When should I use the Facility Rental form in BearBuy?

Submit the Facility Rental form before renting an off-site, non-University of California facility (i.e., conference center, restaurant, multiple hotel guest rooms) ONLY IF the vendor requires a signed contract.* The request/contract must be reviewed for policy compliance and signed by your Department-Assigned Buyer before the event. For more details, please read the Facility Rental form instructions and FAQs. After submitting your order, you must follow these payment instructions to pay any deposit or payment due – invoices attached to the Facility Rental form will not be paid.

*Note: An agreement regarding logistics only (e.g., food, price, attendee count) with no binding contractual language does not require review by your Department-Assigned Buyer and should not be submitted on the Facility Rental form. These simple confirmations do not need to be routed to a Buyer, as long as the confirmation does not include any terms and conditions.