[Federal Register Volume 65, Number 6 (Monday, January 10, 2000)]
[Rules and Regulations]
[Pages 1326-1331]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-440]
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GENERAL SERVICES ADMINISTRATION
41 CFR Parts 301-11 and 301-74
[FTR Amdt. 89]
RIN 3090-AH02
Federal Travel Regulation; Conference Planning
AGENCY: Office of Governmentwide Policy, GSA.
ACTION: Final rule.
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SUMMARY: The General Services Administration (GSA) is amending the
Federal Travel Regulation (FTR) governing conference planning. Because
conferences have different requirements than routine temporary duty
(TDY) travel, GSA is providing specific guidance to minimize overall
Government expenses associated with conferences. This amendment will
reduce agency costs by easing the administrative burden of conference
planning and processing.
EFFECTIVE DATE: This final rule is effective January 14, 2000.
FOR FURTHER INFORMATION CONTACT: Jim Harte, Travel Team Leader, Travel
Management Policy Division (MTT), telephone 202-501-0483.
SUPPLEMENTARY INFORMATION:
A. Background
A proposed rule with request for comments was published in the
Federal Register on September 15, 1999 (64 FR 50051). All comments
received were considered in the formulation of the final rule. GSA
received a total of 176 comments from the Federal Government and the
private sector. Of those, 171 expressed support of the proposed changes
and five asked for clarification and/or offered suggested improvements.
What are the Significant Comments and Changes?
Comments and adopted changes are:
(a) Government policy usage. A private sector organization stated
that the proposed change constitutes ``good, common sense.''
Additionally, it questioned whether it is prudent to include this level
of detail in the FTR, since Government and contractor organizations are
confronted with a myriad of different circumstances, and some
flexibility is needed. It also stated that when the FTR lists examples
and such language as ``not limited to,'' the user tends to adopt role
compliance in lieu of judgment. While it is unclear what ``role
compliance'' is, GSA recognizes that some contractors mirror the FTR in
developing their own travel rules, but only Federal employees and
agencies are subject to the FTR. No significant change, therefore, has
been made in the FTR policy.
(b) Federal Management Regulation (FMR) versus the FTR. Because
this policy encompasses a much broader range of agency management than
the travel function, i.e., procurement, facilities, general and
administrative services, an agency questioned why this guidance isn't
issued as an FMR. This final rule focuses on the total costs involved
in employee travel to conferences and, therefore, is appropriate as
part of the FTR.
(c) Interagency Travel Management Committee (ITMC). One comment
questioned how the ITMC will serve as a resource for planning a
conference when it is not directly involved in making conference
arrangements. GSA has organized the ITMC as a forum of approximately
100 Federal travel policy and financial managers. Active communication
and sharing of information will ease conference planning for those
Federal agencies that have an infrequent need to plan a conference.
(d) Rules to co-sponsor a conference with an outside organization.
One comment suggested that the final rule should address situations in
which a Federal agency co-sponsors a conference with an outside
organization. Depending on who the co-sponsor is, the conference
planners may have to consider ethics guidelines, financial assistance
regulations, and acquisition laws and regulations. For policy regarding
acceptance of payment from a non-Federal source, GSA refers users to
FTR Chapter 304 which is written in consultation with the Office of
Government Ethics.
(e) Conference information package. The third sentence of Appendix
E to Chapter 301, ``Conference Information Package,'' states that ``You
should finalize the package and send it to the printer at least 4 weeks
in advance of the starting date.'' It was suggested that this is an
ideal but unrealistic time frame for preparing materials since many
conferences need to be planned with only one month's notice. GSA
agrees, and has amended the sentence to allow the time frame as an
option.
(f) Light refreshments. To eliminate the possibility of agency or
individual abuse, specific guidance was requested to define ``light
refreshments.'' While GSA does not want to limit agencies to a specific
menu of light refreshments (intended only as a refresher, not intended
to serve as a meal), Sec. 301-74.10 is revised to add a suggested list
of considerations. The serving of light refreshments for conference
attendees during morning, afternoon and evening breaks, authorized by 5
U.S.C. 5702, is a common business practice, and should not be
prohibited for Government-sponsored conferences.
