Administrative Manual - 104 Meetings and Conferences

104.03 Procedures

APPROVAL
The Meeting Organizer/Conference Chair meets with Staff Services to determine the level of approval required. Staff Services guides meeting organizers through appropriate approval process, including a timeline for completion.
PLANNING AND ORGANIZATION
1. The Meeting Organizer/Conference Chair, in conjunction with Division and other lab resources:
  - obtains all necessary approvals;
  - defines purpose and scope of meeting or conference;
  - has final approval responsibility for budget and site selection;
  - estimates attendance and categorizes attendees (e.g., DOE contractor, DOE employee, university, industry, foreign, etc.);
  - organizes scientific program and schedule, including solicitation, review and acceptance of abstracts; manages invited speakers and invitation letters, collection of talks and papers, and sessions;
  - determines and awards financial support for supported attendees including speakers, based on available resources;
  - oversees travel arrangements for supported attendees including speakers, and coordinates with JLab employment department regarding foreign national attendees;
  - oversees any scientific publications, including electronic ones, related to the meeting or conference;
  - solicits adequate funding sources (e.g., lab management, universities, grants, vendors, exhibitors, sponsors, etc.); obtains adequate funding for the meeting or conference; and is responsible for compliance with any tracking and reporting requirements of these sources;
  - determines that no unallowable or unreasonable costs are included in registration fees.
2. In conjunction with the Meeting Organizer/Conference Chair, Staff Services:
  - provides guidance and support to organizers during all phases of planning, prior to, during, and after the conference;
  - prepares budget and recommends registration fee for organizer's approval;
  - researches a minimum of three site locations (if conference is held off site) and makes recommendations to organizer;
  - negotiates and signs contracts with outside facilities (e.g., hotel/conference center, etc.);
  - arranges for meeting rooms, room set-ups, catering, audio-visual equipment, banquets, special events, tour transportation, and other logistical support;
  - serves as liaison with appropriate JLab resource elements for development of website, database, online registration and abstract submission, mailing lists, graphics, posters, and other essential conference support services;
  - manages database and assumes responsibility for all registrations received and all fees collected, including credit card transactions;
  - oversees registration, including arranging for administrative support at registration tables;
  - provides standard conference materials such as name badges, brochures, maps, participants' lists, guest networking wep keys, restaurant guides, etc.;
  - provides budget oversight and approves all conference related expenses, including assuring that neither DOE nor non-DOE registration fees are used for unallowable expenses;
  - assumes overall financial reporting responsibility including liaison with JSA and final closeout.
MEETINGS ROOMS
1. Facilities Management has overall responsibility for lab facilities including conference rooms. However, it is the responsibility of every person who uses a conference room on the Jefferson Lab site to ensure that the room is used and maintained in a safe and orderly manner.
  
  This includes making sure there are no power strips, computer cables, electrical or telephone cords in a location that could present a trip hazard to participants of the meeting. Cord covers must be put over cables and cords that are exposed to foot traffic. Loose cables must be coiled and tied. Doors must be clear of chairs, tables, or other equipment that could block egress to the room. Facilities Management will post the room capacity in every conference room and the capacity should not be exceeded.
  
  Staff Services has overall responsibility for conference management. In this capacity, they are responsible for ensuring that meeting rooms used for JLab sponsored conferences and official reviews meet the policy requirements.
  
  A point of contact will be designated for all other conference rooms. The designated person, representing the division or group with high use of the conference room, will be responsible for quality control in maintaining the safety standards and equipment as well as the overall tidiness of the room. Unnecessary or unused equipment should be excessed. Chairs should be checked periodically for sturdiness and a work request submitted to Facilities Management when repairs and upgrades are needed.
2. Guidelines for reserving onsite meeting rooms, including availability, reservations, room setups, and audio-visual equipment, is contained in the Meeting Room Guide, available from Staff Services.
3. Guidelines for hosting a function in the JSA Residence Facility Great Room, including availability, capacity and costs, are available from the Residence Facility Manager.
FOOD SERVICES
Onsite cafeteria and catering services are provided by a subcontractor, which has right of first-refusal for all onsite catering. General food service information, including catering guide, is available on the Staff Services webpage. Contact Staff Services to make group food service arrangements.
TOURS
At least one month prior to the conference, Staff Services will provide the following information to the Public Affairs Office:
- Date and time requested for tour
- Approximate number of attendees
- Requested tour route
The final tour route agreed upon will be dependent on the FEL and Physics running schedules and Public Affairs recommendations.

Public Affairs may limit the size of the tour group depending on available resources and tour stops. A minimum of five tour attendees is required for a conference tour organized by Public Affairs.

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Administrative Manual - 104 Meetings and Conferences

104.03 Procedures