Meal or Event Planning Procedures

1 OVERVIEW

This document is intended as guidance for Individuals and event coordinators. It provides step-by-step

directions, campus-specific resources and policies, and general policies. It is expected that individuals and

coordinators have taken any applicable trainings and reviewed College and University policies.

2 TABLE OF CONTENTS

1 Overview ............................................................................................................................................... 1

3 Definitions ............................................................................................................................................. 3

3.1 Request to Serve Food Form ......................................................................................................... 3

3.2 Per Diem ........................................................................................................................................ 3

3.3 WSLCB-Issued Banquet Permit ...................................................................................................... 3

3.4 WSLCB-Issued Special Occasion License ........................................................................................ 3

3.5 WSLCB-Issued Raffle Permit .......................................................................................................... 3

4 Event Planning Procedures ................................................................................................................... 5

4.1 Overview ....................................................................................................................................... 5

4.2 Procedures..................................................................................................................................... 6

5 Campus Specific Resources, Policies, and Tips ..................................................................................... 8

5.1 WSU Spokane ................................................................................................................................ 9

5.2 WSU Vancouver............................................................................................................................. 9

5.3 WSU Everett ................................................................................................................................ 10

5.4 WSU Tri-Cities.............................................................................................................................. 10

6 Other Guidance and Policies ............................................................................................................... 10

6.1 State Per Diem Map by County ................................................................................................... 10

6.2 Applicable BPPM Sections ........................................................................................................... 10

6.3 Accounts Payable/Food Purchases ............................................................................................. 10

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6.4 Catering Restrictions ................................................................................................................... 11

7 Frequently Asked Questions ............................................................................................................... 12

7.1 What is the difference between light refreshments and a meal? ............................................... 12

7.2 What happens if the meal cost per person exceeds the per diem rates for the area? ............... 12

7.3 What are the conditions and account(s) to be used for student meals and refreshments? ....... 12

7.4 When Can You Purchase Bottled Water? .................................................................................... 12

7.5 What account(s) can be used to pay for alcohol purchases? ...................................................... 12

7.6 Where can I get information about WSU’s mission statement for the purpose of completing the

RTSF form? .............................................................................................................................................. 12

7.7 If multiple meals are being provided during a speaker’s visit, do I need to complete an RTSF

form for each meal? ................................................................................................................................ 12

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3 DEFINITIONS

3.1 REQUEST TO SERVE FOOD FORM

Form used to request permission to pay for meals or light refreshments served at a University

training session or meeting. The Request to Serve Food form (RTSF) is submitted via SharePoint at

https://medicine.spokane.wsu.edu/rsf/_layouts/15/start.aspx#/SitePages/Home.aspx

• For events with less than 20 people, and there is no facility rental agreement, catering

agreement, or other contract, the responsible Chair or Director must sign the RTSF form at

least 5 working days before the event.

• For events with more than 20 people or events that require facilities rentals, catering

agreements, or any other contracts, then the RTSF form should be signed by the responsible

Chair or Director at least 10 weeks prior to the event.

o Exception: For events with more than 20 people, but do not require contracts/agreements

or purchases beyond food/non-alcoholic beverages (i.e. other purchases such as

decorations, games, etc., are not needed), the RTSF form needs to be signed by the

responsible Chair or Director at least 2 weeks prior to the event.

3.2 PER DIEM

Per Diem is the allowance for lodging (excluding taxes), meals and incidental expenses. The cost per

person needs to be inclusive of all charges (i.e. decorations, food, linens, utensils, fees, gratuity,

delivery, taxes, etc.) and should be no more than the Per Diem rate for the area. See sections six

and seven for more information. Rates can be found at https://www.gsa.gov/travel/plan-book/per-

diem-rates.

