Facility Rental

Overview

Primary page on facility rental policy, process, forms and guidance. To be used only for UCSF Campus departments.

Payment Processing Instructions

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.

Active facility rental agreements

Please be mindful when reserving hotel rooms that if you do not meet the commitment of the actual number of rooms you reserve, your department will be responsible for the attrition fees* due to the hotel.

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
Atwater Tavern

If you are planning an event and want to utilize one of these venues, please reach out to your SCM Department-Assigned Buyer.

*Attrition fees refer to the difference between the actual number of rooms used by a group and the number initially agreed upon in a contract with a hotel. When a contract is signed by both parties, it often includes an attrition clause. This clause holds the contracting party (in this case, UCSF) responsible for a percentage of rooms that must be filled. If the actual number of rooms occupied is less than the agreed percentage, the contracting party (UCSF) must pay for the shortfall. This ensures that the hotel receives compensation for the rooms they anticipated would be used and had held from the open market, based on the contractual agreement. Thus, once a contract containing an attrition clause is duly signed, it is legally binding, and the contracting party is obligated to adhere to its terms, including paying for any attrition.

Using the right form

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

For exception approvals, use the Supplemental Form for Contracted Facility Rental and Exceptional Meeting & Entertainment Expenses form.

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: Read more on Facility Rental Payment Guidance.

For UCSF Health

Supply Chain Management only processes morale-building and retirement events for UCSF Health. For more information about these services review the following pages:

UCSF Health Morale and Retirement Events

UCSF Health Retirement Party