Hosting a Conference | Supply Chain Management

Here is a quick reference for hosting a conference, please note that your department should utilize the T&E 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 on-campus caterer is paid using a U.S. Bank Travel & Entertainment Card. Catering may be arranged from the list of approved caterers.
Transportation & Lodging	Utilize the group leader function. Arrange airfare through Connexxus Local lodging arrangements with CTS. Pay for shuttle with the T&E card.
Supplies & Materials	Rent linens, chairs and tables using the T&E card. Décor, name badges, programs should be printed through Reprographics.

Expense	Conditions/Instructions
Off Site Room Rental	Facility rental agreements often require a Certificate of Insurance from the university. Departments may request certificates from Risk Management 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 T&E Card to be used. If so, a No-Cost Agreement (NCA) will processed.
Transportation & Lodging	Utilize the group leader function. Arrange airfare through Connexxus. Pay for shuttle with the T&E card.
Supplies & Materials	Rent linens, chairs and tables using the T&E card. Décor, name badges, programs should be printed through Reprographics.