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U.S. Department of Energy ORDER
Washington, D.C. DOE O 110.3A
Approved: 1-25-07
SUBJECT: CONFERENCE MANAGEMENT
1. OBJECTIVES.
a. To establish requirements and responsibilities for managing
conferences1 sponsored or co-sponsored by the Department of
Energy (DOE), including the National Nuclear Security
Administration (NNSA).
b. To ensure that the appropriate number of DOE and DOE
contractor employees are attending a specific conference and
minimize costs by DOE and DOE contractor employees at all
conferences.
c. To clarify the requirements for funding conferences in
compliance with existing laws and regulations.
d. To ensure that DOE is exercising care with respect to the
use of tax payers dollars.
2. CANCELLATION. DOE O 110.3, Conference Management, dated 11-3-99.
Cancellation of an Order does not by itself modify or otherwise
affect any contractual obligation to comply with the Order.
Contractor Requirements Documents (CRDs) containing directive
requirements that have been applied to a contract remain in
effect until the contract is modified to eliminate or replace
requirements from canceled directives.
3. APPLICABILITY.
a. Departmental Elements. Except for exclusions in
paragraph 3c, this Order applies to
all Departmental elements as well as operations
offices, laboratories, field offices, and site offices.
Go to http://www.directives.doe.gov/references for a
listing of Departmental elements. This list
automatically includes all Departmental elements
created after the Order is issued.
The Administrator of the National Nuclear Security
Administration (NNSA) will assure that NNSA employees
and contractors comply with their respective
responsibilities under this Order. Nothing in this
Order will be construed to interfere with the NNSA
Administrator’s authority under section 3212(d) of
Public Law (P.L.) 106-65 to establish Administration
specific policies, unless disapproved by the Secretary.
b. DOE Contractors. Except for the exclusions in
paragraph 3c, the Contractor
Requirements Document (CRD), Attachment 1, sets forth
requirements of this Order that will apply to
contractors whose contracts include the CRD. The CRD
must be included in contracts that require or involve
responsibility for work or operations at DOE sites or
facilities. The contractor is responsible for
compliance with the requirements of the CRD to the
extent set forth in its contract and for flowing down
the requirements to subcontractors to the extent
necessary to ensure the contractor’s compliance with
the requirements.
c. Exclusions.
(1) This Order does not apply to the following:
(a) DOE employees traveling to sites where work for DOE is being
performed to discuss the status of that work;
(b) formal, structured training programs (including seminars
specifically held for training purposes) that have specific
objectives identified to improve certain knowledge, skills, and
abilities;
(c) contractor activities related to work not funded by DOE;
(d) meetings requiring only local travel;
(e) Federal Advisory Committee meetings;
(f) contract pre-proposal, bid opening and similar activities,
including negotiations;
(g) public hearings and associated briefings;
(h) audits, inspections, and investigations ;
(i) DOE technical/business program, project, or peer reviews;
(j) activities funded through financial assistance agreements,
unless management of a DOE conference is a purpose of the
Agreement; and
(k) conferences for which DOE is sponsoring or co-sponsoring
where the total DOE expenditure is less than $10,000.
However, when two or more DOE elements are co-
sponsoring a conference, it is the responsibility
of the organizations to ensure that the conference
is reported if combined sponsorship meets the
$10,000 threshold.
(2) Consistent with Secretarial delegation Order Number 00-
033.00A to the Administrator and Chief Executive Office,
Bonneville Power Administration, (BPA), this order does not
apply to BPA.
4. REQUIREMENTS.
a. General Requirements. See questions and answers, Attachment 2.
(1) A program Secretarial Officer, head of a DOE Headquarters
element, or their principal deputies must approve DOE
sponsorship, co-sponsorship, or funding of a conference if DOE
and DOE contractor employees are expected to attend the
conference. This authority may be delegated to the head of a
field element, which includes the heads of operations offices,
field offices, and site offices (or their principal deputies).
An employee, other than the Secretary of Energy, cannot approve
his or her own attendance or that of a superior.
(2) All Departmental elements and the National Nuclear Security
Administration are required to enter all conference activities
into the Department’s Conference Management System (CMS) (i.e.,
those conferences sponsored or cosponsored by the Department of
Energy or its contractors). The CMS is the Department’s
corporate data base that will be used to:
(a) Generate reports for use by the Director of Management to
alert the DOE principals of any activities that appear
inconsistent with DOE conference management policy and
procedures;
(b) Provide the DOE community with a tool where it can view
approved and proposed conferences and use for information and
planning and decision-making purposes; and
(c) Compile information for the Congress and Federal agencies as
required.
