5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2, Pub. L. 105–264, 112 Stat. 2350 (5 U.S.C. 5701 note).
FTR Amdt. No. 90, 65 FR 3058, Jan. 19, 2000, unless otherwise noted.
Note to subpart A: Use of pronouns “we”, “you”, and their variants throughout this part refers to the agency.
§ 301-76.1 May we collect undisputed delinquent amounts that an employee (including members of the uniformed services) owes to a Government travel charge card contractor?
Yes, upon written request from the contractor and in accordance with the procedures specified in §301–76.100, you may collect undisputed amounts owed to a Government travel charge card contractor from the delinquent employee's disposable pay. You must promptly forward all amounts deducted to the contractor.
§ 301-76.2 What is disposable pay?
Disposable pay is the part of the employee's compensation remaining after the deduction of any amounts required by law to be withheld. These deductions do not include discretionary deductions such as savings bonds, charitable contributions, etc. Deductions may be made from any type of pay, e.g., basic pay, special pay, retirement pay, or incentive pay.
[FTR Amdt. No. 92, 65 FR 21367, Apr. 21, 2000]
Subpart B—Policies and Procedures
Note to subpart B: Use of pronouns “we”, “you”, and their variants throughout this part refers to the agency.
§ 301-76.100 Are there any due process requirements with which we must comply before collecting undisputed delinquent amounts on behalf of the charge card contractor?
Yes, you must:
(a) Provide the employee with written notice of the type and amount of the claim, the intention to collect the claim by deduction from his/her disposable pay, and an explanation of his/her rights as a debtor;
(b) Give the employee the opportunity to inspect and copy your records related to the claim;
(c) Allow an opportunity for a review within the agency of your decision to collect the amount; and
(d) Provide the employee an opportunity to make a written agreement with the contractor to repay the delinquent amount.
§ 301-76.101 Who is responsible for ensuring that all due process and legal requirements have been met?
You are responsible for ensuring that all requirements have been met.
§ 301-76.102 Can we collect undisputed delinquent amounts if we have not reimbursed the employee for amounts reimbursable under applicable travel regulations?
No, you may only collect undisputed delinquent amounts after you have reimbursed the employee under the applicable travel regulations and in accordance with a proper travel claim. However, if the employee has not submitted a proper travel claim within the timeframe requirements of §301–52.7 of this chapter, and there are no extenuating circumstances, you may collect the undisputed delinquent amounts.
§ 301-76.103 What is the maximum amount we may deduct from the employee's disposable pay?
As set forth in Public Law 105–264, 112 Stat. 2350, October 19, 1998, the maximum amount you may deduct from the employee's disposable pay is 15 percent per pay period, unless the employee consents in writing to deduction of a greater percentage.
Appendix A to Chapter 301—Prescribed Maximum Per Diem Rates for CONUS
For the Continental United States (CONUS) per diem rates, see applicable FTR Per Diem Bulletins, issued periodically and available on the Internet at http://www.gsa.gov/perdiem.
[FTR Amdt. 2003–03, 68 FR 22314, Apr. 28, 2003]
Appendix B to Chapter 301—Allocation of M&IE Rates To Be Used in Making Deductions From the M&IE Allowance
Deductions to M&IE rates for localities in both nonforeign areas and foreign areas shall be allocated as shown in this table. For information as to where to access per diem rates for various types of Government travel, please consult the table in §301–11.6.
For M&IE rates greater than $265, allocate 15%, 25%, and 40% of the total to breakfast, lunch, and dinner, respectively. The remainder is the incidental expense allowance.