(g) Retention of records. One comment recommended that this rule
set a threshold based on number of attendees for the retention of
records. The comment stated that without specific guides, any event of
whatever size that had one or more attendees in travel status would
appear to be subject to the record retention requirements. Such an all-
encompassing rule would run counter to the overall Federal goal of
reducing unnecessary paperwork and would have no apparent benefit for
small events. GSA agrees, and has revised Sec. 301-74.19 to require
records for each conference the agency sponsors or funds, in whole or
in part for 30 or more attendees. The National Archives and Records
Administration issues the General Record Schedules to provide
Governmentwide authority to destroy records common to several or all
agencies of the Federal Government. The General Accounting Office has
responsibility for approving the disposal of certain Federal records,
including those relating to claims or demands by or against the
Government, and those subject to audit. If Federal agencies need
assistance to ensure adherence for the retention of records, GSA
suggests that agencies contact their agency records officers.
B. Executive Order 12866
GSA has determined that this final rule is not a significant
regulatory action for the purposes of Executive Order 12866 of
September 30, 1993.
C. Regulatory Flexibility Act
This final rule is not required to be published in the Federal
Register for notice and comment; therefore, the Regulatory Flexibility
Act does not apply.
D. Paperwork Reduction Act
The Paperwork Reduction Act does not apply because the final rule
does not impose recordkeeping or information collection requirements,
or the collection of information from offerors, contractors, or members
of the public which require the approval of the Office of Management
and Budget under 44 U.S.C. 501 et seq.
[[Page 1327]]
E. Small Business Regulatory Enforcement Fairness Act
This final rule is also exempt from Congressional review prescribed
under 5 U.S.C. 801 since it relates solely to agency management and
personnel.
List of Subjects in 41 CFR Parts 301-11 and 301-74
Government employees, Travel and transportation expenses.
For the reasons set forth in the preamble, 41 CFR parts 301-11 and
301-74 are amended as follows:
PART 301-11--PER DIEM EXPENSES
1. The authority citation for part 301-11 continues to read as
follows:
Authority: 5 U.S.C. 5707.
2. Section 301-11.5 is revised to read as follows:
Sec. 301-11.5 How will my per diem expenses be reimbursed?
Per diem expenses will be reimbursed by the:
(a) Lodgings-plus per diem method;
(b) Reduced per diem method;
(c) Conference lodging allowance method (see Secs. 301-74.7 and
301-74.22 of this chapter); or
(d) Actual expense method.
3. Part 301-74 is revised to read as follows:
PART 301-74--CONFERENCE PLANNING
Subpart A--Agency Responsibilities
Sec.
301-74.1 What policies must we follow in planning a conference?
301-74.2 What costs should be considered when planning a
conference?
301-74.3 What must we do to determine which conference expenditures
result in the greatest advantage to the Government?
301-74.4 What should cost comparisons include?
301-74.5 How should we select a location and a facility?
301-74.6 What can we do if we cannot find an appropriate conference
facility at the chosen locality per diem rate?
301-74.7 What is the conference lodging allowance?
301-74.8 Who may authorize reimbursement of the conference lodging
allowance for a Government sponsored conference?
301.74.9 Who may authorize reimbursement of the conference lodging
allowance for a non-Government sponsored conference?
301-74.10 May the conference lodging allowance ever exceed 25
percent above the lodging per diem rate?
301-74.11 May we provide light refreshments at an official
conference?
301-74.12 May we use both the conference lodging allowance and the
actual expense method of reimbursement concurrently?
301-74.13 May we include conference administrative costs in an
employee's per diem allowance payment for attendance at a
conference?
301-74.14 Are there any special requirements for sponsoring or
funding a conference at a hotel, motel or other place of public
accommodation?
301-74.15 May we waive the requirement in Sec. 301-74.14?
301-74.16 What must be included in any advertisement or application
form relating to conference attendance?
301-74.17 What special rules apply when a conference is held in the
District of Columbia?
301-74.18 What policies and procedures must we establish to govern
the selection of conference attendees?
301-74.19 What records must we maintain to document the selection
of a conference site?
Subpart B--Conference Attendees
301-74.21 What is the applicable M&IE rate when meals or light
refreshments are furnished at nominal or no cost by the Government
or are included in the registration fee?
301-74.22 When may an employee, attending a conference, be
authorized the conference lodging allowance?
301-74.23 Is the conference lodging allowance an actual expense
reimbursement?
301-74.24 When should actual expense reimbursement be authorized
for conference attendees?
Authority: 5 U.S.C. 5707.
Subpart A--Agency Responsibilities
Note to Subpart A: Use of pronouns ``we'', ``you'', and their
variants throughout this subpart refers to the agency.
