Transcript Slide 1
GENERAL SESSION: Conference Planning Tools
PRESENTORS:
Cy Greenidge, GSA/OGP Rick Freda, GSA/FAS
OVERVIEW
• Executive Orders • Conference Reporting • Office of Government-wide Policy (OGP) o Federal Travel Regulation (FTR) o Federal Meeting Space o Conference Lodging Allowance • Federal Acquisition Service (FAS) • 2-Step Process for Conference Planning o Step 1 – conference location o Step 2 – conference venue
Part 1 – Conference Guidance and Policy
• OMB Executive Orders • Helpful Information from the Office of Government-wide Policy
Executive Orders and Directives
Executive Orders
•Use Local or Technological alternatives •Host or sponsor conferences in space controlled by the Federal Government •Name a senior level official responsible for travel policy and controls
OMB Memo 12-12
• For FY13, spend 30 percent less (through FY16) on travel than FY10 • Senior Level approval of all conferences in excess of $100,000 • Public reporting of all conference expenses in excess of $ 100,000 • Prohibit expenses in excess of $500,000 conference on a single
Conference Reporting
Required for all conferences in excess of $100,000
•Total conference expense •Location •Date(s) •How did conference advance agency mission •Total number of individuals whose travel/conference expenses were paid by agency Note: Agencies may exclude from reporting information that is
sensitive, jeopardizes national security, health/safety of attendees or is prohibited from public disclosure
FTR
•Minimize all conference costs, including (administrative costs, conference attendee time and travel costs); •Maximize the use of Government-owned or Government provided conference facilities; •Identify opportunities to reduce costs in selecting a particular conference location and facility (e.g. off-season); •Ensure that the conference planner does not retain for personal use any promotional benefits or materials received; and •Develop and establish internal policies to ensure these standards are met.
Meeting Room Tool
Federal Meeting Facility Tool Includes:
o Agency Name o Accommodations o Cost o Services o Point(s) of Contact(s) o Notes (e.g. “ can be bumped ” ) http://fedmeetingspace.cfo.gov/
Conference Expenditures
•Assure there is appropriate management oversight of the conference planning process; • Always do cost comparisons of the size, scope, and location of the proposed conference; • Determine if a Government facility is available at a cheaper rate than a commercial; • Consider alternatives to a conference; and • Maintain written documentation of the alternatives considered and the selection rationale used.
Cost Comparisons (Conference Planning)
Cost comparisons should include, but not be limited to:
• Adequacy of lodging rooms at/below per diem rates; • Overall convenience of the conference location; • Fees; • Availability of meeting space; • Equipment; • Supplies; and • Commuting or travel distance of attendees
Removal of Conference Lodging Allowance Provision
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Proposed rule published in Federal Register; 10-23-12
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60-day comment period • Received 8 comments
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Three were in favor of removal
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Four were not in favor of removal
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One comment was out of scope
Part 2 – Conference Planning Tools to Help Meet Federal Guidelines
• • Step 1 - GSA Travel MIS group planning tool Step 2 – FedRooms Meetings market research tool
GSA/FAS Conference Planning Tools
2 step process provides cost and market research
Step 1 – Location selection Step 2 – Venue selection …and consider Federal conference space for even greater
savings! Always use the Federal Space Locator tool to identify federal meeting space first……
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Step 1 – Location Selection
Available free of charge, requires a simple login setup Consolidates estimated costs for airfare, lodging, meals, and car, all in a single spreadsheet for quick comparison across different potential cities Includes CO2 estimations.
The tool can compare up to 10 potential domestic conference locations at one time.
The tool can include travelers from up to 50 different domestic origins in estimates.
BENEFITS TO AGENCIES: Save money with smart decisions about locations Save time, by bringing all relevant cost data into one place within minutes Creates an audit trail of estimated costs to justify and support decisions Flexible spreadsheet can be tailored to specific needs
Step 2 – Venue Selection (or Block of Rooms)
• • • • • Free tool provided by Hotel market research for government meeting planners o Meeting space and guest rooms or just guest rooms (must be 10 or more ) Utilizes an industry leading on-line research tool Provides a rapid response for worldwide market research Research provided is considered informational in nature and does NOT constitute an offer or formal proposal
BENEFITS TO AGENCIES: Save money with smart decisions about venues Save time, brings all relevant market research into one document Creates an audit trail of estimated costs to justify and support decisions Anonymous market research tool
How the FedRooms meetings tool works
• Go to http://www.fedrooms.com, click the Groups & Meetings tab, open link to online questionnaire o Complete the questionnaire o Requirements are sent to FedRooms® hotels in the city(s) selected; hotels respond within 24 to 48 hours o Once responses are received, FedRooms® sends a Groups & Meetings Response sheet o Response Sheet information includes: hotel name, date availability, guest room rate, meeting room charges, est. food & beverage costs, if required and any other information that you request
Name: Supplier Type: Chain: Website: City, State: Total Guest Rooms: Loews Philadelphia Hotel Hotel Loews Hotels view website Philadelphia , Pennsylvania 581 Total Meeting Space: 40,000 Sq. Ft.
