Hosting a Conference

Below is a 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 Conference and Event Services. Contact individual departments regarding the use of the meeting spaces held in their respective building as the process will vary.
Catering	Book with Olive & Vine Catering for all on-campus catering requests to ensure compliance with Regents Policy 5402. Visit the Covered Services page for more information Catering provided by Olive & Vine Catering is paid through university direct billing ("Preferred Booking Program"). On-campus catering may be arranged from the list of approved caterers ONLY if Olive & Vine Catering is unable to fulfill your catering request.
Transportation & Lodging	Utilize the group leader function. Arrange airfare through AggieTravel or other ConnexUC agencies. Local lodging arrangements are paid through university direct billing ("Preferred Booking Program"). Pay for shuttles and other ground transportation with the Travel card.
Supplies & Materials	Rent linens, chairs and tables through Special Services. Décor, name badges, and programs should be printed through Repro Graphics. AggieBuy is a great resource for many supplies as well!

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. AggieBuy is a great resource for many supplies as well!