3.3 WSLCB-ISSUED BANQUET PERMIT

This permit authorizes the service and consumption of liquor at a private, invitation-only banquet

or organized gathering in a public place or club at a specified date and place. The unit must purchase

the banquet permit at least three days before the event. Banquet permits are available to order

from the WSLCB website at http://lcb.wa.gov/licensing/banquet-permits

3.4 WSLCB-ISSUED SPECIAL OCCASION LICENSE

This license allows a bona fide nonprofit organization to sell liquor at a specified date, time and

place. Examples include a fundraising dinner, gala event, auction, or wine tasting. The unit must

submit an application for the license at least 45 days before the event. Special Occasion License

applications are available online at https://lcb.wa.gov/licensing/special-occasion-licenses

3.5 WSLCB-ISSUED RAFFLE PERMIT

This permit allows a bona fide nonprofit organization to raffle liquor to its members at a specified

date and place. The unit must submit the application for the permit at least 30 days before event

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ticket sales can begin. Applications are available online at https://lcb.wa.gov/licensing/raffle-

permits.

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4 EVENT PLANNING PROCEDURES

4.1 OVERVIEW

As the College of Medicine has grown over the years, so has the demand for events, trainings and

celebrations. The following steps will help you plan an event that meets your goals while

representing the college in a way that reflects our culture.

While the following procedures serve as a valuable guide for all events, not every event rises to the

need of completing the outlined procedures and documents. Events that require completion of

these procedures include:

• Events that are external/public facing

• Events that require vendors and/or contracts

If an event does not meet the above criteria, but food will be served, an RSF form is all that must

be completed and submitted for the event. All other events that do not meet the above criteria do

not require completion of the procedural forms.

In order to properly plan and execute all the following steps, events need to be planned at least six

months in advance. Contracts that require financial commitments in excess of $10,000 will be sent

to Pullman for approval. This process takes no less than 90 days, so advance planning is a must.

These steps apply to individuals planning and coordinating events for the College of Medicine.

Please refer to section five

for important resources, policies, and tips for each campus, and section

six for general policies and resources.

4.2 PROCEDURES

4.2.1 Once an event need has been identified and a potential date has been proposed, establish a

budget.

4.2.1.1 Suggested costs to consider included venue, ADA interpreters, advertising, catering,

linens, tables, decorations and draping, equipment and service support, parking, printing

and mailing, speaker fees, and other expenses (e.g. awards, travel, etc.

4.2.2 Complete an Event Proposal form and submit to your supervisor for approval.

4.2.2.1 The Event Proposal form

is found on SharePoint at medicine.spokane.wsu.edu. Hover over

the Administration tab and mouse down to “Events and Meal Planning”. To complete this

form you will need to know: if this event is a one-time event or recurring event; the name

of your Event Lead (the Event Lead is your point of contact and serves as liaison to Business

Services); how this event will impact other College of Medicine events taking place at the

same time; the proposed budget; the funding source; the event’s purpose, mission, and

return on investment; attendee breakdown; program elements; support services needed;

and who the potential partners and sponsors will be.

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4.2.3 Once the event is approved, contact ESFCOM Business Services to establish a budget plan.

4.2.3.1 You will share your proposed expenses with ESFCOM Business Services. Email your

approved Event Proposal to medicine.events@wsu.edu

and their team will provide you

with a point of contact for your event. You will receive the tools to submit purchase

requests, information on how to share your working budget, make purchases, etc.

4.2.4 If you are hosting your event on campus, reserve your room/space on campus using 25Live. If you

will be hosting your event off campus, you will need to submit a State Administrative and

Accounting Manual form (SAAM 10.1-.55) for “Justification for Use of Non-State Facility” to

Business Services for approval via email

medicine.even[email protected]u.

4.2.3 Put together a guest list with contact information.

4.2.4 If you plan to serve food at your event, you must complete and submit the Request to Serve Food

form (definition 3.1

), along with related documents, via SharePoint. For all events, a catering

quote, any contracts/agreements, and a list of attendees, and how the event connects to our

mission should be submitted with the RTSF. *For events with more than 20 people, an

Event

Planning Form should be included with the Request to Serve Food Form. This document can also

be found in SharePoint under the Administration tab.