[FTR Amdt. 10, 55 FR 41535, Oct. 12, 1990, as amended by FTR Amdt. 2007–05, 72 FR 61540, Oct. 31, 2007]
Appendix C to Chapter 301—Standard Data Elements for Federal Travel [Traveler Identification]
|Group name||Data elements||Description|
|Travel Authorization||Authorization Number||Assigned by the appropriate office.|
|Employee Name||First Name, Middle Initial, Last Name||Agency guidelines may specify the order, e.g., last name first.|
|Employee Identification||Employee Number||Must use a number, e.g., SSN, vendor number, or other number that identifies the employee.|
|Travel Purpose Identifier||Employee Emergency||Travel related to an unexpected occurrence/event or injury/illness that affects the employee personally and/or directly that requires immediate action/attention. Examples: Traveler is incapacitated by illness or injury, death or serious illness of a family member (as defined in §300–3.1 or §301–30.2), or catastrophic occurrence or impending disaster that directly affects the employee's home. Emergency travel also includes travel for medical care while employee is TDY away from the official station (part 301–30), death of an employee/immediate family member when performing official duties away from the official station or home of record (part 303–70), medical attendant transportation (part 301–30), assistance travel for an employee with special needs (part 301–13), as well as travel for threatened law enforcement/investigative employees (part 301–31).|
| ||Mission (Operational)||Travel to a particular site in order to perform operational or managerial activities. Travel to attend a meeting to discuss general agency operations, review status reports, or discuss topics of general interest. Examples: Employee's day-to-day operational or managerial activities, as defined by the agency, to include, but not be limited to: hearings, site visit, information meeting, inspections, audits, investigations, and examinations.|
| ||Special Agency Mission||Travel to carry out a special agency mission and/or perform a task outside the agency's normal course of day-to-day business activities that is unique or distinctive. These special missions are defined by the head of agency and are normally not programmed in the agency annual funding authorization. Examples: These agency-defined special missions may include details, security missions, and agency emergency response/recovery such as civil, natural disasters, evacuation, catastrophic events, technical assistance, evaluations or assessments.|
| ||Conference—Other Than Training||Travel performed in connection with a prearranged meeting, retreat, convention, seminar, or symposium for consultation or exchange of information or discussion. Agencies have to distinguish between conference and training attendance and use the appropriate identifier (see Training below). Examples: To participate in a planned program as a speaker/panelist or other form of presentation, host, planner, or others designated to oversee the conference or attendance with no formal role, or as an exhibitor.|
| ||Training||Travel in conjunction with educational activities to become proficient or qualified in one or more areas of responsibility. 5 USC 4101(4) states that “`training' means the process of providing for and making available to an employee, and placing or enrolling the employee in a planned, prepared, and coordinated program, course, curriculum, subject, system, or routine of instruction or education, in scientific, professional, technical, mechanical, trade, clerical, fiscal, administrative, or other fields which will improve individual and organizational performance and assist in achieving the agency's mission and performance goals.” The term “conference” may also apply to training activities that are considered to be conferences under 5 CFR 410.404, which states that “agencies may sponsor an employee's attendance at a conference as a developmental assignment under section 4110 of title 5, United States Code, when: (a) The announced purpose of the conference is educational or instructional; (b) More than half of the time is scheduled for a planned, organized exchange of information between presenters and audience which meets the definition of training in section 4101 of title 5, United States Code; (c) The content of the conference is germane to improving individual and/or organizational performance, and (d) Development benefits will be derived through the employee's attendance.” Agencies have to distinguish between conference and training attendance and use the appropriate identifier (see Conference—Other Than Training above). Examples: Job required training, Internships, Intergovernmental Personnel Act, and forums.|
