Events

Funding For Events

Funding for events will vary based on the goods & services provided, normally between P-Card, T&E Card, and a PO. For the full breakdown on funding for events, please refer to the Events Funding Workflow visual.

Performance Agreements 

A performance agreement is a required specialized contract between the University and an Artist or Speaker who performs or speaks on campus.  Delegated authority to sign and review these contracts lies with the Director of the University Events Office (UEO) and it is the responsibility of the utilizing department to obtain such signatures prior to the performance date.

The most common performance agreements are: 

• Public Speakers: Inspirational/informational presentations to staff, faculty, and students 
• Music: e.g. Bands, DJs, and singers 
  

When is a Performance Agreement needed/not needed? 

• Performance Agreement is NOT needed 
• Performer/Speaker is a UC employee. (Contact your HR Department) 
• Performance is directly related to an Academic Curriculum (Honorarium) 
• People invited by UCSD to serve as guest speakers or participants in special events may be paid an honorarium. 
• Payee is providing a professional expertise (Consultant) 
• Payee is providing a service (Purchase Order) 

It is the utilizing department’s responsibility to process a Non-PO Payment Request.  Please be sure to check if the performer/speaker is set up in the University’s payment system, Payment Works and search for payee. If the payee is not found in Payment Works, please send invitation for new vendors in the Vendor Master Updates page.

More nformation on how to pay performances:

UC Campus Departments hiring a student or Student Organization for on-campus events

How to Pay a Student Organization

How to Pay Performing Artists for Campus Events

Performers/services ineligible for a UCSD Performance Agreement but require a Purchase Order obtained from Oracle Procurement

Preferred Event Vendors  

Using Agreement suppliers ensures that: 

• Prices you receive have been negotiated 
• You are using a supplier that understands UC San Diego requirements for renting equipment 
• Insurance and all documentation are already on file for the supplier 

Note that all suppliers performing services on the UC San Diego campus and/ or Medical Center must comply with UC's Fair Wage/ Fair Work requirements. 

• Amusement Rentals
• Flags and Podiums
• Photo Booth Rentals
• Events: Security Services
• Table and Chair Rentals
• Valet Services
    

Promotional/Branded Items (Swag) - Preferred Vendors 

Branded (promotional) items purchased to distribute at events to advertise your department, programs, or events.  

Examples: 

• T-shirts 
• Caps 
• Pennants 
• Mugs 
• Pens  

Vendors must be selected from the University’s approved list found here

For additional information regarding branding, please visit the UCSD Bookstore website on trademarks.