GENERAL SESSION:

Conference Planning ToolsPRESENTORS:

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 Spaceo Conference Lodging Allowance

• Federal Acquisition Service (FAS)• 2-Step Process for Conference Planning

o Step 1 – conference locationo 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 Order 13589

Promoting Efficient Spending

Executive Order 13576Delivering an Efficient, Effective, and Accountable Government

OMB M-12-12

Promoting Efficient Spending to

Support Agency Operations

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 on travel than FY10 (through FY16)

•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 on a single conference

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:

oAgency NameoAccommodationsoCostoServicesoPoint(s) of Contact(s)oNotes (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

• Proposed rule published in Federal Register; 10-23-12• 60-day comment period• Received 8 comments

oThree were in favor of removaloFour were not in favor of removaloOne 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……

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 locationsSave time, by bringing all relevant cost data into one place within minutesCreates an audit trail of estimated costs to justify and support decisionsFlexible 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

oMeeting 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 venuesSave time, brings all relevant market research into one documentCreates an audit trail of estimated costs to justify and support decisionsAnonymous 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 oComplete the questionnaireoRequirements are sent to FedRooms® hotels in the city(s) selected;

hotels respond within 24 to 48 hoursoOnce responses are received, FedRooms® sends a Groups &

Meetings Response sheet oResponse 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: Loews Philadelphia Hotel Crowne Plaza Hotel Philadelphia-DowntownSupplier Type: Hotel HotelChain: Loews Hotels Crowne Plaza HotelsWebsite: view website view websiteCity, State: Philadelphia , Pennsylvania Philadelphia , PennsylvaniaTotal Guest Rooms: 581 443Total Meeting Space: 40,000 Sq. Ft. 16,000 Sq. Ft.Largest Meeting Room: 9,594 Sq. Ft. 4,851 Sq. Ft.

Overview: 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’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: Bill McHattie Pamela TrovatoTitle: Associate Director of Sales Sales ManagerOrganization: Loews Philadelphia Hotel Crowne Plaza Philadelphia DowntownEmail Address: bmchattie@loewshotels.com Pamela.Trovato@ihg.comNumbers: 215-231-7320

215-231-7205215-825-6707215-561-2556

General Information Proposal Status: Submitted Proposal Submitted ProposalProposal Sent Date: 04-Mar-2010 04-Mar-2010Proposal Description: 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.

Proposal Availability and Cost:

Proposed Dates: 20-Sep-2010 - 24-Sep-2010 20-Sep-2010 - 24-Sep-2010 Availability: Available 1st Option Available 1st Option Additional Information:

Not currently holding space. Please check your email box for a more in-depth proposal via our E-Proposal!

Commission: Total Estimated Cost: - -

Concessions/Contractual Requirements:

Not currently holding space. Complimentary Breakfast Refreshments served daily in your Event Space.10% off of final billing, prior to tax/serviceFree High Speed Internet in GuestroomsFree Access to Philadelphia Sports Club

Sleep Room Needs Met? YesNot currently holding space.

Yes

Sleep Room Dates 19-Sep-2010 - 23-Sep-2010 19-Sep-2010 - 23-Sep-2010Rates: Any (Run of House) USD $153.00 (below per diem) Single (1 Bed) USD $153.00 (below per diem) Double (2 Beds) USD $ USD $170.00 (at per diem) Suite USD $ Additional Information: Not currently holding space. 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.

Additional Fees: Occupancy 15.200% 8.200% State 6.000% City 1.000%

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.

For Additional Information

E-mail: travelpolicy@gsa.gov

Web: www.gsa.gov/travelpolicy

FTR: www.gsa.gov/ftr

Cy Greenidge

cy.greenidge@gsa.gov

202-219-2349

For Additional Information

E-mail: Travel.Programs@gsa.gov

Web: www.gsa.gov/lodging

Rick Freda

rick.freda@gsa.gov

703-605-2172