(3) Within one week of approval by the appropriate Departmental
element, preliminary conference information must be entered into
the CMS.
(4) Within 30 days of the completion of the approved conference,
the CMS must be updated to reflect the final number of attendees,
costs, and other relevant information.
NOTE: Sponsorship (or co-sponsorship) of a conference
is defined as having control over the conduct of
the conference (e.g., control sufficient to
influence costs, venue, program content, or
similar aspects of the conference) and having
some financial responsibility or providing in-
kind (non-monetary) services for the conference.
(5) For managing a federally-sponsored conference (including
conferences that are cosponsored, funded, or co-funded by DOE),
the following are required.
(a) Keep DOE expenditures and attendance at conferences to the
minimum necessary to accomplish program objectives.
(b) Minimize the number and cost of DOE-sponsored and co-
sponsored, or DOE contractor sponsored exhibits/booths by using
corporate-type exhibits/booths that can be shared by DOE and DOE
contractor organizations where practical.
(c) Justify a recurring conference (i.e., organizations should
not assume that an annual conference must be held merely because
it has been held previously).
(d) Select sites with the goals of minimizing conference
administrative costs and attendees’ travel and per diem costs and
maximizing the use of Government-owned or Government-provided
facilities.
(e) Select sites only after evaluating cost differences of at
least three prospective locations unless there is a specific
advantage to the Government, which must be documented in writing.
(f) The selection process should identify opportunities to save
costs by selecting a particular site or setting the conference
date (e.g., to take advantage of off-season rates).
(g) Maintain written documentation of the alternatives
considered and the selection rationale used.
(h) Avoid selecting resort or recreational sites unless true
cost savings will result.
(i) Make binding conference arrangements only after obtaining
the approval of the appropriate head of Departmental element, as
required by this Order.
NOTE: Employees are reminded that only designated
contracting officers have authority to make
contractual commitments on behalf of DOE.
(j) Comply with applicable statutes and regulations on conflict
of interest.
(k) Avoid commercial conference facilities for sponsored
conferences involving classified or sensitive information.
(l) Avoid holding conferences at non-DOE sites that do not meet
the fire protection requirements of the Hotel and Motel Fire
Safety Act of 1990 [Public Law (P.L.) 101-391, as amended]. This
requirement may be waived by the Secretary of Energy.
(6) To determine that participation in a non-federally funded
conference is in the best interest of DOE, the following factors
must be considered:
(a) relevance to DOE;
(b) potential benefit to DOE;
(c) potential for networking opportunities to share DOE
information with the private sector;
(d) the number of DOE Federal or DOE contractor employees who
are to either participate or attend;
(e) total costs for DOE Federal and DOE contractor attendees and
participants;
(f) location of the event;
(g) potential for any adverse perception resulting from DOE
participation; and
(h) whether the organization’s interests would be better served
by the Department’s direct sponsorship of a conference.
b. Requirements for Food, Registration Fees, and other
Allowable and Unallowable Conference Costs
(See also Attachment 2, Questions & Answers).
(1) DOE-Sponsored Conferences. Costs
of meals and refreshments are allowable for all
attendees (including Federal and contractor
employees) at DOE sponsored conferences only when—
(2) attendees are on travel status,
(3) meals and refreshments are incidental to the conference,
(4) attendance at the meals and when refreshments are provided
is important for DOE to ensure full participation in essential
discussions, lectures, or speeches concerning the purpose of the
conference, and
(5) the meals and refreshments are part of a formal conference
that includes substantial functions occurring separately from
when the food is served.
NOTE: Payment for the cost of meals and refreshments
may be made by purchase order or other
contractual arrangement.
c. Non-Government Sponsored Conferences. If a
non-Government organization sponsors a conference and a
separate charge is made for meals, DOE may pay for the
employee’ meals only when—
(1) the meals are incidental to the conference;
(2) attendance of the employee is necessary for full
participation in the business of the conference; and
(3) the employee is not free to take the meals
elsewhere without being absent from essential formal
discussions, lectures, or speeches concerning the purpose
of the conference.
d. Reduction in Per Diem. Regardless of sponsorship,
when a DOE employee attends a
conference that includes meals, employees on temporary
duty travel must reduce their claims for per diem
according to the Federal Travel Regulations Title
41 Code of Federal Regulations (CFR) 301-11.18.
e. Ethical Restrictions that Apply to Federal Employees.
