Facility Rental

To help with timely completion, submit a BearBuy requisition as soon as your department is presented with a contract from a facility.

For all events requiring a signed contract, use the Facility Rental form in BearBuy to request an off-site, non-UC facility rental.

When the facility does not propose a contract, use the Meeting and Entertainment Payment Request form instead.

An agreement regarding logistics-only events (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, even if the facility asks for a signature.

Guest rooms for individual UCSF travelers should be booked per UCSF Travel policies and procedures, not through BearBuy.

Attach any relevant documentation to the Facility Rental form as an Internal Attachment, including any:

• Facility Quotes
• Contracts/Agreements

SCM must review, finalize and sign the contract. This will normally involve the addition of UCSF’s Facility Rental Addendum to address policy compliance issues rarely accommodated in the facility’s contract. The purchase order (PO) will be issued to the facility and used for processing payment. A copy of the fully executed agreement will be attached to the PO.

Note: Though a facility may tell you that you have to sign the agreement by a certain date, do not be pressured into doing so without first sending the agreement to SCM for review (preferably as a Word document) attached to the Facility Rental form in a BearBuy requisition.

Important: To help with timely completion, submit a BearBuy requisition as soon as your department is presented with a contract from the facility.

Establish use requirements. This information needs to be included in the completed Facility Rental form:

• Finalize the dates of your proposed event.
• Determine the number of guests (including non-UC guests).
• Indicate whether alcohol is to be served or not.
• Find out whether the facility requires a certificate of self-insurance from the University.
• Determine whether any third-party vendors (e.g., outside caterers, florists, AV services, live entertainment) will be involved in the event.
• Provide any other relevant information in the Additional Internal Information field on the Facility Rental form or as an Internal Attachment.
• Determine the full cost of the facility rental for your event, including lodging, meeting room fee, food and beverages, etc. This can be an estimated amount.
• Ask whether a deposit is required (and if so, when it is due).
• Attach a copy of the facility’s proposed contract to the form.
• Use must conform to BUS-79.  University policy indicates that an individual event planner should not benefit personally from University event business.  “Loyalty” points offered must be applied as a discount against the overall price of the event to the University (and that discounted price should be reflected on the Facility Rental form). If the facility cannot apply the points in that fashion, then you must decline to use the points.
• Payment: Read more on Payments for Meeting & Entertainment

Related Policy

• Purchases of Goods and Services; Supply Chain Management BFB-Bus-43
• Expenditures for Business Meetings, Entertainment, and Other Occasions Bus-79