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 5785.1D, Conference and Event Management.

Summary of Changes: 

This Order includes the following updates: 

1. The format and numbering of paragraphs has been updated, consistent with OAS 1832.1C, Internal Directives Management;
2. Paragraph 10 is revised to indicate that the Office of Centralized Acquisition Services (OCAS), Federal Acquisition Service (FAS) is responsible for overseeing and performing contract actions for GSA events above the micro-purchase threshold; and
3. Subparagraph 13.1.f is revised to clarify that the Chief Administrative Services Officer (CASO) is the final approval authority for international travel and international attendee requests for employees stationed in the US.