Overview 

This guide demonstrates how to create an Event Request for Catering. For an easy to follow video on the process, please watch the How to Create an Event Request in Concur video. Event Requests are only required if an order is placed with a caterer or a bar service provider and those services were provided at an on-campus Event. 

Essential Information 

• Review Event Policy on Meetings and Entertainment: Overview Blink page before creating an Events Request. 
• An Event Request is required before creating an Events Expense Report. 
• Reference, KB0032021: Events Expense Report  to create the Events Expense Report.
• If a Travel & Entertainment (T&E) Card will be used to pay the Supplier, the Event Request needs to be created under the T&E Cardholder's profile.

Next Steps

1. Log into Concur using your Single Sign-On (SSO).

2. Select the Requests module.

3. Below Requests, Select New Request.

4. In Request Header tab, make the following entries:

a. Request Type: Event Request

b. Event Name: 

c. Event Date:

d. Type of Event: On Campus OR Off Campus

NOTE: An Event Request is NOT required for an off-campus event.

e. Event Location:

f. Type of Service: Catering - Full Service OR Catering – Bartending

g. Detailed Business Purpose:

5. In Request Header, enter the Financial Unit, add additional Comments, if necessary and then select Create Request.

a. Please consult your Fund Manager for any questions on the Financial Unit to select.

6. On the Expected Expenses section, outline the estimated costs of the Event, estimates are required to continue the process.

7. To begin adding expenses, select Add and then choose the Expenditure Type from the menu in the pop-up window.

8. Based on the selected Expenditure Type, complete all required fields, marked in red.

a. If Expenditure Type: (Business/Social) Prepared Food/Catering Svc is selected, also add an additional Expense Type to provide the Catering Supplier Info (Event Services).

b. Only one Catering Supplier Info (Event Services) expense line should be added per Event Request (if you will have multiple Suppliers for one event, create separate Event Requests).

9. Select Save.

10. Repeat this process until all estimated Expenses have been accounted for.

11. Allocate the expenses.

a. You can select all the expenses to allocate to one CoA OR

b. Allocate per line item to different CoA’s

12. You will have the option to allocate by percent or amount. Once selected, click Add.

13. Fill out the Financial Unit and Approver.

            a. Fill out the Project and Task OR

            b. Fund and Function, if not using a project and task.

            c. Click Save.

14. Save the allocation and click Submit Request.

15. Once you submit the request, to track the Event Request's approval workflow, select the Request Details dropdown and then click on Request Timeline.