When planning an entertainment event, the host must acquire advance approval from his/her supervisor, unit head, or AUL/Director.  Exceptional entertainment requires the University Librarian’s pre-approval.  Failure to get 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 follow these steps when planning an entertainment activity:

Click here for procedures for hosting a meal at The Faculty Club or Women's Faculty Club.

1. 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 (666-0805) and Bancroft hotel Catering (549-0113).

2. Complete section A of the Entertainment Pre-approval Request Form.

3. (a) If the entertainment expense is covered by a blanket pre-approval and if exceptional circumstances do not apply, type “see blanket pre-approval” on the pre-approval signature line in section B of the same form.  We’ll look for the blanket pre-approval in our files.

(b) If the event is not covered by a blanket pre-approval, obtain pre-approval from the host’s supervisor, unit head, or AUL.  The pre-approval for LAUC-B entertainment expenses must be pre-approved by the LAUC-B Chair.

(c) If exceptional circumstances apply (e.g. per-person maximum is exceeded), the University Librarian’s pre-approval is required.

Note: Pre-approval Via e-mail is acceptable, but it must be attached to the form.  The host may not pre-approve his/her own entertainment expense.

4. This step depends on where you plan to incur charges.

(a) The Faculty Club or Women’s Faculty Club: Click here.

(b) If you are paying out of pocket: Proceed with the reservation and the event. Please keep the original itemized receipt.

(c) For everything else (e.g. Stradavarius, Alumni House, etc): Please send the pre-approval and a copy of the quote/estimate to LBS.  LBS will let you know when to proceed with the order or reservation.  LBS will provide you with a purchase order number if required.  After the event, verify the charges on the invoice.

5. Complete the Entertainment Check Request Form and obtain the host’s signature.

6. Submit the check request form along with the pre-approval request form, receipt/invoice, and list of attendees to LBS.  Receipts should be taped to a letter size paper.

Library Business Services
Attn: Kris Leonardo
110 Doe Library
Berkeley, CA 94720-6000