Begin by listing all potential sources of funds. This could be funds from the university, college, or department, external sponsorships, and registration fees/ticket sales.

Be sure to account for all event expenses, including:

If your event requires registration fees/ticket sales (e.g., academic conference or fundraising event), determine prices based on your total costs and anticipated revenue. Consider early bird rates or group discounts to incentivize attendees.

Decide what accounts will be charged and who will handle payment. Note that UNLV departments should establish tax-exempt status before making purchases. Read more about UNLV’s tax-exempt status and university department purchaser responsibilities.

Once you've gathered all information and are satisfied with your budget document, get it approved by any necessary decision-makers or stakeholders.

Using Campus-Contracted Suppliers

The university contracts suppliers that have a high level of spending on campus for products and services that the whole campus uses, sometimes on a daily basis. Campus-contracted suppliers have undergone and been selected through a formal solicitation, meaning that terms, conditions, and pricing have been negotiated and insurance is already on file.

Campus-contracted suppliers should be contacted first for specific commodities before seeking out other suppliers, as they have current contracts with UNLV. However, other companies can be utilized if you have a need for a service or product that a current campus contract does not supply.

For a list of UNLV-contracted suppliers, visit the Campus Contracts webpage.

Using Non-Campus-Contracted Suppliers

If there is a need for a service or product that a current campus contract does not supply, other companies can then be utilized. An example would be a balloon company. A balloon company would not be needed on campus every day, so typically there is not enough business generated on campus to warrant a negotiated campus-wide contract with UNLV for this type of service.

Process to Contract a Non-Campus-Contracted Supplier

1. The company must begin the process by registering as an NSHE supplier. You can search for current suppliers on the site under "Find Supplier." If they are listed in an "Accepted" status, you can proceed with step two.
2. A purchase requisition must be submitted in Workday by the UNLV entity looking to do business with the specified company, along with quote requirements based on the purchase amount thresholds.
3. Once your purchasing buyer receives the requisition, they will work with the company and acquire all necessary documentation to do business with UNLV (i.e., business license, insurance, etc.). For any purchase with a contract, they will review and redline the contract in coordination with UNLV General Counsel, Risk Management if applicable, and the supplier.
4. The purchasing department will be in contact with any questions they may have about the requisition. If and once all questions and documentation requirements have been satisfied, a purchase order will be issued in Workday based on the quote provided.

Requirements for All Supplier Types

• Written quotes are required for all purchase requests. Competitive threshold requirements apply to single or conglomerate purchases within a 12-month period.
• If the purchase is very nuanced and above the $25,000 threshold, and you are unable to receive comparable quotes to perform the same services/goods, the competitive exception form should be utilized.
• It is best to consult with your assigned Purchasing Analyst when making purchases over $25,000 well in advance of the event. They can assist with the best course of action to move forward with the purchase.

Adhere to the requirements of the university’s hosting policy. A Host Explanation Form will be required when submitting payment.