| ||Relocation||Travel performed in connection with a transfer from one official station to another for employees/immediate family members, as applicable. Examples: Permanent change of station (PCS) moves for domestic and international transferees/new appointees, tour renewal, temporary change of station (TCS), and last move home.|
|Travel Period||Start Date, End Date||Month, Day, Year according to agency guidelines.|
|Travel Type||CONUS/Domestic||Travel within continental United States.|
| ||OCONUS/Domestic||Travel outside the continental United States.|
| ||Foreign||Travel to other countries.|
|Leave Indicator||Annual, Sick, Other||Identifies leave type as the reason for an interruption of per diem entitlement.|
|Official Station||City, State, Zip||The location where the employee regularly performs his or her duties or an invitational traveler's home or regular place of business. If the employee's work involves recurring travel or varies on a recurring basis, the location where the work activities of the employee's position of record are based is considered the employee's official station.|
|Residence||State, Zip, City||The geographical location where employee resides, if different from official station.|
|Payment Method||EFT||Direct deposit via electronic funds transfer.|
| ||Treasury Check||Payment made by Treasury check.|
| ||Imprest Fund||Payment made by Imprest Fund.|
|Mailing Address||Street Address, City, State, Zip||The location designated by the traveler based on agency guidelines.|
Commercial Transportation Information
|Group name||Data elements||Description|
|Transportation Payment||Method employee used to purchase transportation tickets|
|Method Indicator||GTR||U.S. Government Transportation Request|
|Central Billing Account||A contractor centrally billed account|
|Government Charge Card||In accordance with and as provided by agency guidelines|
|Transportation Payment Identification Number||Payment ID Number||A number that identifies the payment for the transportation tickets, according to agency guidelines, e.g., GTR number, Govt. contractor-issued charge card number|
|Transportation Method Indicator||Air (other than coach-class)||Common carrier used as transportation to TDY location|
|Non-contract Air, Train, Other|
|Transportation in Performance of TDY or While at the TDY Location||POV, Car rental, Taxi, Other||Identifies transportation used while in the performance of TDY or while at the TDY location|
Travel Expense Information
|Group name||Data elements||Description|
|Per Diem||Total Number of Days||The number of days traveler claims to be on per diem status, for each official travel location|
|Total Amount Claimed||The amount of money traveler claims as per diem expense|
|Lodging, Meals & Incidentals|
|Travel Advance||Advance Outstanding||The amount of travel advance outstanding, when the employee files the travel claim|
|Remaining Balance||The amount of the travel advance that remains outstanding|
|Subsistence||Actual Days||Total number of days the employee charged actual subsistence expenses|
|The number of days must be expressed as a whole number|
|Total Actual Amount||Total amount of actual subsistence expenses claimed as authorized. Actual subsistence rate, per day, may not exceed the maximum subsistence expense rate established for official travel by the Federal Travel Regulation|
|Transportation Method Cost||Air (other than coach-class)||The amount of money the transportation actually cost the traveler, entered according to method of transportation|
|Non-contract Air, Train|
|Other||Bus or other form of transportation|
|Transportation in Performance of TDY or While at the TDY Location||POV mileage||Total number of miles driven in POV|
|POV mileage expense||Total amount claimed as authorized based on mileage rate. Different mileage rates apply based on type and use of the POV|
|Car rental, Taxis, Other|
|Constructive cost||Constructive cost||The difference between the amount authorized to spend versus the amount claimed|
|Reclaim||Reclaim amount||An amount of money previously denied as reimbursement for which additional justification is now provided|
|Total Claim||Total claim||The sum of the amount of money claimed for per diem, actual subsistence, mileage, transportation method cost, and other expenses|
Standard Data Elements for Federal Travel
[Accounting & Certification]
|Group name||Data elements||Description|
|Accounting Classification||Accounting Code||Agency accounting code.|
|Non-Federal Source Indicator||Per Diem, Subsistence, Transportation||Indicates the type of travel expense(s) paid, in part or totally, by a non-Federal source.|
|Non-Federal Source Payment Method||Check, EFT, Payment “in-kind”||Total payment provided by non-Federal source according to method of payment.|
