Planning for Entertainment & Events

 

 

Space rental

To arrange for an event space, please first contact the building or room in which you would like to host the event to ensure its availability. Once you have confirmed the space is available, please contact your SASC Financial Team representative to arrange payment for the space, if necessary. Here are some available options:

UCEN Reservations

Mosher Alumni House

Student Resource Building

The Club
 

SB 820 Buildings

UCSB is prohibited from contracting out Catering services in the following buildings:

1.    Academic Support Facility (part of Bioengineering Building)
2.    Arts and University Art Museum
3.    Beach Pump
4.    Biological Science II
5.    Broida Hall
6.    Chemistry
7.    Davidson Library
8.    Humanities and Social Science Building
9.    Kerr Hall
10.  Life Science
11.  Marine Biotechnology (aka Marine Biotechnology Lab)
12.  Music
13.  Phelps Hall
14.  Physical Sciences Building North
15.  Physical Sciences Building South
16.  Psychology
17.  Rob Gym (aka Robertson Gym)
18.  Sewer Lift Station (aka Main Sewer Pump)
19.  South Hall
20.  Student Affairs and Administrative Services Building
21.  Theater and Dance East
22.  Woodhouse Lab
23.  More buildings may be added
 
There are no exceptions to SB820. Here are the only options available to provide food at your event:
 

1.You may pick up food and/or beverages from any store or restaurant. No permission is required, no catering permit is required, and the restaurant does not need to be on the list of approved caterers.

2. Catering Options:

2a. If you want food delivered/dropped off only (no setup or serving), then you must go through UCSB Catering as they reserve the First Right of Refusal. Requests for outside vendors are not guaranteed to be approved; be prepared for Campus Catering to exercise their right to cater the event themselves. UCSB Catering proposal requests may be submitted here. Be sure to review their Campus Catering Policies and Procedures.

2b. If they are not available to cater your event, then you may order from a vendor on UCSB's List of Approved Caterers.  After you obtain a quote or invoice from the restaurant, you will need to complete a UCSB Catering Permit before your event. For simplicity, please use the DocuSign PowerForm for Catering Permits, and please be sure to attach a copy of the quote.

3. If you want catering services, that includes set up, and serving, and the event is located in a SB820 Building, then your only options are 1 and 2a above – NO EXCEPTIONS.

4. If you want catering services from the List of Approved Caterers, that includes set up, and serving, in a non SB820 Building, then you must submit a Covered Services Exception through Labor Relations, which can take six weeks. The Campus Catering Permit should be secured first before seeking an exception through Labor Relations because it is needed for the exception request.

If food is only picked up and brought to campus (Option 1 above), then approval and exception is not necessary. If you would like to use a commercial caterer that is not on the approved caterers list, see these instructions for getting an outside food service provider approved. 



FAQ Answer Explanation
Will your event be catered by UCSB Catering? Yes No permit, no HR approval needed
Will your food for the event be delivered to campus, but no setup or serving services provided? Yes UCSB Catering Permit (right of first refusal) needed for food delivery, but no Labor Relations approval needed
Will the food be physically served by other than UCSB catering in a non-SB820 building? Yes Labor Relations approval and Catering Permit required
Will your event be catered at a SB820 Building? Yes UCSB Catering is the only service allowed
Will spouces or other family memebers be at the event? Yes Exceptional approval required
Will your event be 10 or more people? Yes Attendance list including UCSB affiliation required
Will your event be 10 or more people? No No attendance sheet required (itemized Concur report will still include individual names and affiliation)

 

Are the services you need "Covered"?

The Regents policy 5402 (Contracting Out for Covered Services) supports the UC's employment contract with AFSCME. If your department needs to use a vendor for any of the below services (including catering), please follow the below instructions.

  • cleaning, custodial, janitorial, or housekeeping services
  • food services (such as catering)
  • laundry services
  • grounds keeping
  • building maintenance (excluding skilled crafts)
  • transportation and parking services
  • security services
  • billing and coding services
  • sterile processing
  • hospital or nursing assistant services
  • medical imaging or other medical technician services

The Faculty Club: Meal Reservations

  1. Please send an email to The Faculty Club at dine@theclub.ucsb.edu to make a meal reservation. Include your Unit's Club Member # (which can be obtained from your finance representative), the date, time, and number of participants, and the signer on the account.
  2. CC SASC Admin on the confirmation email from The Club, as they will need to approve the reservation. If a student is making the reservation, please also CC the authorizing Faculty member in the email. If the authorizing Faculty member is not included, the request will be denied. 
  3. The meal host needs to email the meal receipt to their finance representative for payment. 

The Faculty Club: Meeting Room Reservations

  1. To reserve a meeting at The Faculty Club, please access their website at https://www.theclub.ucsb.edu. Click on the "Plan a Meeting" button on the top left of the page and complete the online questionnaire.
    1. Go online to https://www.theclub.ucsb.edu/meet/reserve
    2. Complete the Reservation Request Form and select "Yes" for being a Club Member. Then, select and enter your department's recharge account or Unit Club Member #. Once The Club confirms the date and details of your reservation, please remember to copy SASC Admin on the confirmation email for approval.

The Faculty Club: Guest Room Reservations

  1. To make a reservation at The Faculty Club Guest House, please go online to https://stay.theclub.ucsb.edu/.
  2. Enter your reservation details on the first page of the reservation form, and enter the discount code %Member17 in the "Promotion Code" field to receive the member rate.
    1. Click "Search", select your preferred room(s), and click "Proceed".
    2. Complete the booker details and make sure to include your Unit Club Member # in the "Affiliation and Additional Booking Notes" box.
    3. Once the reservations are complete, please send a confirmation email to SASC Admin for their approval. Note that the reservation will be marked as "tentative" until SASC Admin approves.

OR

  1. Please send an email to The Faculty Club at stay@theclub.ucsb.edu to inquire about guest house reservations. Include your Unit's Club Member #, the type of room you prefer (such as one queen or two queens), the names of the guests, and the check-in and check-out dates. The Club will respond with the availability and the price per night for your requested dates.

More links:

Expenditures for Business Meetings, Entertainment, and Other Occasions