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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.

Conferences held on campus 
 

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
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

Conferences held off campus
 

Expense Conditions/Instructions
Off Site Room Rental
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