Planning an Entertainment Activity

When planning an entertainment event, the host must acquire advance approval from his or her supervisor, unit head, or AUL/Director. Exceptional circumstances require the University Librarian’s pre-approval. Failure to receive necessary pre-approval may result in UC refusing to pay the bill or reimbursement. In that case, either the vendor or the host may end up having to personally cover the cost.

• Please see the Entertainment Policy Basics on the Controller’s website for guidelines on entertainment.
• If you are hosting a meal at The Faculty Club or Women's Faculty Club, please follow these specialized procedures.
• If you are planning an entertainment activity during a business trip see Entertaining While Traveling.

When planning other entertainment activities, please follow these steps:

1. If you have blanket approval for the current fiscal year and the event does not require exceptional approval, skip to step 3 below. For all other requests, complete section A of the Library Entertainment Pre-Approval Form.  
     Note: Pre-approval via email is acceptable, but the email must be attached to the form you submit. The host may not pre-approve their own entertainment expense.
   • Obtain pre-approval from the host’s supervisor, unit head, or AUL/Director. The pre-approval for LAUC-B entertainment expenses must be pre-approved by the LAUC-B Chair.
   • If exceptional circumstances apply (e.g. the per-person maximum is exceeded), the University Librarian’s pre-approval is required.
   • If the vendor requires a signed contract, the requester must submit the contract and Library Entertainment Pre-Approval Form at least five business days in advance of the event. After the Library buyer reviews and signs the contract, it will be returned to the requester. The requester must then send the signed contract to the vendor for a counter-signature and forward the countersigned contract to the Library buyer.
2. Obtain an itemized quote or estimate from the vendor. The Library’s preferred caterer is Stradavarius because of its business relationship with the Library. Stradavarius does business as FSM Café (1-510-666-0805) and Bancroft Hotel Catering (1-510-549-0113).
3. This step depends on where you plan to incur charges.
   • If you are planning an activity at The Faculty Club or The Women’s Faculty Club, read these guidelines.
   • If you are paying out of pocket, proceed with the reservation and the event. Please keep the original itemized receipt.
   • For all other entertainment activities (e.g. Stradavarius, Alumni House, etc) that do not have blanket approval, please send the Library Entertainment Pre-Approval Form and a copy of the quote/estimate to LBS at lbs@berkeley.edu. LBS will let you know when to proceed with the order or reservation and will provide you with a purchase order number if required. After the event, verify the charges on the invoice.
4. After the event, complete the Library Entertainment Payment Request Form and obtain the host’s signature. If this is a reimbursement and the payee is not the host, the payee should also sign the form. Please note each attendee’s full name and title/affiliation with the University should be listed.
5. Submit the following to lbs@berkeley.edu:
   • The Library Entertainment Pre-Approval Form - not needed if you have blanket approval for the current fiscal year.
   • The Library Entertainment Payment Request Form
   • The original itemized receipt, for reimbursements over $75. Credit card statements are not sufficient.
6. For more information regarding how to prepare receipts prior to submitting a request for reimbursement, see our guide to receipt requirements.

If you have questions email LBS staff.