DOE Federal employees who attend conferences sponsored by DOE
contractors should not participate in entertainment
events or meals that are being paid for by the
contractor, which will result in Federal employees
violating the Standards of Ethical Conduct for
Employees of the Executive Branch (5 CFR 2635). DOE
Federal employees must pay the fair market cost of such
events or meals if they wish to attend.
f. Conference Costs. Federal employees will not
be reimbursed for separate
voluntary fees charged to conference attendees by DOE
contractors to cover such items as meals and
entertainment. However, when the employee pays this
voluntary fee from personal funds, he/she is not
required to reduce his/her per diem. Food costs also
are allowable when they are generally included in the
cost of renting a conference room and are not itemized
as a separate fee.
g. Allowable Costs. A contractor will be
reimbursed for conference costs only if
the principal purpose of the conference is to
disseminate trade, business, professional, or technical
information or to stimulate production per contract
requirements.
h. Unallowable Costs. Per 48 CFR 31.205-14
(entertainment costs) and 48 CFR 31.205-51
(Cost of alcoholic beverages), the
costs of entertainment, such as tickets to shows or
sporting events, and alcoholic beverages at conferences
sponsored by DOE contractors are unallowable and
contractors will not be reimbursed for these costs.
NOTE: Such costs cannot be included in a registration
fee.
The costs of meals and refreshments are allowable only
if—
(1) the meals and refreshments are incidental to the
conference;
(2) attendance at the meals and when refreshments are
served is important for the attendee’s full
participation in the conference; and
(3) the meals and refreshments are part of a formal
conference that also includes substantial
functions occurring separately from when the food
is served.
i. Registration Fees.
(1) Conference fees collected by DOE are subject to the
Miscellaneous Receipts Act [Title 31 United States Code (U.S.C.)
§ 3302] and must be deposited with the Treasury as soon as
practicable without deduction for any charge or claim.
(2) Co-sponsors (other than DOE contractors) of conferences with
DOE may collect conference fees provided that DOE is not
statutorily or otherwise legally mandated to conduct the
conference, and provided that attendance at the conference is not
a requirement for receiving a benefit or service from DOE.
Conference fees collected by co-sponsors (other than DOE
contractors) are not subject to the Miscellaneous Receipts Act in
these situations. DOE may not specify the purposes to which
conference fees collected by a co-sponsor are to be used, nor may
DOE control or supervise the fees or determine the amount of
fees.
(3) Absent specific statutory authority, when DOE or a DOE
contractor [except as noted in paragraph 4i(4)] charges and
receives a conference fee the fee must be deposited in the
Treasury pursuant to the Miscellaneous Receipts Act, and will not
be available to defer the costs associated with the conference.
(4) DOE Contractors may collect conference fees in certain
limited situations. Contractors may collect fees provided the
contractor has initiated the conference and the conference is not
conducted under a task order or other specific contractual
requirement or request from DOE and provided that DOE is not
statutorily or otherwise legally mandated to conduct the
conference and provided that attendance at the conference is not
a requirement for receiving a benefit or service from DOE.
Conference fees collected by DOE contractors are not subject to
the Miscellaneous Receipts Act in these limited situations. DOE
may not specify the purposes to which conference fees collected
by a contractor are to be used, nor may DOE control or supervise
the fees or determine the amount of fees. DOE may not be a co-
sponsor of such conferences.
5. RESPONSIBILITIES.
a. Head of Headquarters Departmental Element.
(1) Approves all conferences sponsored by DOE.
(2) Approves employees’ participation in conferences not
sponsored or cosponsored by DOE.
(3) Ensures that the minimum practicable number of employees
participate in a conference.
(4) Ensures that conferences are being held only to support
organization missions and programs.
(5) Ensures that DOE conferences conform to the requirements of
this Order.
(6) Informs and where appropriate coordinates with the Office of
the Assistant Secretary for Policy and International Affairs and
the Office of Health, Safety and Security on all foreign
conferences (both DOE sponsored and cosponsored conferences) and
attendance at all foreign-sponsored conferences in accordance
with DOE O 551.1B Official Foreign Travel, dated 8-19-03.
(7) Coordinates with the Assistant Secretary for Congressional
and Intergovernmental Affairs and the Director of Public Affairs
where conference decisions may have congressional,
intergovernmental, press, or public affairs implications or
effects.
(8) Ensures that proposed conferences do not duplicate
conferences presented by others (i.e., DOE contractors or other
non-DOE sources) that involve DOE funds.
