Facility Rental Services

When engaging an offsite, non-University of California (UC) facility rental (i.e., multiple hotel guest rooms, a conference facility, restaurant) for an event there are certain steps that you will need to take to comply with UC policies. Guest rooms for individual UCSF travelers should be booked per UCSF Travel policies and procedures, not through BearBuy/Supply Chain Management (SCM).

Note: Do not use the BearBuy Facility Rental Form for events where the facility does not propose a contract.

When engaging an Offsite, non-UC facility rental (No Contract):

  1. Per UC policy Finance Bulletin BUS-79, if there is not a contract for the booking then completion of the Facility Rental Form is not required.
  2. Complete the BearBuy Meeting and Entertainment Payment Request Form to process payment.
  3. Choose a facility. If you do not have a specific facility in mind for your event, please contact your department-assigned SCM Buyer to help select a facility.
  4. 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).
  • Decide 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, audio-visual (AV) services, live entertainment, etc.) 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; include lodging, meeting room fee, food & 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.

Note: Though a facility may tell you that you have to sign the agreement by a certain date, please 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.

  1. Payment process instructions:
  • After the PO has been created, submit a Supplemental Form (Meeting and Entertainment/Exceptional Expense Approval Form) for any deposit or payment due. A completed Supplemental Form must be submitted with each facility rental payment or deposit. The completed Supplemental Form may be emailed to [email protected].
  • Checks will be mailed directly to the facility.

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

  1. Complete the Facility Rental Form for all rentals where the hotel/facility/restaurant requires a contract. (Note: “Contracts” do not include confirmations of logistics only (food, attendee count, price, etc.), even if a facility asks for a signature. These simple confirmations do not need to be routed to SCM via BearBuy.)
  2. For services where a systemwide or UCSF Campus Master Agreement is used to predefine general terms and conditions or pricing. (See UCOP Systemwide Agreement listing for a complete list of systemwide agreements.) If you are using such an agreement please enter as much contract information (title, reference, number, etc.) as you can in the “Event Description” field.
  3. To help with faster completion, engage SCM as soon as your department receives a contract from the facility.
  4. Choose a facility. If you do not have a specific facility in mind for your event, please contact your department-assigned SCM buyer to help select a facility.
  5. 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).
  • Decide 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, audio-visual (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; include 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.

Note: Though a facility may tell you that you have to sign the agreement by a certain date, please 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.

  1. SCM will finalize and sign the contract. The Purchase Order (PO) will be issued to the facility and used for processing payment. A copy of the signed contract will be attached to the PO.
  2. Payment Processing Instructions:
  • After the PO has been created, submit a Supplemental Form (Meeting and Entertainment/Exceptional Expense Approval Form) for any deposit or payment due. A completed Supplemental Form must be submitted with each facility rental payment or deposit. A copy of the contract is required for a deposit request and reference of the PO number. The completed Supplemental Form may be emailed to [email protected].
  • Checks will be mailed directly to the facility.

Important Links and Contacts:

  • UC Business Meetings, Entertainment and Other Occasions Policies

a. UC Business and Finance Bulletin BUS-79, Expenditures for Business Meetings, Entertainment, and Other Occasions

b. Campus Policy 300-25, Entertainment and Meeting Expense

  • 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 BearBuy Facility Rental Form). If the facility cannot apply the points in that fashion then we must decline to use the points.

Note: Even if a systemwide agreement does not apply, UCSF maintains master agreements with a number of facilities that should preclude any need to negotiate agreement terms and conditions. (Please note that inclusion in the list does not constitute an endorsement of the facility or indicate that the facility offers discounted rates.)