Hosting a Conference

Here is a quick reference for hosting a conference, please note that your department should utilize the Travel card as the primary method of payment for conference related expenses.

Expense	Conditions/Instructions
Room Rental	Rental fee payment processes may vary, though most should be coordinated through Campus Events & Visitors Services. Contact individual departments regarding the use of the meeting spaces held in their respective building as the process will vary.
Catering	Catering provided by Olive & Vine Catering is paid through PBP direct billing. Catering may be arranged from the list of approved caterers.
Transportation & Lodging	Utilize the group leader function. Arrange airfare through AggieTravel or other ConnexUC agencies. Local lodging arrangements are paid through PBP direct billing. Pay for shuttles and other ground transportation with the Travel card.
Supplies & Materials	Rent linens, chairs and tables using the Travel card. Décor, name badges, programs should be printed through Repro Graphics.

Expense	Conditions/Instructions
Off Site Room Rental	Facility rental agreements often require a Certificate of Insurance from the university. Departments may request certificates from Safety Services once any supplier's agreement has been reviewed and signed by Contracting Services.
Catering	Catering may be arranged from the list of approved caterers. When necessary work with Contracting Services for agreements and let them know if the host has a Travel card to be used. If so, a No-Cost Agreement will be processed.
Transportation & Lodging	Utilize the group leader function. Arrange airfare through AggieTravel or other ConnexUC agencies. Pay for shuttles and other ground transportation with the Travel card.
Supplies & Materials	Rent linens, chairs and tables using the Travel card. Décor, name badges, programs should be printed through Repro Graphics.