Supply Chain Management (SCM) Strategic Procurement has developed a significant enhancement to our event hosting capabilities. Our SCM Strategic Procurement team has successfully finalized long-term agreements with several in-demand facilities in the Bay Area:  

• Wedgewood Weddings at the Presidio 
• The Luma Hotel 
• Rawlston White Retreat 
• Stanford Court Hotel 
• Oakland Museum of California 
• Ruth Bancroft Gardens 
• The Exploratorium 
• Mission Rock 

Facility rental requisitions present a unique challenge due to the complexities and risks of utilizing third-party venues. These challenges often lead to extended negotiations, which put undue pressure on our departments striving to meet strict deadlines. On average, facility rental requisitions have taken approximately 18 days to complete. This duration stands in stark contrast to our overall campus average of less than a day. It is even significantly higher than the average for exceptional procurements, which typically take about 6.8 days. 

We are proud to share that these new agreements offer a breakthrough in streamlining our procurement process for facility rentals at UCSF. Thanks to pre-negotiated terms and conditions, departments can anticipate reduced contracting times and more predictable interactions with these event spaces. While there is some variation in the agreements to accommodate differing venue rules, payment options, and cancellation policies, these details are all clearly outlined in the agreements that can be found in BearBuy. 

SCM Strategic Procurement Executive Director Andrew Clark commented on the development, stating, “These long-term agreements represent a significant advancement for UCSF. They provide a structured framework for our relationships with these venues, bringing greater predictability in terms of contracting time, service levels, and insurance requirements, all while reducing the resources spent by the campus on processing requisitions. I am proud of our Procurement Team’s ability to proactively execute this project and am grateful for their hard work on this important initiative.” 

We look forward to the positive impact these agreements will have on our event hosting capabilities and look forward to continuing this effort and adding more facility rental agreements to our campus contracts database. For information on how to book a facility for events or meetings, visit Facility Rental.