Hosted Events

Event fees are $20 per person per 4-hour block, for the duration of the event. There is a $3,000 minimum regardless of event size. For REAP’s on-campus partner organizations, the minimum fee is $2,000.

Private use of the entire north or south campus is rare, considered on a cases-by case basis, and incurs an additional surcharge of $7,000. For our on-campus partners, the surcharge for private use is a discounted $5,000.

Any event that exceeds 150 people will automatically be deemed as private use and incur the surcharge.

Discounts may be available for specific events that are closely aligned with REAP’s mission, have strategic co-benefit, collaborative fundraising, and defined measurable outcomes. Discounts are considered on a case-by-case basis determined by the calculated mutual benefit for the REAP Climate Center.

A deposit of 50% is due upon booking. Deposits are non refundable within 10 days of the event.

SAMPLE EVENT FEE CALCULATORS

• 50 People for 2 to 6 Hours (not private use)

  • $3,000 Minimum

• 100 People for 6 hours (not private use)

  • $4,000 Base

• 100 People for 4 hours (private use)

  • $2,000 Base + $7,000 Exclusive = $11,000

• 200 People for 6 hours (private use)

  • $4,000 Base + $7,000 Exclusive + Two Portos $500 $= $11,500

*Example only, please request an actual quote.

**Does not include event insurance, hospitality, or any required 3rd party fees or permits.

All staffing is the responsibility of the event host. This includes but is not limited to, caterers, hospitality, greeters, parking coordination, door/gate staff, clean up, or otherwise.

It is required that the event host will have a rough ratio of 1 staff/coordinator per 15 attendees. Ratio may vary depending upon the specific event.

Host lead/staff must greet and manage all vendor meetings, site previews, load in/out, and ALL other 3rd party touch points in association with the event.

HOST STAFF MUST REMAIN ON CAMPUS UNTIL THE LAST GUEST HAS EXITED.

Event staff, caterers, and planners can load in two hours before the event is scheduled to start. Load out and cleanup must be complete within an hour after the event ends.

Load-in and load-out hours will not be charged. Failure to complete cleanup by the load-out time will incur additional fees. All event waste must be packed out by the event host, or arranged separately in advance.

REAP must be named as an additional insured on either an event policy that is secured by the event host or on the primary insurance of the caterer or event planner. The policy coverage requirements and coverage format can be found on this SAMPLE POLICY. There are no exceptions.

If it's not music, it's noise. Even music will be noise to some. Perceived noise upsets. Music calms, aligns, and excites. We may find music in the sounds of our machines, creation, laughter, and instruments. Our neighbors and adjacent communities may not. If we must reference the allowance of an ordinance to justify our audible impact on those whose support we rely upon, we will have already lost. Our quiet hours will be flexible only in accordance with the degree to which we are successful in supporting and truly coming to know our surroundings.

REAP plans to implement remote data collection of our decibel levels in accordance with the guidelines herein. And strive to be 20% less dB and 20 minutes more courteous than Alameda’s requirements. For now, no loud machines or excessively amplified music before 7 am or after 10 pm. Though, keep in mind, neighboring weekday workers may be our biggest audience. For special events, a ‘sound plan’ must be provided at least one week in advance.

With the City of Alameda noise ordinance our goal is to keep continuous or recurring noise under 65 decibels during the day, and under 60 at night. Noise levels can reach a maximum of 80 decibels during the day, and 75 decibels at night, if they last less than 1 minute. For more information please read the City of Alameda noise ordinance.

All food services must be prepared separately from REAP. We cannot guarantee access to our food prep areas unless the entire site is reserved. All catering/food-related parties must have secured health and food prep permits prior to the event in line with the Alameda Retail Food Ordinance. Food services must be approved by REAP two weeks prior to your event.

If applicable, the cost of additional porto potties and hand washing stations will be the responsibility of the host. Porto potty logistics and booking must be handled by REAP facilities team.

For events over 100 people, one additional porto potty is required for every 50 people. Every other porto potty must be ADA compliant.

Vendor rates are subject to change, but usually range from $195 to $285. Hand washing stations roughly $85 (One required for every two porto potties). Luxury units also exist and prices widely vary.

Drop off must be NO LESS that 3 hours before the event. Pickup must be no later than the next day.

Do you need a small space on campus? Just a classroom or a classroom/lab combo? Happy to help.

Max 15 People

Day Rates:

• $600 - Classroom or Small Dedicated Area

• $1,000 - Classroom & Lab Combo

ALL GUESTS, VENDORS, AND HOST STAFF MUST SIGN A REAP WAIVER BEFORE ENTERING CAMPUS.

Events cannot cover up or hide REAP Center signs, posters, or any other informational decorations around the campus.

REAP cannot host events that directly conflict with our mission and/or are prohibited by Alameda Ordinance.

We have tried to convey on this page and throughout our website that YOU and YOUR ORGANIZATION is fully responsible for your event organizing and compliance with these guidelines.

That said, without fail, groups often want additional help from REAP facility staff, our marketing team, event coordination, use of materials, and overall ideation. We try to be gracious and generous with the help we provide, but the pricing and fees presented herein DO NOT cover ANY of those services.

IF your intention is to partner with REAP on these needs, please disclose that early in our engagement process and we can scope a plan and budget. Staff time ranges from $50 to $100 per hour, with a $1,000 minimum. Co-marketing is scoped separately, and must comply with REAP Brand Guidelines. Special projects and building-of-things are considered and scoped on a case-by-case basis.

THANK YOU FOR UNDERSTANDING