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

Do not use this form for events when the facility does not propose a contract. Use the Meeting and Entertainment Payment Request form instead.

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, even if the facility asks for a signature.

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

When engaging an offsite, non-UC facility rental (with a contract):

• 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: In order to get the facility paid, follow the Payment Processing Instructions below.

• Facility Rental form
• Attach any relevant documentation to the Facility Rental form as an Internal Attachment, including any:
  • Facility Quotes
  • Contracts/Agreements
• Supplemental Form for Contracted Facility Rental and Exceptional Meeting & Entertainment Expenses

Please be aware that your Facility Rental requisition or PO will not automatically result in payment to the supplier. After establishing a PO, you will need to email the appropriate documentation to UCSF Accounts Payable to process any payment(s) due.

• For a deposit payment, email the invoice (or contract) to [email protected] along with a completed Supplemental Form for Contracted Facility Rental and Exceptional Meeting & Entertainment Expenses. When paying a deposit with the contract as backup rather than a supplier invoice, the deposit amount stated in the contract must match the amount on the Supplemental Form and your department's Meeting & Entertainment Approver must sign the Supplemental Form.
• For the final payment, email the final invoice, a completed Supplemental Form, and the attendee list as one PDF attachment to [email protected] for payment processing. The final invoice must include a breakdown of all event charges including food/beverages, room rental, service charges and sales tax, and it must list any previous deposits paid and state the final balance due.
• For information on exceptional expenses, please refer to Meeting and Entertainment - Exceptional Expenses.
• Checks will be mailed directly to the facility.
• Note: Invoices related to a Facility Rental should not be submitted through Transcepta. Read more about Transcepta Exclusions.

• Will the invoice get paid if I attach it to the Facility Rental form in BearBuy? No, all invoices must be emailed to UCSF Accounts Payable at [email protected] for processing. Please read the detailed Payment Processing Instructions for how to request payment.
• Can I email the invoice to [email protected] before the BearBuy requisition is fully approved? Yes; however, the invoice will not be paid until the requisition is fully approved and the invoice is reviewed/approved by Accounts Payable.
• How do I submit the Facility Rental form in BearBuy? Please review the BearBuy Shopper Training for how to place an order using a form.
• How do I view the status of the requisition in BearBuy? Please review the BearBuy Shopper Training for how to view your pending and recent orders.
• How do I view the status of a voucher (invoice)? Please review the Payment Status training.
• How do I request rush processing of a voucher (invoice)? First, follow the Payment Processing Instructions and submit the required paperwork to [email protected]. Then, open a ticket with SCM Response Team to request rush processing of the voucher.
• Should I ask the vendor to submit the invoice through Transcepta? No, invoices related to a Facility Rental should not be submitted through Transcepta. Read more about Transcepta Exclusions.
• Where can I find more information on completing the Conflict of Interest or Price Reasonableness and Source Selection sections on the form? Read the BearBuy Forms FAQs.

• Purchases of Goods and Services; Supply Chain Management BFB-Bus-43
• Expenditures for Business Meetings, Entertainment, and Other Occasions Bus-79
• UCSF Campus Administrative Policy – Meeting and Entertainment Expense 300-25