Student Affairs Food, Refreshment and Celebration Policies & Guidelines

As part of the Division’s overall refresh and recalibration of our policies and practices the below policies and guidelines were recently released. The aim is to clarify policies that already exist, ensure consistency and equity across the division and to be intentional about how we use our financial resources, while still building a culture of Pride, Trust, and Community. 


Event Animation

Event Request Form


We are available to assist with every aspect of your event planning and management needs. Please fill out the request form and we will be sure to assist you with everything else.


Check out our Event FAQ's tab too.


Event Animation

Event FAQ's


We have included a list FAQ's that we see on a daily basis.  If we did not capture one of your questions please feel free to contact us or browse the UC Event Reimbursement Policy.  

  1. What can the Event Team help with?
    • Conduct comprehensive event planning for complex events, including design, development, coordination, implementation and post-event analyses.
    • Plan and manage a wide variety of events, from small to large-scale.
    • Coordinate the timeline of all major events, assuring effective flow and delivery.
    • Contribute to and participate in long-range unit event planning
    • Maintain effective relationships with a wide variety of vendors and campus officials
    • Work with Campus police for security and all permits.
    • Work with transportation for parking and parking permits.
    • Negotiate with hotels and have all forms approved and signed by the appropriate campus office.
  2. What are the per-person limits if we want a breakfast, lunch, dinner or light refreshments?
    • The established per-person limits when entertaining (Breakfast $27; Lunch $47; Dinner $81; Light refreshment $19). If you anticipate needing to go over the limits, a completed Exceptional Entertainment Expense Request is needed prior to the event.  Our team can complete this once you have sent over your Event Request to our team.  Please note, Entertainment requests that exceed the approved campus limits are being closely scrutinized by the campus. The policy requires that the expense is approved prior to incurring the costs. 
  3. Are you able to arrange a business meetings at a local restaurant and pay for it in advance so the guests do not incur any cost?
    • Yes, please fill out the Event Request Form along with all required information and we can take care of the rest for you.  



Entertainment Checklist

 Event Date
 Event Type
 Alcohol – verify non-restricted fund source
 Explicit business purpose
 Written justification for exceptional circumstances (e.g. exceeding per person limits, spousal attendance, etc.)
 Appropriate account code to reflect event type
 Date on receipt should match event type
 Itemized receipts
 Amount claimed on report should match receipt total listed on report
 Guest list – name and number of attendees
 Host signature
 Approval signature – non exceptional
 Direct payments to vendors (e.g., caterers, etc) – use of entertainment purchase order
 Use of appropriate funding source