(9) To the extent possible, ensures that DOE sponsored events do
not duplicate private-sector activities such as trade shows.
(10) Ensures that conferences are held at locations accessible to
disabled participants.
(11) Ensures that disabled participants will be provided
reasonable accommodations to enable their participation in
conference activities.
(12) Designates organizational primary and alternate points of
contact that will be responsible for ensuring compliance with
this Order and maintaining central files on all conference
activities within that organization.
(13) Within 30 days of issuance of this Order, submits a
memorandum to the Office of the Executive Secretariat identifying
designated organizational points of contact.
b. Director, Office of Management.
(1) Provides advice and guidance on conference management.
(2) Alerts the appropriate Under Secretary of any proposed
activities that appear to be inconsistent with departmental
conference policy or procedure.
c. Organizational Primary and Alternate Points of Contact.
(1) Enter information and estimated costs of proposed and
approved conferences into CMS.
(2) Check the CMS website to confirm that their organization’s
proposed conferences do not duplicate any other DOE or DOE
contractor-proposed conference.
(3) Ensure that all copies of conference approval packages are
centrally filed and conveniently located for quick reference.
(4) Participate in meetings held by the Office of the Executive
Secretariat regarding CMS.
(5) Submit memoranda notifying the Office of the Executive
Secretariat when primary or alternate points of contact change.
d. Federal Conference Attendee.
(1) Completes a proposed conference attendance request (see
Attachment 3 for sample form).
(2) After the conference request has been approved, submits a
copy of the approval package to the organization point of contact
for entry into CMS.
6. REFERENCES.
a. DOE O 551.1B, Official Foreign Travel, dated 08-19-03, which
establishes requirements and responsibilities governing official
foreign travel by Federal and contractor employees.
b. Federal Travel Regulation, 41 CFR 301-74, Conference
planning, which provides information on planning and attending
conferences.
c. Miscellaneous Receipts Act [Title 31 United States Code
(U.S.C.) § 3302].
7. NECESSARY FINDING STATEMENT. In compliance with
Section 3174 of P.L. 104-201, (42-USC 7274
note), DOE hereby finds that this Order is necessary for the
fulfillment of current legal requirements and conduct of
administrative functions.
8. CONTACT. Questions concerning this Order should be directed to the
Office of the Executive Secretariat at 202-586-5230.
BY ORDER OF THE SECRETARY OF ENERGY:
CLAY SELL
Deputy Secretary
CONTRACTOR REQUIREMENTS DOCUMENT
DOE O 110.3A, CONFERENCE MANAGEMENT
Regardless of the performer of the work, Department of Energy
(DOE) contractors, including National Nuclear Security
Administration (NNSA) contractors, are responsible for complying
with the requirements of this Contractor Requirements Document
(CRD) and flowing down CRD requirements to subcontractors at any
tier to the extent necessary to ensure contractor compliance.
The contractor must comply with the requirements of this CRD and apply them
to managing conferences it sponsors, its employees’ attendance at
conferences and its employees’ participation in conferences
sponsored by private interests.
1. REQUIREMENTS.
a. A program Secretarial Officer, head of a DOE headquarters
element, or their principal deputies must approve DOE
sponsorship, co-sponsorship, or funding of a conference if DOE
contractor employees are expected to attend the conference. This
authority may be delegated to the head of a field element, which
includes the heads of operations offices, field offices, site
offices, and senior contractor officials2 (or their principal
deputies).
b. Contractor employee conference attendance and participation
also require submission of the Contractor Conference Approval
Request Form (see Attachment 1, Appendix A) and memorandum to the
Departmental element or the official to whom this responsibility
has been delegated for review and approval by the appropriate
head of Departmental element.
c. Approval authority for sponsoring or co-sponsoring a
conference cannot be delegated below the senior contractor
official’s principal deputy.
d. When managing contractor-sponsored or cosponsored
conferences, contractors must meet the following requirements.
(1) Keep Federal expenditures and attendance at conferences to
the minimum necessary to accomplish program objectives.
(2) Minimize the number and cost of exhibits/booths at all
conferences and where practical, use corporate-type
exhibits/booths that can be shared by DOE and DOE contractor
organizations.
(3) Justify a recurring conference (do not assume that an annual
conference must be held merely because it has been held
previously).
(4) Select sites that minimize conference administrative costs
and attendees’ travel and per diem costs and maximize the use of
Government-owned or Government-provided facilities.
(5) Select sites only after evaluating cost differences of at
least three prospective locations unless there is a specific
advantage to the Government, which must be documented in writing.