|Signature/Date Fields||Claimant Signature||Traveler's signature, or digital representation. The signature signifies the traveler read the “fraudulent claim/responsibility” statement.|
| ||Date||Date traveler signed “fraudulent claim/responsibility” statement.|
| ||Claimant Signature||Traveler's signature, or digital representation. The signature signifies the traveler read the “Privacy Act” statement.|
| ||Date||Date traveler signed “Privacy Act” statement.|
| ||Approving Officer Signature||Approving Officer's signature, or digital representation. The signature signifies the travel claim is approved for payment based on authorized travel.|
| ||Date||Date Approving Officer approved and signed the travel claim.|
| ||Certifying Officer Signature||Certifying Officer's signature, or digital representation. The signature signifies the travel claim is certified correct and proper for payment.|
| ||Date||Date Certifying Officer signed the travel claim.|
[FTR Amdt. 70, 63 FR 15981, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 2005–03, 70 FR 28460, May 18, 2005; FTR Amdt. 2009–05, 74 FR 35808, July 21, 2009; FTR Amdt. 2009–06, 74 FR 55150, Oct. 27, 2009; FTR Amdt. 2010–02, 75 FR 24436, May 5, 2010; FTR Amdt. 2010–07, 75 FR 72967, Nov. 29, 2010]
Appendix D to Chapter 301—Glossary of Acronyms
ATM: Automated Teller Machine
CAS: Commercial Aviation Service(s)
CDW: Collision Damage Waiver
CFR: Code of Federal Regulations
CMTR: Combined Marginal Tax Rate
CONUS: Continental United States
CSRS: Civil Service Retirement System
CTO: Commercial Ticket Office
DOD: Department of Defense
DOJ: Department of Justice
DSSR: Department of State Standardized Regulations
DTMO: Defense Travel Management Office
EFT: Electronic Funds Transfer
ETS: E-Gov Travel Service(s)
FAA: Federal Aviation Administration
FAM: Foreign Affairs Manual
FECA: Federal Employees' Compensation Act
Fedrooms: Enhanced Federal Premier Lodging Program (formally known as FPLP)
FEMA: Federal Emergency Management Agency
FERS: Federal Employees Retirement System
FHA: Federal Housing Administration
FICA: Federal Insurance Contribution Act
FOB: Free On Board
FTR: Federal Travel Regulation
FTS: Federal Telecommunications System
GAO: General Accounting Office
GBL: Government Bill of Lading
GOCO: Government Owned Contractor Operated
GPO: Government Printing Office
GSA: General Services Administration
GTR: Government Transportation Request
HHG: Household Goods
IDL: International Date Line
IRC: Internal Revenue Code
IRS: Internal Revenue Service
ISSA: Inter-service Support Agreement(s)
ITRA: Income Tax Reimbursement Allowance
JFTR: Joint Federal Travel Regulations
JTR: Joint Travel Regulation
MARS: Military Affiliate Radio System
M&IE: Meals and Incidental Expenses
M&O: Management and Operating
MOU: Memorandum of Understanding
MTR: Marginal Tax Rate
NARA: National Archives and Records Administration
NIST: National Institute of Standards and Technology
NTE: Not to Exceed
OBE: Online Self-service Booking Tool
OCONUS: Outside the Continental United States
OGE: Office of Government Ethics
OMB: Office of Management and Budget
PBP&E: Professional Books, Papers, and Equipment
PCS: Permanent Change of Station
PDS: Permanent Duty Station
PIN: Personal Identification Number
PMO: E-Gov Travel Program Management Office
POV: Privately Owned Vehicle
PTA: Prepaid Ticket Advice
PDTATAC: Per Diem, Travel and Transportation Allowance Committee
Q&A: Question and Answer
RIT: Relocation Income Tax
SES: Senior Executive Service
SIT: Storage in Transit
SSN: Social Security Number
TCS: Temporary Change of Station
TDY: Temporary Duty
TMC: Travel Management Center
TMS: Travel Management Service
TQSE: Temporary Quarters Subsistence Expenses
U.S.: United States
U.S.C.: United States Code
VA: Department of Veterans Affairs
WAE: When Actually Employed
WTA: Withholding Tax Allowance
[FTR Amdt. 70, 63 FR 15983, Apr. 1, 1998; 63 FR 35538, 35539, June 30, 1998, as amended by FTR Amdt. 2007–05, 72 FR 61540, Oct. 31, 2007; FTR Amdt. 2010–05, 75 FR 63104, Oct. 14, 2010]
Appendix E to Chapter 301—Suggested Guidance for Conference Planning
Conference: A meeting, retreat, seminar, symposium or event that involves attendee travel. The term “conference” also applies to training activities that are considered to be conferences under 5 CFR 410.404.
Conference lodging allowance: The rate that is up to 25 percent above the established lodging per diem rate.
Milestone schedule: Deadlines, which need to be reached in a progressive and orderly manner.
Planner: The person designated to oversee the conference.
Planning committee: Operational group significantly contributing to a conference's overall success and able to fully reflect the needs of both the agency and the attendees.
