Conference Services is now located in Emeryville at 6401 Hollis Street (Building 971). Almost everyone in the OCFO moved to our new digs in the LeapFrog building. Come visit us!
We have a new team member! Katherine Day joined us as our new Conference Services Administrator. Kathy can be reached at 510-495-8131 or KADay@lbl.gov.
After the cancellation of the DOE Conference Order, we consolidated three policies (Conferences, Food and Beverage and Meetings) into one “Event” policy for all events at LBNL. This new policy will give you more flexibility when planning events. Some of the key changes/improvements you’ll see:
- Events no longer need to be approved by DOE.
- “Travel To” (attending conferences) will be tracked solely through the Travel and Expense System (TREX).
- The percentage of external, non-Laboratory attendees needed to qualify for allowable food costs has been changed from 20% to 10%.
- Three cost comparisons for off-site events with fewer than 30 participants are no longer required.
- Divisions will now be able to hold up to 4 “strategic planning” meetings a year instead of two.
We are evaluating the possibility of acquiring a new, end-to-end Event Management System (EMS), which would incorporate event approvals, planning, budgeting, on-line registration and reporting into one tool. We hope to have more news on this sometime this fall. In the meantime, we will continue to use our current Event Database and RegOnline systems. Please note that some of the policy changes cannot be supported by the current database, but the key changes identified above have already been integrated. Thanks for your patience as we continue to improve our processes.
Conference Services now has Procurement Cards (PCards) which can be used for allowable event costs such as catering, AV, group lodging, etc. We are piloting the use of PCards now as we fine tune our internal processes. This means fewer RFIC’s will have to be created and our vendors will be paid more quickly.
The entire Conference Services team is fully engaged on the Logistics Team for the Open House this year. We encourage your participation in Cirque des Sciences on October 15!
As many of you know, we have a new food services vendor in the café – the Epicurean Group. Conference Services is working closely with the Epicurean staff to provide excellent food service for the Laboratory. A new Food Services Advisory Committee was created to assist Epicurean and help them succeed at the Laboratory. Jan Hennessey is leading the committee, assisted by Sam Vanecek. Please send your feedback - about the café or catering - directly to Epicurean at x5357. We also encourage you to let Epicurean handle your next catering event. Just let them know your budget amount and what you’d like to do. They will customize a menu tailored to your needs. We’ve held some very successful events with them already! The menu for the Bay View Cafe can be found here.
The new U.S. General Services Administration FY 2012 Per Diem Rates have been published. The lodging rates for Alameda County were raised from $94 to $99 per night. The M&IE rate for Alameda County remains the same at $61.
Need a Meeting Planner? Conference Services is here to help! Contact us at: firstname.lastname@example.org.