See sections five and 6.4 for catering information and policies. Prior to contacting caterers,

prepare a list of dietary restrictions needed for the event.

Note: WSU Everett, Spokane, Tri-Cities, and Vancouver campuses are required to stay within the

State Per Diem rate (see sections five and 6.1 for current rates) per person for event meals. Cost

per person needs to be inclusive of all charges (i.e. decorations, food, linens, utensils, service fees,

admin fees, gratuity, labor, delivery, taxes, etc.).

4.2.5 After the Chair/Director has approved the RTSF form, it will automatically be routed to ESFCOM

Business Services for approval. Business Services will contact the event point of contact if there

are documents missing or if there are concerns.

4.2.6 Once the RTSF form has been approved by Business Services, proceed with making necessary

arrangements.

4.2.7 If a need for contracts has been identified, submit those to Business Services via email at

medicine.events@wsu.edu, who will work on any contracts/agreements that need to be

processed. Event venues, caterers, rental companies and Audio-Visual rental/production

companies typically submit a contract for our approval.

Note: Facility use, and catering agreements can take up to 10 weeks to finalize based on the

complexity.

4.2.8 If applicable, contact Communications and Marketing via email christina[email protected]du

establish a promotion plan and receive assistance with event planning tools.

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4.2.8.1 Possible choices for promotional support include advertising, flyers/posters, e-mail

invitations, press release, campus bulletin boards, printed invitations, internal news and

social media.

4.2.8.2 Possible assistance with event planning tools includes contract assistance for outside

vendors, venue selection, meal planning, logistics, etc.

4.2.11 If you will have guests parking on the WSU Spokane campus, e-mail spokane.parking@wsu.edu

to request the purchase of parking passes, as necessary. Once you know the amount that parking

will cost, request an IRI (Interdepartmental Requisition and Invoice) through a Purchase Request

in SharePoint.

4.2.12 Submit AV/Technology request forms as required (see section five for campus specific

requirements).

4.2.13 Develop event flow, presentations, introductions, etc. as necessary.

4.2.14 Plan setup and decorations.

4.2.15 Send invitations.

4.2.16 Finalize presentation, program, and room layout, and create event materials.

4.2.17 Confirm plans and reservations.

4.2.18 As invoices are received by the point of contact, create Purchase Requests in SharePoint and

submit for payment.

4.2.19 It is highly suggested that at the conclusion of the event you host a “post-op” meeting to discuss

successes and challenges with colleagues and your team, as well as express gratitude to all parties

involved. Sending thank you notes to stakeholders, vendors, and volunteers is highly

recommended.

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5 CAMPUS SPECIFIC RESOURCES, POLICIES, AND TIPS

5.1 WSU SPOKANE

5.1.1 Catering Companies

o Fresh Plate Cafe | [email protected]m | (509) 808-6195 | Contact: Barbara Pagarigan

For catering needs, the Fresh Plate, located on the first floor of the Academic Center,

specializes in healthy foods made-from-scratch.

Catering Menu: https://www.freshplatemarket.com/

5.1.2 Per Diem Rates

o File: https://www.ofm.wa.gov/sites/default/files/public/resources/travel/colormap.pdf

5.1.3 AV/Technology

o Contact Information: Spok.SA@wsu.edu

5.2 WSU VANCOUVER

5.2.1 All food and beverages to be sold or given away on WSU Vancouver property must be from an

approved source. Outside caterers must submit a Clark County health permit to the Events Office

at least one week before the event.

5.2.2 Catering Companies

o WSU Vancouver Dining and Catering | van.catering@wsu.edu

For catering needs, WSU Vancouver Dining and Catering provides services ranging from

meeting coffee service to box lunches and upscale awards banquets.