(6) In the selection process, identify opportunities to save
costs in selecting a particular conference site or in scheduling
the conference (e.g., to obtain off-season rates).
(7) Maintain written documentation of the alternatives
considered and the selection rationale used. Avoid selecting
resort or recreational sites unless true cost savings will
result.
(8) Make binding conference arrangements only after obtaining
the approvals required by this CRD.
(9) Conferences sponsored by DOE contractors must not include
entertainment events or meals that are being paid for by the
contractor which will result in Federal employees violating the
Standards of Ethical Conduct for Employees of the Executive
Branch [Title 5 Code of Federal Regulations (CFR) 2635].
(10) Avoid commercial conference facilities for conferences
involving classified or sensitive information.
(11) Avoid holding conferences at non-DOE sites that do not meet
the fire protection requirements of the Hotel and Motel Fire
Safety Act of 1990 (P.L. 101-391, as amended). This requirement
may be waived by the Secretary of Energy.
e. In determining who and how many employees to send to a
conference that requires employees travel, contractors must
develop their own internal procedure to ensure the appropriate
number of employees are attending conferences.
f. In deciding whether employees should participate in a
conference sponsored by a private interest, contractors must
consider the following.
(1) Determine that participation in the conference is in the
best interest of the Department based upon—
(a) the relevance of the event,
(b) the potential benefit,
(c) the need to get DOE related information out to the attendees
and whether the particular conference is an effective means to do
that,
(d) the number of DOE or DOE contractor employees who are either
participants or expected attendees,
(e) the total costs for DOE and DOE contractor attendees and
participants,
(f) the location of the event,
(g) the potential for any adverse perception associated with DOE
participation, and
(h) whether DOE’s interests would be better served by the direct
sponsorship of a conference.
(2) Consult, as necessary, with the DOE contracting officer
before committing to contractor employee conference
participation.
g. DOE policy regarding reimbursement of conference
registration fees, allowable conference (and related) costs, and
funding the contractor is as follows.
(1) DOE will reimburse a contractor for conference costs only if
the principal purpose of the conference is to disseminate trade,
business, professional, or technical information or to stimulate
production per contract requirements. (See the cost principle at
48 CFR 31.205-43 which is incorporated into the contract in the
payments clause or payments and advances clause.)
(2) If a DOE contractor sponsors a conference, it may charge
attendees (including DOE and DOE contractor employees and non-DOE
attendees) a registration fee if the conference has been
initiated by the contractor and is not being conducted under a
task order or other specific contractual requirement or request
from DOE and provided that DOE is not statutorily or otherwise
legally mandated to conduct the conference and provided that
attendance at the conference is not a requirement for the receipt
of any benefit or service from DOE. The DOE contractor can use
the fee to offset the conference costs. The fee may not be used
for any type of unallowable cost, such as entertainment or
alcoholic beverages. DOE may not be a co-sponsor of such
conferences.
(3) DOE will not reimburse a contractor for the cost of
entertainment or alcoholic beverages, regardless of how the cost
is classified; for example, DOE will not reimburse an
entertainment cost included in a conference fee. [See the cost
principle at 48 CFR 31.205-14.]
(4) DOE will reimburse a contractor for the cost of meals and
refreshments only if—
(a) the meals and refreshments are incidental to the conference;
(b) attendance at the meals and when refreshments are served is
important for the attendee’s full participation in the
conference; and
(c) the meals and refreshments are part of a formal conference
that also includes substantial functions occurring separately
from when the food is served.
(5) If a non-Government organization sponsors a conference and a
single, mandatory, non-separable registration fee is charged for
both attendance and meals or an evening social event, the cost of
the full registration fee is allowable.
(6) Employees must reduce claims for per diem if meals are
included in a registration fee. Although per diem is an
allowable cost under DOE contracts, DOE will not reimburse
contractors for any additional costs for employee’s meals.
(7) A DOE contractor may charge a separate voluntary fee to
attendees to cover such items as entertainment. This fee will
not be reimbursed by DOE. However, when the employee pays this
voluntary fee, he/she is not required to reduce his/her per diem.
(8) DOE will generally reimburse contractors for their
employees’ registration fees for non-DOE or DOE contractor-
sponsored conferences.
