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.)

     

    SERVICE RESPONSE and REQUIRED REQUEST LEAD TIME
    Timeframes reflected are business days

    Conference Services Inbox

    Response - 24 hours

    Event Approval Database

    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:

    • 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."

     

    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 Submit a Request for Contract Management at least 30 days prior to the event. Preferred venues or vendors can be identified in the request.