Sec. 301-74.1 What policies must we follow in planning a conference?
When planning a conference, you must:
(a) Minimize all conference costs, including administrative costs,
conference attendees' travel costs, and conference attendees' time
costs;
(b) Maximize the use of Government-owned or Government provided
conference facilities as much as possible;
(c) Identify opportunities to reduce costs in selecting a
particular conference location and facility (e.g., through the
availability of lower rates during the off-season at a site with
seasonal rates); and
(d) Develop and establish internal policies to ensure these
standards are met.
Sec. 301-74.2 What costs should be considered when planning a
conference?
When planning a conference, you should consider all direct and
indirect conference costs paid by the Government, whether paid directly
by agencies or reimbursed by agencies to travelers or others associated
with the conference. Some examples of such costs are:
(a) Authorized travel and per diem expenses;
(b) Hire of rooms for official business;
(c) Audiovisual and other equipment usage;
(d) Computer and telephone access fees;
(e) Light refreshments;
(f) Printing;
(g) Registration fees;
(h) Ground transportation; and
(i) Employees' time at the conference and on en route travel.
Sec. 301-74.3 What must we do to determine which conference
expenditures result in the greatest advantage to the Government?
To determine conference expenditures, you must:
(a) Assure there is appropriate management oversight of the
conference planning process;
(b) Always do cost comparisons of the size, scope, and location of
the proposed conference;
(c) Determine if a Government facility is available at a cheaper
rate than a commercial facility;
(d) Consider alternatives to a conference, e.g. teleconferencing;
and
(e) Maintain written documentation of the alternatives considered
and the selection rationale used.
Sec. 301-74.4 What should cost comparisons include?
Cost comparisons should include, but not be limited to, a
determination of adequacy of lodging rooms at the established per diem
rates, overall convenience of the conference location, fees,
availability of meeting space, equipment, and supplies, and commuting
or travel distance of attendees. (See Appendix E to Chapter 301,
Guidance for Conference Planning.)
Sec. 301-74.5 How should we select a location and a facility?
Site selection is a final decision as to where to hold your
conference. The term ``site'' refers to both the geographical location
and the specific facility(ies) selected. In determining the best site
in the interest of the Government, you should exercise strict fiscal
responsibility to minimize costs. The actions in Sec. 301-74.3 must be
followed. Cost comparisons must cover factors such as those listed in
Sec. 301-
[[Page 1328]]
74.4. As part of the cost comparison, you must use the established per
diem rate for the locations for which you are comparing costs.
Sec. 301-74.6 What can we do if we cannot find an appropriate
conference facility at the chosen locality per diem rate?
While it is always desirable to obtain lodging facilities within
the established lodging portion of the per diem rate for the chosen
locality, it may not always be possible. In negotiating lodging rates
with the properties in the chosen location, you may exceed the
established lodging portion of the per diem rate by up to 25 percent
under Secs. 301-74.8 and 301-74.9, if necessary. This will provide
flexibility in selecting an appropriate property at the most
advantageous location. It will also permit agencies to reimburse their
employees' subsistence expenses by using the conference lodging
allowance method as prescribed in Sec. 301-74.8 for a Government
sponsored conference and in Sec. 301-74.9 for non-Government sponsored
conferences, rather than the actual expense method prescribed in
subpart D of part 301-11 of this chapter.
Sec. 301-74.7 What is the conference lodging allowance?
The conference lodging allowance is a pre-determined maximum
allowance of up to 25 percent greater than the applicable locality
lodging portion of the per diem rate. Under this reimbursement method,
employees will be reimbursed the actual amount incurred for lodging up
to the conference lodging allowance.
Sec. 301-74.8 Who may authorize reimbursement of the conference
lodging allowance for a Government sponsored conference?
The approval authority for the conference lodging allowance is the
Government agency sponsoring the conference. The sponsoring agency will
determine the appropriate conference lodging allowance, up to 25
percent above the established lodging allowance for the chosen
location, and that rate shall be allowable for all employees of any
agency authorized to attend the conference. The determination must be
made by a senior agency official at the sponsoring agency.
Sec. 301.74.9 Who may authorize reimbursement of the conference
lodging allowance for a non-Government sponsored conference?
The travel approving official of a Government employee authorized
to attend a non-Government sponsored conference may authorize the
employee to be reimbursed for lodging expenses incurred up to the
conference lodging allowance rate.