2. RESPONSIBILITIES. The contractor senior official or principal deputy (equivalent
in seniority to a DOE head of a Departmental Headquarters or
field element).
a. Approves all contractor-sponsored domestic conferences,
which includes the National Nuclear Security Administration, or
DOE contractor employees on official travel to attend a
conference. Approval of these requests must be documented by
memorandum and a completed form (Appendix A to this CRD) approved
and submitted by the program senior contractor official or his
principal deputy for review.
b. Obtains the concurrence of the cognizant field element on
the conference approval package (e.g., Sandia National
Laboratories will obtain the concurrence of the manager or deputy
of the National Nuclear Security Administration Service Center).
c. Ensures that contractor conferences are being held to
support the contract’s purpose and conform with the procedural
requirements and policies of this CRD.
d. Coordinates with the Office of the Assistant Secretary for
Policy and International Affairs on all foreign conferences, in
accordance with this CRD.
e. Coordinates with the Assistant Secretary for Congressional
and Intergovernmental Affairs and the Director of Public Affairs
where conference decisions may have congressional,
intergovernmental, press, or public affairs implications or
effects.
f. Ensures that proposed conferences do not duplicate
conferences presented by others that involve DOE funds and
ensures that contractor-sponsored conferences do not duplicate
private-sector activities, such as trade shows and similar
events.
g. Ensures that conferences are held at locations accessible to
disabled individuals and that such individuals are provided
reasonable accommodations to engage in conference activities.
h. Designates a primary and alternate point of contact and
ensure the designated employees enter the information required in
this CRD, including estimated costs, about contractor sponsored
conferences on the Office of Management Conference Management
System (CMS).
i. Ensures that the designated point of contact includes all
necessary information in the conference approval packages.
j. After the conference request has been approved, ensures that
attendees submit a copy of the approval package to their CMS
points of contact for use in compiling the information needed to
complete Attachment 3 of this Order.
CONTRACTOR CONFERENCE APPROVAL REQUEST FORM
FOR DOE SPONSORED OR CO-SPONSORED CONFERENCES
Following is the format that includes the type of information
needed in an organization’s conference approval package:
DATE OF REQUEST: (self-explanatory)
REQUESTED BY: (name/title of requesting official)
SPONSORING ORGANIZATION: (title of DOE or DOE contractor
organization sponsoring the conference)
COSPONSORING ORGANIZATION: (title of DOE or DOE contractor
organization or non-DOE entity cosponsoring the conference, if
applicable)
CONFERENCE TITLE: (formal title of conference)
CONFERENCE DATE: [proposed date(s) of the conference]
PURPOSE AND OBJECTIVE(S): (Describe the purpose of the
conference, justify, and certify that sponsorship of this
conference is important to the program mission.)
CONFERENCE LOCATION: (proposed city and state where the
conference is to be held or foreign location, if applicable)
RATIONALE FOR SELECTION OF CONFERENCE LOCATION: (Provide a
rationale and justification for site selection; a cost comparison
of alternative sites considered (if location is not at a
principal facility site of the sponsoring organization); and
certification that the site selected is the most cost-effective
considering costs such as travel, per diem, and conference
logistics.)
ESTIMATED COST BREAKDOWN: (Provide this information if
applicable.)
TRAVEL AND PER DIEM COSTS
DOE Employees (HQ): $ XX,XXX
DOE Employees (Field): XX,XXX
Contractor Employees (HQ): XX,XXX
Contractor Employees (Field): XX,XXX
TOTAL DOE TRAVEL COSTS: $ XXX,XXX
OTHER EXPENSES
Logistics (facility arrangements): $ XX,XXX
Supplies and Support Equipment XX,XXX
(specify costs; e.g.,
materials, printing, etc.):
Other Costs XX,XXX
(specify, e.g., direct labor
support and overhead):
Total Other Expenses: XX,XXX
TOTAL ESTIMATED DOE COSTS: $ XXX,XXX
ESTIMATED COSPONSOR COSTS (specify source, if applicable): $ XXX,XXX
ESTIMATED TOTAL NUMBER OF CONFERENCE ATTENDEES: (Provide this
information if applicable.)
Traveling Non-traveling
DOE HQ Employees (Detail number
from each office): XX XX
FE X
MA X
etc.
DOE Field Employees: XX XX
AL
etc.
Contractor Employees (HQ): XX XX
CACI
Contractor Employees (Field): XX XX
LBNL
FETC
etc.
Others: XX XX
TOTAL: XXX XXX
SUPPORT CONTRACTOR PERFORMANCE: (If applicable, specify the
support contractor who will provide support for the conference.)
IMPACT STATEMENT: (Provide an impact statement of effect if the
conference is not approved.)
