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University-Hosted Events: What to Consider
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Summary: Use this checklist to determine which policies and methods to follow when handling an event hosted by UCSD.
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What to look for |
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Type of event |
Determine if entertainment policy applies, and if so, whether the event is standard entertainment or exceptional entertainment.
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Existence of an agreement or contract |
Find out if there is an agreement with a service or food provider.
- If there is an agreement, do not sign it as you risk personal liability. (Read more information about signing contracts.) Contact Purchasing's Business Contracts Office. The typical turnaround time for a most agreements is one to two business days.
Note: While Purchasing approves an agreement with a service provider, that doesn't necessarily mean that a purchase order will be used.
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Location |
Find out if the event will be on campus, and if so, whether there will be food and drink.
- If you will use outside catering services (a non-UCSD food provider) to bring food onto campus, check insurance requirements. The vendor is required to provide UCSD with a certificate of insurance and a county health permit before providing the service.
- If you will serve alcohol, follow the policy on use of University property.
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Participant travel |
Find out if any participant will incur UCSD-paid travel expenses, such as airfare or lodging.
- If there are travel expenses such as airfare, or lodging outside the vicinity of the participant's residence or headquarters, it is a travel event. Preauthorize the event via TravelLink, and follow travel policy requirements.
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Questions? This information is designed to help you determine which policies and process to follow. It should be used in combination with the factors and examples found on University-Hosted Events: What Type of Event Is It? If you have questions after reviewing both pages, contact one of the following:
- Travel and Entertainment Team
- Payment request specialists
- Kim Carnot, Interim Manager, Business Contracts (for contracts with a service provider or insurance for non-UCSD food service brought onto campus property)
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