Vendors

Our event planners collaborate with a wide range of vendors to accommodate the various event types Barrett hosts. These vendors might have an existing agreement with ASU, or they could be prospective vendors seeking to establish a business relationship. ASU has established criteria to ensure that vendors align with policies and laws.

It is essential to note that event planners lack the authority to sign agreements with vendors. The payment process for vendors is contingent on factors such as the monetary value, business nature, and whether they will be present on campus. For further insights into vendor selection, please refer to the information available on the Barrett Process page on contracts and procurement for more information.

Event planners should ask these questions when selecting vendors:

• Is there a contract or agreement in place for this type of vendor?
• If not, has the college used this type of vendor in the past and could they be used again?
• Will a new vendor be needed? If so, how are you selecting them?

Contracted Vendors

• ASU SunMart - provides a list of companies that have established agreements with ASU.  Please review the list prior to selecting a vendor for your event.
• Moving and Event Services - help with equipment for events. First-come, first-serve basis. There is a charge starting Aug 1, 2023
  • Furniture, tables, chairs, podiums, easels, signs, trash containers, recycle containers, etc.)

Non-Contracted Vendors

When working a non-contracted vendor, they needed to be reviewed for a few key items. Please review the Barrett Process guides or work Business Operations should you have questions about this process.

• An event planner needs to be able to show why a vendor is selected. Please make sure to review the Conflict of Interest page to make sure there is no conflict.
• Most vendors are paid with a purchase order (PO) that has ASU terms and conditions associated with it. Certain vendors have to be paid this way and not with a purchasing card due to the required terms and conditions set by the university.

Payments Timeline

• If the vendor is eligible to be paid by P-Card, you may proceed within P-Card Purchasing Policies. Refer to the Payment Process Purchasing Card v Purchase Order section
• If the vendor needs to be paid via Purchase Order, the Barrett Business Operations will need the following items:
  
  *no less than 2 weeks in advance of first payment due for the event:
  • Purchase Request Form
  • Special Event Registry
  • Quote/Invoice
    • Quote is needed that reflects the full amount of the goods/services (this can be in the form of an invoice reflecting the entire cost of the goods/services)
    • A separate invoice will be required to process each payment due i.e. if the vendor requires a deposit a total of two invoices will be necessary: one reflecting the deposit amount due and one reflecting the remaining balance amount due
  • Business Meals Form and Food Exception Approval if not on Approved Food Vendor List
  • Event Flyer
  • Provide vendor contact information if the vendor is not registered in ASU’s financial management system, Workday.
    • Vendor registration can take anywhere from 7-? days depending on vendor responsiveness
• Other considerations
  • Photography – Refer to Barrett Processes - ASU Branded Merchandise - Photo/recording release
  • SWAG – Refer to Barrett Processes - ASU Branded Merchandise - Photo/recording release
  • Live animals, such as Therapy Dogs or Goat Yoga need to be explained on the Special Events Registry where they will further advise what needs to be done
  • Guest Speakers, Artists, or Performers – Refer to Barrett Processes - Professional Service Payments
  • Venue Rental – if a contract needs to be signed, contact Barrett Business Operations before proceeding

Payment Process Purchasing vs Purchase Order

These are only guidelines; each situation must be evaluated individually. Please read through applicable sections for additional information specific to your needs.

• PURCHASING CARD (P-CARD) PAYMENT can be used if the vendor is set up as a business and not an individual person, and consistent with P-Card purchasing policy.
  • EX: ASU Contracted Food Vendors or food vendors that are providing delivery/pickup, off-campus activities: attending Phoenix Suns game, TopGolf
  • Always refer to the P-Card restricted purchases list.
  • Refer to Barrett Events Activities Grid.
  • It is the P-Card holder’s responsibility to know whether approvals are needed for the vendor you are paying, including but not limited to Special Event Registry, Food Exception Request, etc.
• WORKDAY/PURCHASE ORDER (PO) PAYMENTS must be used if the service provided includes any type of risk or there is set-up involved by the vendor on ASU property.
  • EX: True Catering services that are not provided through an ASU Contracted Food Vendor, including Food/Beverage trucks/carts, event rental items, balloon arches
  • Vendors listed on SunMart may need to be paid via PO; being listed on SunMart is not an automatic approval to pay by P-Card.