Our Services and Lead Times
Take advantage of over 50 years of Meeting and Event Planning expertise among our planners, we are here to partner with you to achieve successful events!
Full Service Planning Support
Consultation and execution are provided by a planner throughout the full life cycle/planning process of the event and includes onsite support for the duration of the event.
À la carte Services
Specific services may include one or any combination of the below and do not include onsite support.
- Determining DOE Exemptions
- Contract Management (Required)
- Registration Website Management (Required)
- Budget creation
- Sourcing and contracting of event-related vendors:
- Venue(s)
- Guest room blocks (Divisions may book the Berkeley Lab Guest House directly)
- Catering and menu planning
- Audiovisual
- Ground transportation (shuttles and coaches)
- Event equipment rental (tents, poster boards, tables, chairs, etc.)
- Venue(s)
- Hotels
- Transportation
- Rentals
- Working meals, including Banquet Event Orders
- For events where working meal costs are below $5,000, the Division may arrange catering with the vendor directly.
- Further requirements pertaining to working meals can be found in section 4,"Working Meals."
SERVICE RESPONSE and REQUIRED REQUEST LEAD TIME |
|
Conference Services Inbox |
Response - 24 hours |
Hosted Meeting Request Approvals (ERS) |
Allow 2 days for review/approval |
Request a Conference Planner |
Request 60 days (minimum) prior to event |
Contract Management (Required) |
Request 30 days |
Registration Website Build Request |
Request 15 days |
P-card Payment Request |
Request 7 days |
Site Visits |
Request 10 days |
Equipment Check-out Request |
Request 3 days |
Contract Management Requirements
Conference Services and Procurement are the only Laboratory departments authorized to source, negotiate, sign, and approve third-party contracts. Conference Services manages event-related third-party contracts, including but not limited to:
As it relates to unallowable activities that may be included in an event, the Division consults with Conference Services to determine the appropriate sourcing mechanism.
Division staff are not authorized to source or negotiate with vendors for event-related services on behalf of the Laboratory.
For events requiring a contract or contracts, division staff must submit a request for contract management through the Event Request System meeting request form at least 30 days prior to the event. Preferred venues or vendors can be identified in the request.