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Administrative Manual - 104 Meetings and Conferences

104.01 General Policy

  1. OVERVIEW

    The following policy and procedures apply to all meetings and conferences held at, organized or hosted by Jefferson Lab (JLab) or otherwise supported by or involving JLab or JLab personnel.

  2. DEFINITIONS
    1. A conference is defined as a meeting, workshop, retreat, seminar, symposium, or similar event that involves official travel.
    2. Sponsorship (or co-sponsorship) is defined as having control over the conduct of the conference (e.g., control sufficient to influence costs, venue, program content, or similar aspects of the conference), or having some financial responsibility, or providing in-kind (non-monetary) services for the conference.
    3. Official travel refers to all attendees - from JLab, from other DOE facilities, or anyone supported by such facilities - whose attendance and travel costs will be paid for in part or in total by DOE funds.
    4. Total DOE expenditure includes all costs paid for by DOE funds, including travel and other allowable costs. This includes not only JLab contract funds, but funds expended by other DOE facilities to support attendance at a JLab event.
  3. APPROVAL

      Organizers must obtain appropriate internal approval.

    1. For any conference where the total DOE expenditures are expected to exceed $50,000, the Director of the Laboratory must approve sponsorship, co-sponsorship and/or funding. Approval authority cannot be delegated below the Laboratory Director's principal designee (Deputy Director or Chief Operating Officer). JSA/Jefferson Lab maintains controls over the attendance to conferences by Lab staff and sponsored guests. The Deputy Secretary memorandum of 12/6/12 provided guidance in establishing these controls. This guidance states that Conference related activities will be limited to what is appropriate and necessary to minimize expenses. Utilization of this guidance is discussed further at 402.2 Travel Procedure.
    2. All other conferences may be approved by the appropriate Associate Director or his/her designee.
    3. Requests for approval must be submitted at least 45 days prior to the event, using the appropriate forms provided by Staff Services.
    4. The following requirements apply:
      1. Federal expenditures and attendance must be kept to the minimum necessary to accomplish program objectives.
      2. Recurring conferences must be justified. Organizers may not assume an annual conference can be held just because it has been held previously.
      3. Site selection must minimize conference administrative costs and attendees' travel and per diem.
      4. For conferences held offsite, cost differences of at least three prospective locations must be evaluated and documented before determining site location. Resort or recreational sites should be avoided unless true cost savings will result.
      5. Opportunities to save costs in selecting a particular site or in scheduling (e.g., to obtain off-season rates) must be identified.
      6. Binding arrangements may not be made until all required applicable approvals have been obtained.
      7. Registration fees may be used for meals and similar food costs only as allowable by the Contract. Registration fees may not be used for any type of unallowable cost, such as entertainment or alcoholic beverages.
    5. All meetings to which the public will have access must be reviewed by Subject Matter Experts for sensitive content relating to Technology Transfer, Export Controlled Information and Cyber Security, and then recommended for public event status.
  4. ALCOHOL POLICY

    JSA/Jefferson Lab allows the service of alcoholic beverages on the Jefferson Lab site with the following designated approvals:

    1. Department of Energy-owned property (CEBAF Center only): approval by the Lab Director or Acting Director
    2. SURA-owned property (Residence Facility and adjacent field): approval by a Lab Official (Director or Acting Director, Deputy Director, COO, AD, or Deputy AD)
    3. Leased property (ARC Building): approval by the Lab Director or Acting Director in accordance with the terms of the lease.

    Once the approval is granted, the serving and consumption of alcoholic beverages shall be in accordance with the laws of the Commonwealth of Virginia, specifically the Department of Alcoholic Beverage Control (ABC). The following conditions must apply:

      • Alcoholic beverages must be incidental to the purpose of the event and only one phase of the total refreshments (food must be served).
      • Alcoholic beverages may be served in CEBAF Center only and must be confined to the location of the event (alcoholic beverages may not be taken into hallways, offices, or out of the building).
      • Alcoholic beverages may not be served to, or consumed by any person under the legal drinking age for the State of Virginia (21 years of age), or any person who appears to be intoxicated.
      • Food and non-alcoholic beverages must be available at any event where alcoholic beverages are served.
      • Alcoholic beverages must be served by appropriate catering staff or other appropriate authorized persons.
      • No outside organization will be authorized to use Jefferson Lab's alcohol policy.
      • The Director or his designee will be responsible for ensuring that the ABC laws are adhered to and must be present at all times during the event.

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