Commencement Supplies and Services


To ensure a successful commencement event, campus departments should make purchases requests several weeks in advance so orders can be fulfilled a timely manner.  Expenses pertaining to commencement must comply with the Hospitality Guidelines




Process to Buy

Creative Arts

  • Guest Speaker
  • Illustrator
  • Musician
  • Photographer
  • Writer
  1.  Use Direct Pay process.

Note:  Consult with Contracts & Purchasing Services first if the project/service is complex, involve copyright and ownership agreements, or have liability/insurance requirements. 


Food/Catering Supplies and Services

  • Beverages
  • Caterers
  • Tableware
  • Utensils



For purchase of food and related supplies:

  1. Use ProCard process.
  2. Note:  Catering service must come vendors on the Approved Caterers List.

For linen, furniture or equipment rental see Rentals.

  1. Use the Requisition process.



  • Digital Printing
  • Event Program
  • Brochures
  • Invitations
  • Banners


Our preferred vendors are: 

A.S. Print Shop - On-campus printing and copy services provider to SJSU staff, faculty and students. They are located in Hoover Hall.

  1. Requesters can provide their department chartfields to charge order to.
  2. For more information, see A.S. Print Shop.


OfficeMax ImPress Off-campus vendor for a variety of printing products and services. Full digital online ordering process.

  1. Use the ProCard to order directly from OfficeMax.
  2. To obtain access to OfficeMax, submit the OfficeMax Access Request form.

For vendors other than the above:

  1. Use the Requisition process. 



  • Equipment, e.g. audio/visual 
  • Event Furniture, e.g., tables and chairs
  • Linens



  1. Use the Requisition process.




  • Event Organizer
  • Graphic Design
  • Moving
  1. Use the Requisition process.
  2. If service is unique and customized to your department's needs (such as graphic design), then a completed Scope of Work form is required and to be included with support backup documentation.


SJSU Faculty Regalia

  • Purchase and Rental

Faculty regalia may be custom ordered or rented anytime in the year from Spartan Bookstore.  

For custom orders, allow four to seven weeks for product to be manufactured and delivered. For rentals, it is recommended request be placed at least six weeks prior to the day of the event. 

For more information, please contact Spartan Bookstore at 408-924-1828.

  1. Use ProCard process.



  • Decorations
  • Paper
  • Pens
  • Off the Shelf SJSU Logo Products from Spartan Bookstore.

For basic supplies:

  1. Use ProCard process.
  2. Most basic office supplies like pens and paper should be ordered from our preferred vendor OfficeMax.