Matrix has two meeting rooms that may be requested: the Matrix Conference Room, which holds up to 70 in a lecture-style configuration, and the H. Michael and Jeanne Williams Seminar Room, which seats 16 people. We are not able to accommodate events that exceed these numbers. This page provides an overview of policies related to using the Matrix space.
Matrix is a home for social scientists on campus. It is a mid-sized, intimate space where we work, and we endeavor to make it a resource for the social science community. Use of the space is prioritized for Matrix activities, activities coming directly out of our programming, and activities organized by our affiliated research centers. When they are available, Matrix meeting rooms also may be requested by other UC Berkeley organizations for social science-related events, such as public lectures, research workshops, and colloquia. We are unable to provide space for classes and administrative meetings. We are also unable to provide event support for non-affiliates, as Matrix is not an event rental space or conference facility.
If you represent a Matrix Affiliated Research Center or are conducting business for an Academic Department in the Social Sciences Division, different policies may apply. Please indicate the Affiliated Research Center or Academic Department that you represent on the reservation request form. You may also contact Eva Seto for details at evaseto@berkeley.edu.
Overview
Matrix has two meeting rooms that may be requested, the H. Michael and Jeanne Williams Seminar Room, which seats 16 people, and the Matrix Conference Room, which holds up to 70 in a lecture-style configuration. We are not able to accommodate events that exceed these numbers. Due to fire safety concerns, we cannot admit additional guests once capacity has been reached.
Matrix Conference Room
Measuring 22′ x 33’—with capacity for up to 70 people—the Matrix Conference Room is our largest space for lectures, workshops, and other presentations. Chairs and tables are available and can be set up in either a roundtable or lecture configuration.
The Matrix Conference Room is equipped with an in-room camera to record and broadcast over Zoom. You will need to use your own laptop and Zoom setup for this functionality. We also have microphones available for use.
Michael and Jeanne Williams Seminar Room
Measuring 14’ x 26’, the H. Michael and Jeanne Williams Seminar Room seats up to 16 people, or if a couple chairs are added, possibly 18.
The Williams Seminar Room is equipped with video conferencing (over Zoom) equipment with an in-room camera and microphones as well as two video monitors.
Availability
Reservations may be made no more than four months in advance. Please note that we have limited availability for full-day or multi-day events or conferences.
Reservations are generally available during our business hours: Monday through Friday, 9am to 5pm. Events must be broken down, cleaned up, and rooms cleared of guests by 5pm. Due to our limited staff, we are not always able to accommodate weekend, evening, or early morning requests. If we are able to secure back-up staff coverage, additional fees to cover extended hours will apply.
Please note:
- The balcony on the 8th floor does not belong solely to Matrix and is not available for use when requesting space at Matrix. In general, the balcony is locked and alarmed in accordance with public safety concerns.
- Our upstairs office space is not open for public use.
Users are expected to adhere to all campus regulations and policies related to public health, including any masking, occupancy, social distancing, and/or vaccination requirements.
Fees
For use of the Matrix Conference room, there are room fees of $400 for 1-4 hours of use, or $600 for 5-8 hours of use. For the Williams Seminar room, the room fees are $100 for 1-4 hours or $150 for 5-8 hours of use.
There is an additional $300 surcharge for all events at which food and/or drink is served.
Any event that arrives before 9am or stays past 5pm will be required to pay an additional surcharge of $250. Generally, weekend availability is limited. If weekend arrangements can be made, there is an additional $250 surcharge for 1-4 hours and $500 surcharge for 5-8 hours on weekends. The $250 surcharge for any event before 9am or past 5pm also applies on weekends. Permission to run the event beyond Matrix’s hours of operation is contingent on the availability of Matrix staff.
Please note the Matrix does not have custodial and facilities staff. It is the responsibility of the person(s) organizing the event to set up, clean up, and break down the event held in our space, and to budget time accordingly. Upon request, Matrix can help request facilities and custodial service from campus at your expense. This is required for any weekend event or any event that ends past 5pm on weekdays that serve food and/or drink.
We do not require a deposit, but all users must provide a chart string on the reservation form, which we will use for room charges and charges for any damage to the space or furniture incurred during the event.
Audio/Video
Each of our meeting rooms has a projector that may be requested on the reservation request form and used at no additional charge. You must provide your own laptop and any necessary adaptors to connect to the projector. Internet access is provided via the usual campus wi-fi services, like CalVisitor and Eduroam.
The Matrix Conference Room is also equipped with an in-room camera to record and livestream over Zoom. You will need to use your own laptop and Zoom setup for this functionality. We also have microphones available for use.
We are not able to provide technical assistance. We will provide an instruction sheet for you to review. If you are unable to follow the instructions yourself, we recommend that you hire additional audio/video technical support.
If use of an assistive listening system is required, please indicate this on the reservation request form. (Please note that the assistive listening system is only available for the Matrix Conference Room). Instructions on using the assistive listening system can be made available upon request.
We do not guarantee that our equipment will be fully operational or that the campus wi-fi services will be available. Please make arrangements for backups if you consider these services to be critical to the success of your event. We encourage the use of outside audio/video consultants in those cases, or consider making arrangements with campus IT. The fees we charge are for the room use, and not for the functioning of the audio/visual equipment or campus wi-fi.
For technical support, use of microphones, and any related services, please contact Educational Technology Services, or we can recommend an outside A/V contractor.
Set-Up and Cleaning
Matrix is not able to provide event support, and Matrix staff may not be in attendance during your event; the event organizer must be present for the entire duration of the reservation and is responsible for the following:
- Posting and taking down any signage
- Directing attendees to the reserved space
- Setting up the room configuration
- Maintaining clearance and access to the emergency exit door in the conference room
- Meeting caterers and A/V support at the reserved space when they arrive
- Testing any equipment being used
- Returning the room to its original configuration at the end of the event, unless otherwise stated by Matrix staff
- Cleaning up the space after the event
- Locking up Matrix offices and returning keys if no Matrix staff are present
Food and Drink
Food and drink may be served in the H. Michael and Jeanne Williams Seminar Room and in the Matrix Conference Room only for groups under 35 people. All food and drink served must be placed inside the rooms being used.
The lobby may not be used to serve food or as a location to congregate. Lobby furniture may not be moved.
If you are serving food at your event, it is your responsibility to put out garbage cans (available in the copy room) in the reserved room, return them to their original location after the event, and take out the trash to the dumpster on the south side of Social Sciences Building. Special trash pickup service must be arranged with campus custodial services for any event that ends after 5pm or on weekends.
For catered events, you must be present to meet and work with the caterer. There is no kitchen access.
If you plan to serve alcoholic beverages, you will require an alcohol permit from UCPD. The completed form should be 1) submitted to Matrix via email to socialsciencematrix@berkeley.edu for approval no less than three weeks before your event; 2) then submitted to UCPD for their approval no less than two weeks before your event and; 3) emailed to Matrix (socialsciencematrix@berkeley.edu) before the event. For more information on alcohol permits and how to request them, please go to the UCPD website.
Access
Matrix is wheelchair accessible via the east entrance of Social Sciences Building and Elevator 2, which goes directly to the 8th floor. Please note that Matrix is not responsible for servicing the elevator, should it not work during an event.
Cancellation
If your event is cancelled, please notify us at least 24 hours in advance or a charge will be incurred.
Reservation Requests
Reservation requests must be submitted using our online form. Please do not call or email with these requests. You will receive an email to confirm the status of your reservation request within seven business days. Your reservation is not final until you receive this confirmation.
Submit an online reservation request here.
Thank you for your interest, and please contact us at socialsciencematrix@berkeley.edu with any questions.