Website: https://www.vancouver.wsu.edu/dining-catering

Catering Order Form: https://www.vancouver.wsu.edu/dining-catering/catering-order-form

5.2.3 Events Office Documents, Guides and AV/Technology

o Website: https://www.vancouver.wsu.edu/events-office

5.2.4 Per Diem Rates

o File: https://www.ofm.wa.gov/sites/default/files/public/resources/travel/colormap.pdf

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5.3 WSU EVERETT

5.3.1 WSU Everett does not have event-specific furniture such as dinner- or cocktail-tables, linens, or

flatware. Those items must be ordered by the event host or the caterer.

5.3.2 Catering Companies

o Red Cork Bistro | adrian@redcorkbistro.com

o Lombardi’s Catering | banqu[email protected]

o Chef Dane Catering | aleka@chefdane.com

o Jimmy John’s

o Qdoba

o The Catering Company

5.3.3 Per Diem Rates

o File: https://www.ofm.wa.gov/sites/default/files/public/resources/travel/colormap.pdf

5.3.4 Event Documents, Guides

o Webpage: https://everett.wsu.edu/meeting-room-rentals/

5.3.5 AV/Technology

o Webpage: everett.it@wsu.edu

o IT Desk Contact Information: 425-405-1555

5.4 WSU TRI-CITIES

5.4.1 This quick reference (located at https://tricities.wsu.edu/documents/2016/06/business-office-

catering-reference.pdf) will provide you with the tools to successfully and safely cater food on the

WSUTC Campus and includes their Approved Catering Vendor List. Review the Food Permitting

Chart on page 4 to determine if a Temporary Food Permit and Handler Card is required.

5.4.2 Catering

o Hospitality Café Catering | https://tricities.wsu.edu/diningservices/

5.4.3 Per Diem Rates

o File: https://www.ofm.wa.gov/sites/default/files/public/resources/travel/colormap.pdf

5.4.4 AV/Technology

o Webpage: https://tricities.wsu.edu/it/iat/request/

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6 OTHER GUIDANCE AND POLICIES

6.1 STATE PER DIEM MAP BY COUNTY

File: https://www.ofm.wa.gov/sites/default/files/public/resources/travel/colormap.pdf

6.2 APPLICABLE BPPM SECTIONS

6.2.1 Buying Meals or Light Refreshments for Meetings (70.31)

6.2.2 17A Discretionary Food Purchases (70.33)

6.2.3 Renting Non-Public Facilities for Meetings (70.32)

6.2.4 Ordering Alcoholic Beverages (70.29)

6.2.5 Travel Rates (95.19)

6.3 ACCOUNTS PAYABLE/FOOD PURCHASES

6.3.1 Criteria for Purchasing Meals and Light Refreshments on State Funds

6.3.1.1 Meals: State Funds may be used if the following conditions are met, see BPPM: 70.31

 The meal must be essential to the completeness (i.e., an integral part) of an official

University meeting or training session, and

 The University must require that the employee attend the meeting or formal

training session, and

 The purpose of the event must be to conduct official WSU business or to provide

formal training to WSU employees.

o Note: State funds cannot be used to support Per Diem overages. Per Diem

overages must be expensed to Discretionary Funds (17A), see BPPM 70.33

6.3.1.2 Light Refreshments: State Funds may be used if the following conditions are met:

 The purpose of the meeting must be to conduct official WSU business OR to provide

formal training to WSU employees; and

 The light refreshments must be essential for the completeness (i.e., an integral part)

of an official University meeting or training session.

o Note: Light refreshments, by definition, include nonalcoholic beverages and

edible items commonly served between meals.

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6.3.2 Per Diem Rates

o File: https://www.ofm.wa.gov/sites/default/files/public/resources/travel/colormap.pdf

6.3.3 Food Matrix

Appropriated

Funds FUNDS

001-XX, 100-

XX, 057-XX,

143-XX, 148-

Contributed

Funds

Including

17A FUNDS

846-XX