Conference and Event Management Policy

Purpose:

This directive provides guidance on sponsoring or co-sponsoring conferences, internal management meetings (IMMs), and award ceremonies with cost; and attending or participating in any of these events.  

Background:

This directive supplements and is issued under the authority of Chapter 301 of the Federal Travel Regulation (FTR) (see FTR §301-74.1(e)). Supervisors, approval authorities, and employees must still consult the FTR to ensure compliance with the regulations related to conference and event management not specifically addressed in this directive. Any regional or other internal directives related to the authorization and approval of official travel, or reimbursement of travel-related expenses, must be cleared in advance through the Office of Travel and Charge Card Services, Office of Administrative Services (OAS).

Applicability:

This Order provides standards, instructions, and procedures governing the management of and participation in events. The provisions apply to all GSA employees except for employees of the Office of Inspector General (OIG), given its independence under the Inspector General Act, as amended (5 U.S.C. App. 3). This directive applies to the Civilian Board of Contract Appeals (CBCA) only to the extent that the CBCA determines it is consistent with its independent authority under the Contract Disputes Act and applicable Federal Court decisions and does not conflict with other CBCA policies or its mission.

Any regional or other internal directives related to conference and event management must be cleared in advance through the Office of Travel and Charge Card Services, Office of Administrative Services (OAS)

Cancellation:

This directive cancels and supersedes OAS 5785.1C, Conference and Event Management.

Summary of Changes:

This Order includes the following updates:

1. All references to GSA orders have been updated.
2. Subparagraph 1.b is revised to clarify that virtual capabilities should be utilized when meeting needs of the agency and to add guidance regarding meeting organizers ensuring virtual capabilities during physical meetings.
3. Subparagraph 2.e is revised to add the requirement to include documentation of estimates for 3 locations for event requests with 30 or more attendees.
4. Subparagraph 6.b.2 is revised to add guidance regarding the requirement to include OGC concurrence when submitting event requests for events that include the purchase of food or light refreshments.
5. Paragraph 7 is revised to add guidance for including GSA professional development program graduation ceremonies as award ceremonies in Event Tracker.
6. Subparagraph 12.1 is revised to add the requirements of the current appropriations law for events that require the Administrator’s approval.
7. Subparagraph 13.1 is revised to add guidance allowing submission of travel authorizations after submission of attendee requests and updating approval authority for attendee requests involving domestic and international travel and highly attended conferences. It also adds guidance on the current appropriations law for conference attendance outside of the United States.