Sec. 301-74.10 May the conference lodging allowance ever exceed 25
percent above the lodging per diem rate?
No, the conference lodging allowance may not exceed 25 percent
above the applicable locality lodging per diem rate.
Sec. 301-74.11 May we provide light refreshments at an official
conference?
Yes. Agencies sponsoring a conference may provide light
refreshments to agency employees attending an official conference.
Light refreshments for morning, afternoon or evening breaks are defined
to include, but not be limited to, coffee, tea, milk, juice, soft
drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins.
Sec. 301-74.12 May we use both the conference lodging allowance method
and the actual expense method of reimbursement concurrently?
No. You must only use one reimbursement method per day in
accordance with Sec. 301-11.4 of this chapter.
Sec. 301-74.13 May we include conference administrative costs in an
employee's per diem allowance payment for attendance at a conference?
No. Per diem is intended only to reimburse the attendee's
subsistence expenses. You must pay conference registration fees
separately, either directly or by reimbursing employees who pay such
expenses and submit travel claims.
Sec. 301-74.14 Are there any special requirements for sponsoring or
funding a conference at a hotel, motel or other place of public
accommodation?
Yes. When you sponsor or fund (see 15 U.S.C. 2225a), in whole or in
part, a conference at a place of public accommodation in the United
States, you must use an approved accommodation (see Sec. 300-3.1 of
this title), except as provided in Sec. 301-74.15. This provision also
applies to the government of the District of Columbia when it expends
Federal funds for a conference and any non-Federal entity which uses
Government funds to sponsor or fund a conference.
Sec. 301-74.15 May we waive the requirement in Sec. 301-74.14?
Yes, if the head of your agency makes a written determination on an
individual case basis that waiver of the requirement to use approved
accommodations is necessary in the public interest for a particular
event. Your agency head may delegate this waiver authority to a senior
agency official or employee who is given waiver authority with respect
to all conferences sponsored or funded, in whole or in part, by your
agency.
Sec. 301-74.16 What must be included in any advertisement or
application form relating to conference attendance?
(a) Any advertisement or application for attendance at a conference
described in Sec. 301-74.14 must include:
(1) Notice of the prohibition against using a non-FEMA approved
place of public accommodation for conferences; and
(2) Notice that the conference lodging allowance applies to Federal
attendees, if applicable.
(b) In addition, any executive agency, as defined in 5 U.S.C. 105,
shall notify all non-Federal entities to which it provides Federal
funds of this prohibition.
Sec. 301-74.17 What special rules apply when a conference is held in
the District of Columbia?
In addition to the general rules provided in this part, the
following special rules apply:
(a) You may not directly procure lodging facilities in the District
of Columbia without specific authorization and appropriation from
Congress (see 40 U.S.C. 34); and
(b) Any short-term conference meeting space you obtain in the
District of Columbia must be procured under 41 CFR 101-17.101-4.
Note to Sec. 301-74.17(a): This provision does not prohibit
payment of per diem to an employee authorized to obtain lodging in
the District of Columbia while performing official business travel.
Sec. 301-74.18 What policies and procedures must we establish to
govern the selection of conference attendees?
You must establish policies that reduce the overall cost of
conference attendance. The policies and procedures must:
(a) Limit your agency's representation to the minimum number of
attendees determined by a senior official necessary to accomplish your
agency's mission; and
(b) Provide for the consideration of travel expenses when selecting
attendees.
Sec. 301-74.19 What records must we maintain to document the selection
of a conference site?
For each conference you sponsor or fund, in whole or in part for 30
or more attendees, you must maintain a record of the cost of each
alternative conference site considered. You must
[[Page 1329]]
consider at least three sites. You must make these records available
for inspection by your Office of the Inspector General or other
interested parties.
Subpart B--Conference Attendees
Note to subpart B: Use of pronouns ``we'', ``you'', and their
variants throughout this subpart refers to the agency.
Sec. 301-74.21 What is the applicable M&IE rate when meals or light
refreshments are furnished at nominal or no cost by the Government or
are included in the registration fee?
When meals or light refreshments are furnished at nominal or no
cost by the Government or are included in the registration fee the
applicable M&IE will be calculated as follows:
(a) If meals are furnished the appropriate deduction from the M&IE
rate must be made (see Sec. 301-11.18 of this chapter.
(b) If light refreshments are furnished, no deduction of the M&IE
allowance is required.
