University-Hosted Events: What to Consider

Determine if entertainment policy applies, and if so, whether the event is standard entertainment or special entertainment.

• See Meetings and Entertainment: Overview to help you determine which policies apply. You'll consider such factors as the participants and their relationship to UCSD, and the purpose of the event.

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. Send the document to HospitalityContracts@ucsd.edu for Procurement and Contracts to review and sign. 

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, refer to Catering & Bar Services and submit the order using an Event (Catering) Request through Concur.
  • Once the Event Request has been approved, you will receive an email with the Catering Services Confirmation that you must send to the outside caterer/bar service provider to initiate services
• If you will serve alcohol, follow the policy on Use of Alcoholic Beverages for a UCSD-Sponsored Event or Meeting.

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 considered to be business travel. Submit a Travel Request through Concur (login required), and follow travel policy requirements.