When planning an event, there are necessary steps in place to assure compliance with all University policies and procedures. All purchases made with University funds must have a valid business purpose and must comply with the following policies, procedures and/or guidelines to ensure efficient payment of goods and to avoid unnecessary costs. Please note that other University policies and procedures may apply as well.
- UA Spending Policy (Accounts Payable)
- P-Card Policy and Procedures (P-Card Services)
- Professional Service Guidelines (Contract Management)
- Approved Contracts Page (Purchasing)
Use our approved contract vendors to streamline your event rental process — no quotes to sign, no insurance hassle, and pre-negotiated pricing.
- Contact one or more vendors to inquire about availability.
- Confirm all details via email — no signature needed due to the Standing Contracts in place.
- Verify contract pricing using vendor catalogs and ensure discounts are reflected on invoices.
- Use your P-Card to pay – There are no credit card fees for any of our contract vendors listed below.
Event Rentals
Departments may use the following contract vendors for University event rentals:
| The Grand Event | SoHo Tent & Event Rentals | Special Occasions (Tents) | Next Level AVL (AV, Lighting, etc.) |
| Shannel Aiken – 205-737-3695 info@grandeventdesign.com Danielle Guy – 205-535-9592 DanielleL@grandeventdesign.com | Taylor Maddox – 205-922-6454 taylor@sohoeventsandrentals.com | Keita Young- 205-644-3678 Lyoung@ycater.com Main Office – 205-871-4068 | Gwendolyn Hatcher – 205-230-6917 – gwen@nextlevelavl.com Jared Redman – 205-601-8438 jared@nextlevelavl.com |
The Event Rental vendor catalogs and contract documents are available on UA Box. Departments must ensure quotes and invoices match contract pricing. For questions or assistance, contact our buyer, Maggie Fowler.
Note: If you need to use a non-contract vendor, you must obtain prior approval from Purchasing.
Catering Guidelines
Please see the EHS website for information regarding food permits and the Risk Management website for a list of approved caterers. Crimson Catering can also be utilized for food for certain events.
Beverage Policy
The University of Alabama is a Coca-Cola campus. All beverages provided at University events, meetings, or activities must be Coca-Cola products. This includes Dasani water, which is part of the Coca-Cola product line. Promotionally labeled water is not included in this policy
For large orders requiring delivery, please complete the DocuSign form available at the following link to request delivery: Request Delivery
Tents
Search the approved contracts page for keyword: Tents
If your event involves a tent greater than 400sq ft, then a Temporary Structures Permit is required through the EHS Department. Temporary Structures: Information and Instructions | EHS
Grounds Use Permits
Is your event outside on University grounds? If so, you will need a Grounds use permit. The processing time for a Grounds Use Permit can be up to 10 business days, please plan accordingly. Also note that additional permits may be required depending on your event.
Grounds Use Permit | UA Facilities
FAQ and Other Considerations
- Did you know – You can also rent linens from The Bryant Conference Center
- Did you know – You can rent tents, tables, and chairs from The Logistics and Support Services Department
- Are you planning to have any promotional items or printed materials at your event?
If your purchase will not exceed $75,000, please use a Licensed Vendor and complete a Branding and Licensing Form. There are contract promo vendors on the buyBAMA punchout.
Please note, there are contracts in place for t-shirts and shakers. See the Approved Contracts page for contact information for these contracts.
A Branding and Licensing Form is needed for Approved Contract Vendors as well.
If your purchase will exceed $75,000, please contact the promotional buyer, Maggie Fowler.