Sec. 301-74.22 When may an employee, attending a conference, be
authorized the conference lodging allowance?
An employee, authorized to attend a conference, may be authorized
the conference lodging allowance as prescribed in Secs. 301-74.8 and
301-74.9.
Sec. 301-74.23 Is the conference lodging allowance an actual expense
reimbursement?
No. The conference lodging allowance is a separate method of
reimbursement for lodgings expenses.
Sec. 301-74.24 When should actual expense reimbursement be authorized
for conference attendees?
If the conference lodging allowance still is inadequate, you may
authorize actual expense reimbursement under Sec. 301-11.300 of this
chapter in lieu of the conference lodging allowance method.
4. Chapter 301 is amended by adding Appendix E to read as follows:
Appendix E to Chapter 301--Suggested Guidance for Conference
Planning
Terms
Conference: A meeting, retreat, seminar, symposium or event that
involves attendee travel. The term ``conference'' also apples to
training activities that are considered to be conferences under 5
CFR 410.404.
Conference lodging allowance: The rate that is up to 25 percent
above the established lodging per diem rate.
Milestone schedule: Deadlines, which need to be reached in a
progressive and orderly manner.
Planner: The person designated to oversee the conference.
Planning committee: Operational group significantly contributing
to a conference's overall success and able to fully reflect the
needs of both the agency and the attendees.
Getting Started
Depending on the size, type, and intended effect of the
conference, start planning a minimum of one year in advance.
Designate a planner and a planning committee.
Planning Committee
Functions typically include, but are not limited to:
Establishing a set of objectives.
Developing a theme.
Making recommendations for location, agenda, dates, and
logistics, e.g., schedule, exhibits, speaker.
Making suggestions as to who should attend.
Serving as communications link between planners and
participants.
Evaluation and follow-up.
Milestone Schedule
(a) Develop a milestone schedule, which is essential to
conference planning, by working backward from the beginning date of
the conference to include each major step. Examples include:
Planning committee meetings.
Preparation of mailing lists.
Letters of invitation.
Designation of speakers.
Confirmation letters to speakers.
Confirmation with site selection official.
Preparation of agenda.
Preparation of specification sheet.
Location and date selection.
Exhibits.
Budget.
Printing requirements.
Signage.
Conference information packages.
Scheduling photographer (if planned).
Use of agency seal and conference logo.
Handicapped requirements.
Planning of meals and refreshments, if appropriate.
(b) Establish completion dates for each major step.
(c) Update and revise the schedule as needed.
Specification Sheet
A detailed specification sheet is necessary to:
(a) Identify essential elements of a conference which typically
include, but are not limited to:
Sleeping rooms and on-site food services. It is
generally best to estimate on the low side for the number of
sleeping rooms and meals to be prepared. Facilities, unless there is
only limited available space, are usually prepared to increase the
number of sleeping rooms and meals; however, they discourage--and in
some cases penalize--you if the sleeping room and meal guarantees
are not met.
Meeting rooms.
Exhibit facilities.
Audio-visual equipment and support services.
Miscellaneous support services.
Sleeping rooms with amenities, e.g., Internet access,
data ports, conference call, and voice mail.
(b) Determine costs:
Procurement. Bring contracting officer into the process
early. All agreements and decisions should be written and agreed to
by the agency-contracting officer before being sent to the facility.
Government per diem rates. The government per diem rate
applies to Federal attendees. Application of it to non-Federal
attendees is at the discretion of the property and conference
negotiator.
Registration fee. Generally, the registration fee
covers all direct expenditures of agency funds for planning and
organization of a conference, e.g., meeting room accommodations,
meals, light refreshments (if appropriate), speaker fees,
publications, and materials. Anything directly relating to the
conference, except liquor, can be included in the fee. To estimate
the registration fee, divide the proposed budget by the estimated
number of attendees.
Budgeting
Decide how the conference expenses (other than sleeping room
accommodations and individual meals) will be paid, i.e., by the
attendee from a training or registration fee, or directly by the
agency.
Conference Site Selection
Minimize total costs, all factors considered.
Geographic Location
In determining where to locate the conference, consider:
Targeted audience.
Total costs, including per diem, transportation, and
other.
Accessibility by car or air.
Whether recreational activities are necessary.
The expense of desired facility (significant savings
can be achieved in off-season periods).
Types of Facilities
Federal Government. Use Government-owned or Government-
provided conference facilities to the maximum extent possible.