POINT OF CONTACT FOR THE SPONSORING ORGANIZATION: (Provide name
and telephone number.)
CONFERENCE Q & A
1. REGISTRATION FEES, MEALS, AND REFRESHMENTS
Q1 What is the definition of a conference?
A1 As defined in DOE O 110.3A, Conference Management,
dated XX-XX-05, a conference is a meeting, seminar,
retreat, symposium, or similar event that involves
official travel. DOE employees traveling to a site
where work for DOE is being performed to discuss the
status of the work are not considered to be attending a
conference. Additional exclusions from coverage under
this section of the travel regulations are listed in
paragraph 3c of DOE O 110.3A.
Q2 May DOE reimburse the conference registration fees of
Federal employees?
A2 Yes, but only for non-DOE sponsored conferences. For
DOE sponsored conferences, DOE may arrange for a
separate voluntary fee to be collected by persons other
than DOE employees to cover the cost of meals,
refreshments and/or entertainment. This fee will not
be reimbursed by DOE.
Q3 May DOE arrange for conference registration fees at a
DOE sponsored conference?
A3 No, because DOE does not have statutory authority to
collect registration fees. DOE sponsored conferences
should be fully funded by the sponsoring program
offices or by a co-sponsor that DOE does not control.
Q4 Since DOE cannot retain registration fees, what other
options are available to the Department, when
sponsoring or cosponsoring a conference?
A4 There are a couple of options available to the DOE;
these include co-sponsorship (with an entity other than
a DOE contractor), or by co-locating the conference.
(a) Co-sponsorship with another entity (not a DOE
contractor) - In this situation the Department
could elect to split conference costs with a non-
contractor entity (e.g., university, non-profit
organization) that co-sponsors the conference.
The Department must have a written arrangement
that clearly delineates the roles and liabilities
of each partner. The co-sponsor could be
responsible for hiring of vendors, with no
liability on the Department. A co-sponsor (other
than a DOE contractor) may charge registration
fees. DOE may not specify the purposes for which
conference fees collected by a co-sponsor are to
be used, nor may DOE control or supervise the fees
or determine the amount of the fees. The written
arrangement could be in the form of a letter or
memorandum of understanding.
(b) Co-location of conference – In order to avail
themselves of the capabilities of other
organizations, the Department could co-locate an
agency-organized and agency-hosted conference with
a conference organized and hosted by another
organization. For example, where an agency and
other organization plans their own, separate
conference on the same complimentary topics, DOE
may consider co-locating its conference and
coordinating the agendas and schedules, in order
to take advantage of the efficiencies of economies
of scale and a shared audience.
Q5 At DOE sponsored conferences, may the costs of
providing meals and refreshments to attendees be paid
with appropriated funds?
A5 Appropriated funds may be used, if the DOE conference
in question is considered a “formal conference.” A
“formal” conference typically involves topical matters
of interest to, and the participation of multiple
agencies and/or nongovernmental participants and may
include registration, a published agenda, and scheduled
speakers or discussion panels.
Q6 If the conference qualifies as a “formal” conference,
when may appropriated funds be used for the cost of
providing meals and refreshments ?
A6 These costs may be paid by appropriated funds for all
conference participants (both Federal and non-Federal)
when—
(1) meals and refreshments are incidental to the
conference,
(2) attendance at the meals and when refreshments are
provided is important for DOE to ensure full
participation in essential discussions, lectures,
or speeches concerning the purpose of the
conference, and
(3) the meals and refreshments are part of a formal
conference that includes substantial functions
occurring separately from when the food is being
served.
Q7 What food items qualify as “refreshments”?
A7 The regulations define refreshments as including, but
not limited to, coffee, tea, milk, juice soft drinks,
donuts, bagels, fruit, pretzels, cookies, chips, and
muffins. (41 CFR 301-74.11)
Q8 May DOE & DOE contractors charge a separate voluntary
fee to conference attendees to cover such items as
meals and entertainment?
A8 DOE does not have statutory authorization to keep such
receipts under the Miscellaneous Receipts Act, so DOE
will not charge a fee. However, DOE contractors may
charge such a voluntary fee. Employees may pay this
voluntary fee from personal funds; however, when an
employee pays this voluntary fee from personal funds,
he is not required to reduce his per diem.
Furthermore, the attendee would not be able to claim
reimbursement for any fee that exceeded the per diem.
2. CONTRACTOR SPONSORED CONFERENCES.
Q9 In order to finance a conference, may DOE contractors
collect conference registration fees?
