Use the table below to help you determine if an event is official entertainment, and if so, whether it is standard or exceptional entertainment. There are also additional examples to help you. Note: The criteria listed are a few of the determining factors, not an all-inclusive list.

Once you determine the nature of the event, use the University-Hosted Events checklist and the applicable guidelines:

• For non-entertainment events, use Payment Authorization (no need to use an ENT template).
• For entertainment (standard or exceptional), see the Entertainment Menu.

	Not entertainment	Standard entertainment	Exceptional entertainment
Participants and their relationship to UCSD	Open to the public or to all UCSD staff, faculty, or students (no set number of participants)	Limited to invited guests who are UCSD staff, faculty, students, or select participants from outside UCSD (also see purpose)	Includes spouses or partners
Purpose and fee	Serves a clear business purpose and participants will make a financial contribution or pay to attend	Serves a clear business purpose and UCSD will pay expenses (also consider participants)	Serves the business purpose of employee morale or team-building and UCSD will pay expenses (whether or not participants pay a fee)
Examples	Open house; community or recruiting event; fundraiser; student celebration where fund source is for student activities	Light refreshments at a retirement reception, faculty-student meeting, or administrative meeting	Employee morale event such as a picnic, holiday gathering, or restaurant meal

If you still have questions, consider these additional examples to help you determine your type of event:

• Departmental or divisional events
  
  

  • Holiday gathering or party: A department plans a holiday celebration that is open to staff, faculty, and their spouses or partners. Costs will include venue rental, dinner, and decor.
    • Method: Exceptional entertainment
    • Notes: Entertainment policy applies due to the business purpose of the event. A holiday gathering is exceptional entertainment rather than standard entertainment. The per-person maximum applies to the cost of the meal including tax and tip.

  • Employee morale event:: A department plans a one-time event at a local cultural attraction for all employees and their families. Costs will include entrance admission and lunch.

    • Method: Exceptional entertainment
    • Notes: Entertainment policy applies due to the business purpose of the event. An employee morale event is exceptional entertainment rather than standard entertainment, regardless of whether participants pay. The per-person maximum applies to the cost of the meal, including tax and tip.

  • Training retreat: A department plans a all-day training retreat, including lunch, at a local venue for its administrative staff.

    • Method: Not an entertainment event; use Payment Authorization (no need to use ENT template).
    • Notes: Entertainment policy does not apply due to the business purpose of the event, the fact that the meal is an incidental part of the day's agenda, and the lack of a true guest-host relationship.

• Fund-raising event: A department plans an open-invitation fund raiser.
  • Method: Not an entertainment event; use Payment Authorization (no need to use ENT template).
  • Notes: Due to the purpose and participants, entertainment policy does not apply.

• Seminar with guest lecturer: A department plans a seminar with guest speaker(s). Light refreshments will be served.

  • Method: Not an entertainment event; use Payment Authorization (no need to use ENT template).
  • Notes: Due to the purpose, participants, and the fact that the refreshments are incidental to the event, entertainment policy does not apply. However, if the event were to include more than incidental refreshments, such as a meal or alcoholic beverages, entertainment policy would apply, and you would use the ENT template.

• Student celebration: A college plans a dance for its students. It will include door prizes, pizza, and other refreshments. The fund source is for student activities.
  • Method: Not an entertainment event; use Payment Authorization (no need to use ENT template).
  • Notes: Due to the purpose, participants, and because the funding is designated for student activities, entertainment policy does not apply.

Questions? This information is designed to help you determine which policies and process to follow. Your specific event may not be addressed. If you still have questions, contact any of the following:

• Travel and Entertainment Team
• Payment request specialists
• Business Contracts Office (for contracts with a service provider or insurance for non-UCSD food service brought onto campus property)