Plan/Host and Event

 

On-site Meeting Planning Steps

 


Note: If there will be a registration fee for attendees, you must also complete the Event Revenue Account Activity Request form before your website can be launched.

 

  • Receipt of Funds: If your event will be receiving funds by check or cash from sponsors or transferred funds from other labs or previous conference hosts, please complete the Conference Funds Deposit Form and email to conferenceservices@lbl.gov as soon as funds are expected and before they are received. 
  • Event Close-out: The Division is responsible for closeout of the event within 90 days after the event is completed. Event Closeout includes:
  • Entering final costs in the Event Approval Database, to include an upload of detailed actual costs.
  • Uploading the final agenda and attendee list into the Event Approval Database.
  • For events exceeding $25,000 in total Laboratory costs, actual cost variances exceeding 10% of the budget must be explained in the Event Approval Database.
  • For food related vendor payments, complete the required Meal Eligibility Form and submit with your final attendee list with affiliations and invoice for payment via eRFIC.
  • Refer to the various forms and resources in this section for additional support in planning your event.