Convention centers. Excellent for very large meetings,
trade shows and exhibits; usually located near a large number of
hotels.
Colleges and universities. Many have good meeting
facilities and can offer sleeping accommodations when school is not
in session.
Hotels. Commercial facilities that may be used to meet
all conference needs or just the room night needs.
Conference centers. Dedicated meeting facilities; good
for smaller meetings when numerous breakout sessions are planned.
Date Selection
For availability and economical reasons, the best months are
April, May, September, October, and November. You should book the
facility as early as possible to increase the chances of getting the
date you want. However, pay particular attention to commitments for
September or October due to fiscal year budget considerations.
[[Page 1330]]
Considerations When Choosing a Site
(a) Is the facility:
Cost effective, e.g., are Government rates honored?
Safe, e.g., FEMA-approved?
Is there on-site security personnel?
Easily reached from an airport or by car?
Clean?
Well run, e.g., does the staff seem to be competent and
responsive?
Laid out in a functional way?
Large enough to supply the number of sleeping rooms
required?
Set up to provide necessary conference registration
equipment?
Handicapped accessible?
(b) Parking:
Is it adequate?
How close to the facility is it?
Is it secure and safe?
Is the cost separate?
(c) Sleeping rooms:
Will the facility make the reservations, or are you
responsible for making the reservations for participants?
What are the facility's registration rules?
What are departure rules?
(d) Functionality of meeting rooms:
Is appropriate space available?
What costs are involved?
Is needed equipment available (i.e., for conference
registration, faxes, phones, computers, copiers)? Do not rent
equipment unless it is absolutely unrealistic to bring your own.
Are rooms designated for agency use for the duration of
the conference?
Are there columns that can block views?
Are ceilings high enough for audio-video equipment?
Are rooms suitable for both classroom and/or theatre
setups?
Are there windows? Shades?
Are there manually-controlled thermostats?
Are rooms handicapped accessible?
Where are electrical outlets?
Can the rooms be darkened?
Would it be more economical to bring audio-visual
equipment?
Does the facility want meeting schedules and room
layouts in writing in advance of the conference?
If necessary, can the rooms be entered the evening
before for an early setup?
Will the facility arrange for room setup if given a
layout?
What set-up costs are included?
What are departure rules?
(e) Exhibits:
If exhibits are planned, is suitable exhibit space
available?
Are easels available at no cost?
What are the put-up and takedown times?
What costs are involved?
What about pre-delivery and after-conference
arrangements?
If exhibits are shipped, know where and to whom they
are to be sent.
If you are bringing large exhibits, determine location
of loading dock, appropriate entrances and elevators.
Are there additional handling fees?
Check hotel policy on posting, size and appearance of
signs.
Food and Drink
Meals
You can not generally use appropriated funds to pay for
meals for employees at their official duty stations.
Employees on TDY travel may be served meals but cannot
be reimbursed for those provided at government expense.
You should clarify in advance the appropriate per diem
reduction(s) of meal(s) allowance(s) for TDY travel.
You may pay, or reimburse an employee for meals as
necessary expenses incident to an authorized training program (under
the Government Employees Training Act (GETA) at 5 U.S.C. 4104(4)),
if a determination has been made that essential training will be
conducted during the meal.
Work closely with the hotel to plan quality menus that
fit within authorized per diem rates.
Clarify and agree in advance to the number of meal
guarantees.
Ensure that gratuities and service charges are added to
the cost of each meal, and determine the method of billing to be
used (e.g., signed guarantee, collected meal tickets, or actual
quantities consumed).
Confirm menus.
Breaks and Refreshments
Breaks should last no longer than 30 minutes and take place
between meeting sessions. The following should also be considered
when planning for refreshments:
Keep in mind that everyone does not drink coffee or
tea.
You should clarify and agree in advance that coffee and
pastries, if appropriate, are purchased by the gallon and dozen.
Try to avoid a per person charge.
Negotiate the cost into the contract.
Be conservative in your estimates. There are seldom 100
percent of the conference participants attending any one function.
If coffee, soft drinks, and water are not included in
the fee, are they available ``at cost'' to the attendee?
Account Reconciliation
It is important to request that the hotel bill be prepared in a
logical and chronological sequence, and that backup data accompany
the bill. Generally, the hotel will complete its accounting of the
conference within two weeks of the conclusion.
