Frequently Asked Questions about Lab Meetings and Conferences

1. Where can I find information about Meetings and Conferences?

2. Where can I find a copy of the Conference Policy?

3. What kind of help can Conference Services Provide?

A: Conference Services provides a variety of services. We can help you from start
to finish or we can consult with you through the planning process.

4. How do I determine if my Event is a Meeting or a Conference?

A: In order to qualify as an official Laboratory-hosted/co-hosted conference or meeting, several prerequisites or criteria must be met as outlined in the Laboratory’s Event Questionnaire. A determination must be made for each Laboratory Event as to whether it qualifies as an official Laboratory-hosted/co-hosted Conference or a Laboratory-hosted Meeting. Please find the questionnaire HERE.

5. Who fills out the conference/meeting approval forms?

A: Event Approval Database: Only those who have completed the training can submit electronically.

6. How long will it take to get approval for a conference?

A: DOE funded conferences go through a vigorous approval process. Approval forms must be submitted to Conference Services 45 days prior to start of the event

7. How long will it take to get approval for a meeting?

A: On-Site Lab Hosted Meeting approvals must be submitted to Conference Services 2 business days prior to the meeting. Once received, these requests are approved if they meet the 7 points of compliance. (see policy on Laboratory Food Service – RPM 11.10, or Lab-Hosted Meetings – RPM 11.01).

8. Who creates the budget?

A: The budget should be created by the Host of the meeting and the Division Resource Analyst. Conference Services can provide guidance with this process but the division is responsible for creating and monitoring the budget and revenue throughout the Conference/Meeting planning process.

9.Can I use the lab tax exempt status for my meeting/conference expenses?

A: No, the lab tax exempt status applies to physical property that the federal government takes control of or is re-sold to the government. It does not apply to meetings and conference expenses.

10. What are allowable and unallowable budget items?

Allowable budget items are expenses that the DOE considers a relative conference or meeting expense. Examples of these items include: website design, registration tool, meeting space rental fee, AV costs, and proceedings.

Unallowable budget items are expenses that the DOE considers to be additional to the conference or meeting. Examples of these items include: Excursion Tours, Special Events, Entertainment, Alcoholic Beverages, Transportation to non-working events, also give away items, such as a conference tote bag or pad folio. See the complete list HERE.

11. Is a seperate project id required for conferences?

A. In order to segregate conference costs from other program costs, the requesting division must open a seperate project for each conference. This will serve as the parent project for the allowable BZ project and cannot be a summary or WFO project.

12. What is a BZ Project?

A: “BZ” Project: Allowable and/or Unallowable project(s) are established for Laboratory-hosted and/or co-sponsored conferences. The projects are used to collect registration fees and other external funds, and to pay invoices for conference costs through the non-DOE Conference Bank account. The Overheads (also described as Burden or Taxes) are applied to Travel, Procurement Costs, and Conference/Meeting expenses (Resource Category 13000).

13. What is the difference between a Project ID and a BZ Project?

BZ Project: Each allowable BZ Project is a child of a division parent Project Id. The parent Project Id will be charged for cost overruns in the BZ Project during conference close-out.

Project Id's: The Overhead on these accounts depends on the type of project and who owns it. Division Resource Analysts can tell you which overheads costs will apply.

14. Can I sign a hotel or vendor contract?

A: No, only conference planners can sign contracts. This includes contracts for Hotels, AV, Meeting Space, Catering, Special Event Venues, etc.

15. How do I set up on-line registration?

A: Fill out the RegOnline request and submit to ConferenceServices@lbl.gov. Conference Services will review the request and contact you with any questions. Please find the RegOnline request HERE.

16. Is there a fee to use RegOnline?

A: Yes, RegOnline is an on-line registration tool. The fee structure is included in the RegOnline Request information. Please find RegOnline request HERE.

17 .Can I see how RegOnline works?

A: Yes, go to www.regonline.com/DEMOMTG. You can do a test registration and experience the whole process.

18. How long does it take to set up a registration page?

A: From request through testing and activation of the registration page, it takes approximately 2 weeks.

19. Can I use registration fees for unallowable items?

A: No, registration fees can only be used for allowable expenses.

20. Can exhibitor fees be use for unallowable items?

A: Yes, exhibitor fees can be used for unallowable expenses.

21. Who will print my badges for registration?

A: RegOnline’s reporting feature gives extraordinary access to the registration database. Badge printing is the responsibility of the division. Avery® has a large selection of badge sizes to choose from. Badge holders can be purchased through Avery® along with the badge stock or www.pcnametag.com has is another source for registration materials.

22. How do I reserve meeting space for a conference/meeting at the lab?

A: The facilities website provides images and descriptions of some of the conference rooms available at the Lab. You can also access the calendar and reserve space. More information can be found on the Facilities website.

23. Who do I contact for AV services?

A: Audio-Visual Services for conference rooms is limited to the Building 50 Auditorium, Building 66 Auditorium and Perseverance Hall. Email: AV@lbl.gov. More information can be found on the Audio-Visual Services page.

24. Who do I contact to videotape my conference/or portion of conference?

A: Email: Video@lbl.gov Phone: Cheryl Ventimiglia: 486-6541
More information can be found on the CSO website.

25. How do I get printed materials for my conference?

A: All printed conference materials, (Proceedings, Abstracts, Agendas, Attendee Lists, etc…) must be printed through the government print office. Please contact Rich Watson at x6787 or email him at "printing@lbl.gov".

26. Can we serve alcohol at our event on LBNL property?

A: You may request permission from the Lab Director to serve alcohol at your event. Please fill out the alcohol request memo on our website.

27. How do I list my event on the Conference Services website calendar?

A: Please email the Conference name, dates and url directly to Maria Atkinson at MFAtkinson@lbl.gov.

28. What is involved in having a Conference Planner on-site at the meeting?

A: If a Conference Planner goes on-site for your meeting, the following expenses will be billed to the allowable BZ or the Project ID: Airfare, Cab Fare, Mileage(if driving), Parking Fees, Hotel Room, F&B.

29. How do I request Lab Bus Service?

A: Arrangements for shuttle transportation for special visits, tours, or group travel may be made through Bus Services.
Email: busservices@lbl.gov.
Phone: 510-486-4165

30. How do I request a Photographer for my event?

A: Email: PHOTO@lbl.gov
Phone: (510) 486-5731
More information can be found on the CSO website.

31. How do I set up a Laboratory Tour for my Conference or Meeting Attendees?

A: Public Affairs can help you set up a Lab Tour for your group.
Phone: x7292

32. Who do I contact regarding parking for my conference/meeting?

A: The Site Access Office can help you with parking arrangements.