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Policy for Hosting Vendor Events at UCI School of Medicine

It is in the best interest of our researchers to attend vendor fairs and presentations where they can learn about new research equipment, reagents, analytical kits and other tools. However, it is important that vendors, faculty and staff are mindful that the School of Medicine is considered part of the health enterprise and as such is required to adhere to “Health Care Vendor Relations Policy” to avoid conflict of interest (COI) and additional legal and liability issues.

In order to protect the interests of all involved, the department or unit which facilitates the vendor coming to campus (by reserving a space or making other arrangements) must fill out a UCI SOM Biomedical Laboratory Tools Vendor Event Planning Form. This form will notify the UCI School of Medicine Office of Research of your plans so we can facilitate planning as appropriate.

Summary points:

  • The vendor event being held at UCI School of Medicine must be sponsored by a campus department or unit and approved by the department chair or unit faculty director.
  • Notify the School of Medicine Office of Research by submitting the completed planning form at least two weeks prior to the event. 
  • Vendors participating in the vendor event are required to provide a Certificate of Insurance. Additional information regarding this requirement is found on the UCI Zot! Portal website.
  •  Food is considered a Gift; therefore, it is not permissible for vendors to provide food to attendees. See UC “Health Care Vendor Relations Policy” section IV, paragraph C. 
    • However, if the vendor(s) and department/unit agree that food is to be served, the vendor has the option of making a non-encumbered gift to the department/unit or to the School of Medicine Office of Research. Then, UCI staff can, if appropriate, facilitate the purchase and provision of the food. 

Click here for UCI SOM Biomedical Laboratory Tools Vendor Event Planning Form 

Feel free to email the School of Medicine Office of Research if you have questions. We are supportive of the many educational vendor events on the campus and want to work with you to facilitate your compliance efforts.

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