions, and UCPD Alcohol Permit	Check with UCPD
32	Any other plans for your event?	We have a third-party group at our event. (vendor, performer, company, etc)	Vendor Documents	7 days prior to event
33		We will have physical activity at our event.	Liability Waivers	7 days prior to event
34		We are having a walk or run.	Check with P&T about route obstructions at eventprk@berkeley.edu	2 weeks prior to event
35			Route Approval from UCPD	6 weeks prior to event*
36			UCPD Event Notification & Security Assessment	6 weeks prior to event
37		We are not a campus department, and will have a high-profile guest or speaker at our event.	UCPD Event Notification & Security Assessment	6 weeks prior to event
38		We will show a copyrighted film.	Written approval from film's distributor.	7 days prior to event
39		There will be minors at our event.	Event Insurance	2 weeks prior to event
40			Liability Waivers	7 days prior to event
41			Authorization to Consent of Treatment of Minor	On hand at event
42			Volunteer's Code of Conduct	On hand at event
43	Permit Type	Details	Notes
44	Assembly, Food, Open Flame, Stage Inspection, Fire Marshall's Inspection (all clients)	Portal: Environmental Health & Safety (EH&S) Permit	Managed by the EH&S Office. ehs@berkeley.edu www.ehs.berkeley.edu
45	Major Event Requirements	UCPD Event Notification and Assessment (ENSA)	Due 6 weeks prior to event
46		Event Registration	Due 6 weeks prior to event
47		Event Insurance	Due 7 days prior to event
48	Vendor Documents (all clients)	Certificate of General Liability Insurance	Names "Regents of the University of California" as additional insured with coverage of at least $1,000,000/occurence, $2,000,000 aggregate.
49		Business License
50		Automobile Liability Insurance	Coverage of at least $1,000,000/occurance. Only if representative will be driving on University property.
51		Worker's Compensation Insurance	Only if company employee will be working on University property.
52	Event Insurance (RSOs & public clients)	Event Insurance	Due 7 days prior to event