A9 It depends. Contractors may collect conference fees at
contractor-sponsored conferences that have been
initiated by the Contractor and are not being conducted
under a task order or specific contractual requirement
or request from DOE, provided that DOE is not
statutorily or otherwise legally mandated to conduct
the conference and provided that attendance at the
conference is not a requirement for receiving a benefit
or service from DOE. In these limited situations, a
contractor could hire a conference organizer.
Conference fees collected by DOE contractors to offset
conference costs are not subject to the Miscellaneous
Receipts Act in these situations. Conference fees may
not be charged at a conference that is co-sponsored by
DOE and a DOE contractor.
Q10 When is a contractor reimbursed for holding a
conference?
A10 A contractor will be reimbursed for conference costs
only if the principal purpose of the conference is to
disseminate trade, business, professional or technical
information or to stimulate production per contract
requirements.
Q11 What contractor conference costs are not reimbursable?
A11 Contractors who are co-sponsoring conferences with DOE
will not be reimbursed for entertainment costs (e.g.,
alcoholic beverages, tickets to shows or sporting
events). Also, such costs may not be included in the
registration fee.
Q12 Can a contractor provide for entertainment, if the
contractor pays for it?
A12 Yes; however, contractors who are sponsoring
conferences should not include events, such as
entertainment or meals, which would result in Federal
employees violating the Standards of Ethical Conduct
for Employees of the Executive Branch (5 CFR 2635).
CONFERENCE APPROVAL REQUEST FORM AND ATTENDANCE
REQUEST FORM
Following is the format that includes the information needed in
an organization’s conference approval package:
DATE OF REQUEST: (self-explanatory)
REQUESTED BY: (name/title of requesting official)
SPONSORING ORGANIZATION: (title of DOE or DOE contractor
organization sponsoring the conference)
COSPONSORING ORGANIZATION: (title of DOE or DOE contractor
organization or non-DOE entity cosponsoring the conference, if
applicable)
CONFERENCE TITLE: (formal title of conference)
CONFERENCE DATE: [proposed date(s) of the conference]
PURPOSE AND OBJECTIVE(S): (Describe the purpose of the
conference, justify, and certify that sponsorship of this
conference is important to the program mission.)
CONFERENCE LOCATION: (proposed city and state where the
conference is to be held, or foreign location, if applicable)
RATIONALE FOR SELECTION OF CONFERENCE LOCATION: (Provide a
rationale and justification for site selection; a cost comparison
of alternative sites considered (if location is not at a
principal facility site of the sponsoring organization); and
certification that the site selected is the most cost-effective
considering costs such as travel, per diem, and conference
logistics.)
ESTIMATED COST BREAKDOWN: (Provide applicable information.)
TRAVEL AND PER DIEM COSTS
DOE Employees (HQ): $ XX,XXX
DOE Employees (Field): XX,XXX
Contractor Employees (HQ): XX,XXX
Contractor Employees (Field): XX,XXX
TOTAL DOE TRAVEL COSTS: $ XXX,XXX
OTHER EXPENSES
Logistics (facility arrangements): $ XX,XXX
Supplies and Support Equipment XX,XXX
(specify costs; e.g.,
materials, printing, etc.):
Other Costs XX,XXX
(specify, e.g., direct labor
support and overhead):
Total Other Expenses: XX,XXX
TOTAL ESTIMATED DOE COSTS: $ XXX,XXX
ESTIMATED COSPONSOR COSTS (specify source, if applicable): $ XXX,XXX
ESTIMATED TOTAL NUMBER OF CONFERENCE ATTENDEES:
Traveling Non-traveling
DOE HQ Employees (Detail number
from each office): XX XX
FE X
ME X
etc.
DOE Field Employees: XX XX
AL
etc.
Contractor Employees (HQ): XX XX
CACI
Contractor Employees (Field): XX XX
LBNL
FETC
etc.
Others: XX XX
TOTAL: XXX XXX
SUPPORT CONTRACTOR PERFORMANCE: (If applicable, specify the
support contractor who will provide support for the conference.)
IMPACT STATEMENT: (Provide an impact statement of effect if the
conference is not approved.)
POINT OF CONTACT FOR THE SPONSORING ORGANIZATION: (Provide name
and telephone number.)
_______________________________
1 For purposes of this Order, a conference is defined as a
meeting, seminar, retreat, symposium, or similar event that
involves official travel.
2 A senior contractor official is the equivalent of the head of a
first-tier Headquarters or field organization.