Largest Meeting Room: 9,594 Sq. Ft.
Overview: Crowne Plaza Hotel Philadelphia-Downtown Hotel Crowne Plaza Hotels view website Philadelphia , Pennsylvania 443 16,000 Sq. Ft.
4,851 Sq. Ft.
Feel the comforts of home in accommodations that perfectly balance the contemporary with the elegant. Where every detail from the lofty ten-foot ceilings to the miles of spectacular views is designed to serve one purpose – yours. Whether you
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re working hard or playing hard, you can always rest easy. The hotel provides 581 luxurious guest rooms each providing a magnificent view of the Philadelphia skyline.
The Crowne Plaza Hotel Philadelphia Downtown has just expanded its lobby to a spacious welcoming area. The Hotel is surrounded by Philadelphia's most prominent businesses, hospitals, universities and government offices. The hotel is located just blocks from the Pennsylvania Convention Center, Amtrak's 30th Street Station and Philadelphia's historic sites and attractions. The Philadelphia Museum of Art, Liberty Bell, National Constitution Center, Independence Hall & Philadelphia Zoo are just a few of the Philadelphia attractions to experience during your getaway.
The hotel offers 16,000 square feet of flexible meeting space including our elegantly appointed ballroom which accommodates up to 450 banquet style.
Contact Information Contact Name: Title: Organization: Email Address: Numbers: Bill McHattie Associate Director of Sales Loews Philadelphia Hotel [email protected]
215-231-7320 215-231-7205 General Information Proposal Status: Proposal Sent Date: Proposal Description: Submitted Proposal 04-Mar-2010 Proposal Availability and Cost: Proposed Dates: Availability: Additional Information: Commission: Total Estimated Cost: 20-Sep-2010 - 24-Sep-2010 Available 1st Option Not currently holding space.
Concessions/ Contractual Requirements: Not currently holding space.
Pamela Trovato Sales Manager Crowne Plaza Philadelphia Downtown [email protected]
215-825-6707 215-561-2556 Submitted Proposal 04-Mar-2010 Thank you for the opportunity to provide a proposal for your event in September 2010. Please, should you have any questions, do not hesitate to contact me. Once again thank you.
20-Sep-2010 - 24-Sep-2010 Available 1st Option Please check your email box for a more in-depth proposal via our E-Proposal!
Complimentary Breakfast Refreshments served daily in your Event Space.
10% off of final billing, prior to tax/service Free High Speed Internet in Guestrooms Free Access to Philadelphia Sports Club
Sleep Room Needs Met? Yes Not currently holding space.
Sleep Room Dates Rates: Any (Run of House) Single (1 Bed) Double (2 Beds) Suite 19-Sep-2010 - 23-Sep-2010 USD $153.00 (below per diem) USD $153.00 (below per diem) USD $ USD $ Additional Information: Not currently holding space.
Additional Fees: Occupancy State City 15.200% Yes 19-Sep-2010 - 23-Sep-2010 USD $170.00 (at per diem) Hotel accepts PA Tax Exemption forms either individually or as a whole for the group. Our hotel has 196 doubles, please verify if all 200 are this occupancy.
8.200% 6.000% 1.000%
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Next Steps – Utilize Market Research
To complete the process o Consult with your Agency Contracting Official (CO) • CO may contact the representative(s) from the various hotels. • Their contact information will be included in the Excel spreadsheet we just discussed Each Agency CO may have a different process for completion depending on the size/cost of the meeting
Benefits to Planners and Agencies
• • • • Proven tools that consolidate data and market research processes to a simple few steps.
Tremendous time savings by having all data needed in a single easy to use set of spreadsheets.
Planners and agencies can justify recommendations and choices with documented data driven analyses and market research.
Leverage free tools and available federal space to lower overall costs of conferences.
E-mail: Web: FTR:
For Additional Information
www.gsa.gov/travelpolicy www.gsa.gov/ftr Cy Greenidge [email protected]
202-219-2349
E-mail: Web:
For Additional Information
www.gsa.gov/lodging Rick Freda [email protected]
703-605-2172