United States Department of Agriculture
Research, Education and Economics

ARS * CSREES * ERS * NASS

Bulletin

This REE bulletin announces new regulations on conference planning established in the Federal Travel Regulation (FTR) Amendment 89 dated January 10, 2000.

“Conference” is defined as a meeting, retreat, seminar, symposium or event that INVOLVES ATTENDEE TRAVEL. This term also applies to training activities when the agency sponsors an employee's attendance at a conference as a developmental assignment where the functions and activities will contribute to improved conduct, supervision, or management of the agency functions or activities (5 CFR 410.404).

POLICY:

The General Services Administration (GSA) has established a Conference Lodging Allowance (CLA) which is a pre-determined maximum allowance of up to 25 percent greater than the applicable maximum lodging portion of the per diem rate. Under the CLA method, employees and non-Government persons under invitational travel orders to conduct the conference, make presentations, etc., will be reimbursed the actual amount incurred for lodging up to the CLA amount. The National Finance Center (NFC) has established a “C” subsistence code to accommodate this new regulation and has issued NFC Bulletin 00-1, Use of New Subsistence Code C, Conference Allowance. This bulletin may be obtained on the NFC web site http://www.NFC.USDA.GOV .

All conferences planned by REE or those employees authorized to attend a conference planned by a non-Government organization may be authorized a CLA. If the CLA of 25 percent is still inadequate, actual subsistence reimbursement may be requested and approved in accordance with existing agency policy.

When planning a conference you should:

1. Minimize all conference costs;
2. Maximize the use of Government-owned or Government provided conference facilities as much as possible.
3. 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.

Exhibit 1, Guide for Conference Planning has been enclosed to help the conference planner.

Registration fees, for purposes of this bulletin, refers to those fees charged by hotels, conference planning organizations or other organizations engaged in providing conference facilities and services.

Hotel/Motel First Safety Act:

When sponsoring or funding, in whole or in part, a conference at a place of public accommodation in the United States, you must use an approved accommodation under the Hotel and Motel Fire Safety Act of 1990. Approved accommodation establishments are controlled by the Federal Emergency Management Agency (FEMA). A listing of approved accommodations may be found on web site http://www.usfa.fema.gov/hotel/ .

Any advertisement or application for attendance at a conference must include a notice of the prohibition against using a non-FEMA approved place of public accommodation for conferences; and that the CLA applies to Federal attendees.

Site selection:

Site selection is a final decision as to where to hold a conference. The term “site” refers to both the geographical location and the specific facility(ies) selected. Meetings and conferences sponsored by REE which costs to USDA exceeds $25,000 must continue to be forwarded to ARS/AFM, Financial Management Division, Travel and Relocation Services Branch under current published guidance.

For each conference of 30 or more attendees, you must maintain a record of the cost of each alternative conference site considered. You must consider at least three.

Light refreshments:

Agencies sponsoring a conference may provide light refreshments to agency employees attending the conference. Light refreshments for morning, afternoon, or evening breaks are defined to include, but not limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins. No deduction from the meals and incidental expense (M&IE) is required when light refreshments are furnished.

Light refreshments will not be authorized for routine or regularly scheduled agency business meetings in and around the duty station. Additionally, light refreshments are not authorized, under the conference criteria, at functions where the majority of persons attending are not in an official Government travel capacity; i.e., Temporary duty travel (TDY), Local and/or Invitational travel.

District of Columbia:

The agency may not directly procure lodging facilities in the District of Columbia (DC). Any short-term conference meeting space in DC must be procured under 41 CFR 101-17.101-4, Short-term use of conference and meeting facilities.

This does not prohibit payment of per diem to an employee authorized to obtain lodging in DCwhile performing official duty travel.

Delegation of Authority:

Approving officials delegated authority to approve actual subsistence may approve the conference lodging allowance. The sponsoring agency will determine the appropriate conference lodging allowance, up to 25 percent above the lodging allowance for the chosen location, and that rate shall be allowable for all employees of any agency authorized to attend the conference. This rate will also be applicable to non-Government persons under invitational travel orders to attend the conference. Note: The Federal Government may not pay travel expenses of a non- Government person to attend a conference unless that person will be providing a service to the Government or their attendance is necessary to conduct the meeting, make presentations, etc.

/s/
S. M. HELMRICH
Director
Financial Management Division            

Guidance for Conference Planning

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 A 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, speakers.
  
• Making suggestions, as to who should attend.
• Serving as communications link between planners and participants.
• Evaluation and follow-up.
  
  

MILESTONE SCHEDULE

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.

Establish completion dates for each major step.
Update and revise the schedule as needed.

SPECIFICATION SHEET

A detailed specification sheet is necessary to 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 over booking - 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.
• Sleeping rooms with amenities, e.g., Internet access, data ports, conference call, and voice mail.
• 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 per diem 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 rooms, accommodations, meals, light refreshments (if appropriate), speaker fees, publications, and materials. Anything directly related to the conference, except liquor, can be included in the fee. To estimate the registration fee, divide the proposed budget by the estimated numbers 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, consider all factors.

GEOGRAPHIC LOCATION

In determining where to locate the conference, consider:

• Targeted audience.
• Total costs, including per diem, transportation, and any miscellaneous costs related to the conference.
• 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.

• Pay particular attention to commitments for September or October due to fiscal year budget considerations.
  
  

CONSIDERATIONS WHEN CHOOSING A SITE

Is the facility.
*    Cost effective, e.g., are Government rates honored?
*    Safe, e.g., Federal Emergency Management Agency (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?
Parking.
*    Is it adequate?
*    How close to the facility is it?
*    Is it secure and safe?
*    Is the cost separate?
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 the departure rules?
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 theater 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 on the evening before for an early setup?
*    Will the facility arrange for room setup if given a layout?
*    What setup costs are included?
*    What are departure rules?
Exhibits.
*    If exhibits are planned, is suitable exhibit space available?
*    Are easels available at no cost?
*    What are the put-up and take-down 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

• You cannot generally use appropriated funds to pay for meals for employees at their official duty stations.
• Employees on Temporary Duty (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} 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 mealand 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 attendees?
  

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 as much as one year in advance - invitation letters eight weeks in advance. They should include, but are not limited to:

• Point of contact name and telephone number.
• Registration form, card, or Internet address (including space for identifying handicapped requirements).
• Registration instructions.
• Registration deadline date.
• Detailed area map and driving instructions.
• Information on traffic patterns to avoid rush hour.
• 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 a week in advance.
  
  

FACILITY PROCESSES

Check-in and check-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 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 General Services Administration's (GSA) 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.
• 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 judgement of agency officials.

MISCELLANEOUS

Suggested Room Coordination.

Plan ahead to setup:

• Staff room to handle core activities.
• Meal functions.
• Exhibit rooms.
• Meeting rooms: theater or auditorium for lectures; facing speaker when note taking is important; square or U-shaped style for discussion/interaction; and banquet or round table 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 identifications 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 (TMC).
• 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.
• Private industry conference planners.
  
  

CONCLUSION

Process:

• Questionnaires which may provide invaluable feedback about the success ofyour 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: Use of pronouns 'we', 'you', and their variants throughout this appendix refers to the agency.