- The department may use their bluCard for MSAs or when the Supplier does not require a signed contract. Requisitions processed on the Off Campus Events form in BearBUY will automatically create a PO without Buyer review when using Hotel and Caterer's listed on the previous MSA web page.
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If you have an event that includes a supplier agreement that needs to be reviewed and signed by a Buyer and you are paying with your bluCard, it is recommended to submit a bluCard tracking order in BearBUY:
- On-Campus Events: Use the Non-Catalog Items form and select BluCard Tracking as the supplier
- Off Campus Events: Use the Off Campus Events form and select BluCard Tracking as the supplier
- ATTENTION: Select Buyer Intervention in order to route to your Buyer's BearBUY queue:
- For any dollar threshhold, when you do not have the event planner delegation
- For carts that are less than $10,000 with special considerations
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- When submitting your event orders in BearBUY, please be sure to:
- Ask yourself if this request is in compliance with the BUS-79 policy on Business Meetings and Entertainment
- Provide the event details (location, date, time, etc.), estimated number of attendees, and if they are affiliated with the UC
- Provide the contact information for the venue and your department
- Attach the following Required PO Documents to the form as directed
Department Required Documents
- Entertainment Purchase Order and Event Planner Card Expenses Authorization and Documentation Form, if applicable
- Insurance:
- Does the venue require a Certificate of Self Insurance?
- Will the event have a 3rd party cater the food or beverages? If so, attach a copy of the caterer(s) insurance.
- Will alcohol be served? If yes, attach a copy of the caterer(s) and/or bartenders insurance. Did UCPD issue a permit?
- Is this venue located outside of CA? If yes, attach a copy of their insurance.
- Will the event be held on a Boat or Cruise ship? A copy of the Permit to Operate will be required.
Supplier Required Documents
- Supplier’s proposal
- Agreement for your assigned Buyer to review.
- Along with the Event details which can be signed by the department head or equivalent authority.
- Note to Departments:
- Faculty Club and Alumni House are separate entities that have longstanding master contracts that address all indemnification and insurance issues. Buyers only need to sign the event contract details.
- Have you read, understood, and agreed to the terms in the contract, especially the cancellation charges?