Event & Catering Planning Guidelines

• Public Relations, General

• Catering

• Transportation

• Logo usage

Public Relations, General

     Does the expenditure…

• support and promote the mission of the University?

• establish relationships with educational and surrounding communities to foster public understanding and goodwill?

      Public Relations Funds Policy

The categories below should also follow the guidelines listed above.

Catering

• Catering FAQ's
• Campus Grill Request Form

On-campus events:

• Is the caterer on the “Approved Caterers” list?

• Can a purchase order be used / will they invoice after the event?

• Does the caterer require a contract be signed? Please see “off-campus events” below for contract requirements.

Off-campus events:

• Does the facility / caterer require a contract? If so, the contract must be reviewed and initialed by the event coordinator, then forwarded to the Foundation for review and approval prior to any deposits.

General guidelines:

• Verify number of attendees. (Note: some facilities and caterers require a final head count prior to the event. If a final head count is not provided, they will proceed with original estimate, which may be higher than the final count. Consequently, your project will be charged for unnecessary quantities.)

• Verify food and beverage choices and quantities.

• Verify inclusion of utensils/serving arrangements, if necessary.

• Is there a charge for the room or facility /equipment rental? Is it reasonable?

• What is the service charge - and is a gratuity or tip expected over and above the service charge?

• What is the cancellation policy?

• Alcohol at an event? Follow University policy and procedures at:

             AlcoholUseOnCampus-Proc.pdf

Transportation (Groups)

• Does the transportation company have a current insurance certificate on file at the Foundation which names the Foundation as “also insured?” Always verify with the Foundation office.

•  Will they accept a purchase order? If advance payment or deposit is necessary, will the company issue a refund if the rider count drops?

• Verify number of riders.

To Order Items Using Logos           

 Please review the CSUSM website for details regarding logos, logo usage, type styles and layout.

             Graphic Standards Guidelines

• Does the logo / graphics adhere to the guidelines as spelled out on the CSUSM website?

• Send a copy of proposed logo / graphics to the Foundation office for approval prior to ordering or authorization of payment.