Notification
Announcement and/or Invitations
Announcement of the planned conference should be made as early
as possible, even one year in advance; invitation letters, 8 weeks
in advance. They should include, but are not limited to:
Point of contact name and telephone number.
Registration form, card, or Internet address (include
space for identifying handicapped requirements).
Registration instructions.
Registration deadline date.
Detailed area map and driving instructions.
Information on traffic patterns to avoid rush hour
delays.
Promotional brochures from the facility.
Layout of facility including telephone numbers.
Breakdown of costs showing any difference from travel
versus training object classes, particularly meal costs, so that
proper reimbursement can be made.
Agenda with a list of speakers and topics.
Activity schedule for spouses and guests (all charges
or costs attributed to spouses or guests must be borne by the
individual attendee (not reimbursable by the Government)).
Provide a sample travel voucher.
Notice that conference lodging allowance applies if
applicable.
Confirmations
You should:
Decide on the speaker(s) and the message you wish to be
conveyed and obtain early commitment(s) in writing.
Confirm conference dates/times/topics/arrival and
departure times with speaker(s) and any other special guests at
least 30 days in advance.
Conduct a final planning committee meeting to confirm
all plans.
Confirm photographer's schedule.
Confirm hotel plans at least one day in advance.
Facility Process
Check-In and -Out
Streamline the process:
Will the facility need additional personnel?
Is electronic one-stop processing available?
Is luggage storage and shuttle service available?
Arrange parking for any special guests.
Provide signage.
Registration Process
Registration is generally the attendees' introduction to the
conference. Give it special attention by:
Using directional signs.
Placing especially attractive or important exhibits
nearby.
Planning for late arrivals.
Using state-of-the-art processing.
Checking out the registration capabilities of using
GSA's electronic SmartPay System.
Providing for handicapped attendees.
Conference Information Package
Each registrant should be given a conference information
package. Used regularly during the conference, the conference
information package should be accurate, beneficial, and reflect
detailed information on a daily/hourly basis. If time allows, you
may want to finalize the package and send it to the printer at least
4 weeks in advance of the starting date. The program will be widely
used, so you may want to print twice as many copies of the program
as you have expected attendees. The information package, for
example, may contain:
A list of everything in the package.
A ``welcome'' letter.
A schedule.
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Workshop agendas.
Discussion of exhibits.
Panelists' information.
Photos and biographies of speakers/special guests.
Facility layout and list of services available.
Identify designated smoking areas.
Special events.
Message center information.
Area map.
Other pertinent material.
Note: Use of agency seal and conference logo may be considered
for the conference package. However, the decision to use such items
is strictly the judgment of agency officials.
Miscellaneous
Suggested Room Coordination
Plan ahead to setup:
Staff room to handle core of activities;
Meal functions;
Exhibit rooms, and
Meeting rooms--
Theatre or auditorium for lectures; Facing speaker when note
taking is important; Square or U-shaped style for discussion/
interaction; and Banquet or roundtable for discussion.
Keeping in Touch
Plan for:
A message center to be set up in a central location for
special announcements and telephone messages.
How to reach whomever at all times use beepers and
walkie-talkies.
Clear identification of conference staff.
Accommodation of physically impaired attendees with
sign language or other special needs.
Mementos
Appropriations are not available to purchase memento items for
distribution to conference attendees as a remembrance of an event.
Two notable exceptions to the memento or gift prohibition are under
training and awards. Work closely with appropriate agency officials
to make final determinations.
Resources
The following resources may be of assistance in planning a
conference:
An agency contracting officer;
Travel Management Centers;
Interagency Travel Management Committee members (a
forum of agency travel policy managers--for member identification,
contact your agency's administrative or financial office);
State chambers of Commerce or Visitors Bureaus;
Local chapters of the Society of Government Meeting
Professionals; and
Private industry conference planners.
Conclusion
Process:
Questionnaires, which may provide invaluable feedback
about the success of your conference.
Training certificates.
Thank you notes to participants, facility personnel,
speakers, printers, photographers, and other special contributors.
Summary to acknowledge the accomplishments, and to
convey the information discussed to a wider audience, may be an
excellent promotional tool.
Note to Appendix E: Use of pronouns ``we'', ``you'', and their
variants throughout this appendix refers to the agency.
Dated: December 27, 1999.
David J. Barram,
Administrator of General Services.
[FR Doc. 00-440 Filed 1-7-00; 8:45 am]
BILLING CODE 6820-34-P