Depending on the size, type, and intended effect of the conference, start planning a minimum of one year in advance. Designate a planner and a planning committee.
Functions typically include, but are not limited to:
• Establishing a set of objectives.
• Developing a theme.
• Making recommendations for location, agenda, dates, and logistics, e.g., schedule, exhibits, speaker.
• Making suggestions as to who should attend.
• Serving as communications link between planners and participants.
• Evaluation and follow-up.
(a) Develop a milestone schedule, which is essential to conference planning, by working backward from the beginning date of the conference to include each major step. Examples include:
• Planning committee meetings.
• Preparation of mailing lists.
• Letters of invitation.
• Designation of speakers.
• Confirmation letters to speakers.
• Confirmation with site selection official.
• Preparation of agenda.
• Preparation of specification sheet.
• Location and date selection.
• Printing requirements.
• Conference information packages.
• Scheduling photographer (if planned).
• Use of agency seal and conference logo.
• Handicapped requirements.
• Planning of meals and refreshments, if appropriate.
(b) Establish completion dates for each major step.
(c) Update and revise the schedule as needed.
A detailed specification sheet is necessary to:
(a) Identify essential elements of a conference which typically include, but are not limited to:
• Sleeping rooms and on-site food services. It is generally best to estimate on the low side for the number of sleeping rooms and meals to be prepared. Facilities, unless there is only limited available space, are usually prepared to increase the number of sleeping rooms and meals; however, they discourage—and in some cases penalize—you if the sleeping room and meal guarantees are not met.
• Meeting rooms.
• Exhibit facilities.
• Audio-visual equipment and support services.
• Miscellaneous support services.
• Sleeping rooms with amenities, e.g., Internet access, data ports, conference call, and voice mail.
(b) Determine costs:
• Procurement. All agreements and decisions should be written and agreed to by the agency-contracting officer before being sent to the facility. Bring contracting officer into the process early.
• Government per diem rates. The Government per diem rate applies to Federal attendees. Application of it to non-Federal attendees is at the discretion of the property and conference negotiator.
• Registration fee. Generally, the registration fee covers all direct expenditures of agency funds for planning and organization of a conference, e.g., meeting room accommodations, meals, light refreshments (if appropriate), speaker fees, publications, and materials. Anything directly relating to the conference, except liquor, can be included in the fee. To estimate the registration fee, divide the proposed budget by the estimated number of attendees.
Decide how the conference expenses (other than sleeping room accommodations and individual meals) will be paid, i.e., by the attendee from a training or registration fee, or directly by the agency.
Conference Site Selection
Minimize total costs, all factors considered.
In determining where to locate the conference, consider:
• Targeted audience.
• Total costs, including per diem, transportation, and other.
• Accessibility by car or air.
• Whether recreational activities are necessary.
• The expense of desired facility (significant savings can be achieved in off-season periods).
Types of Facilities
• Federal Government. Use Government-owned or Government-provided conference facilities to the maximum extent possible.
• Convention centers. Excellent for very large meetings, trade shows and exhibits; usually located near a large number of hotels.
• Colleges and universities. Many have good meeting facilities and can offer sleeping accommodations when school is not in session.
• Hotels. Commercial facilities that may be used to meet all conference needs or just the room night needs.
• Conference centers. Dedicated meeting facilities; good for smaller meetings when numerous breakout sessions are planned.
For availability and economical reasons, the best months are April, May, September, October, and November. You should book the facility as early as possible to increase the chances of getting the date you want. However, pay particular attention to commitments for September or October due to fiscal year budget considerations.
Considerations When Choosing a Site
(a) Is the facility:
• Cost effective, e.g., are Government rates honored?
• Safe, e.g., FEMA-approved?
• Is there on-site security personnel?
• Easily reached from an airport or by car?
• Well run, e.g., does the staff seem to be competent and responsive?
• Laid out in a functional way?
• Large enough to supply the number of sleeping rooms required?
• Set up to provide necessary conference registration equipment?
• Handicapped accessible?
• Is it adequate?
• How close to the facility is it?
• Is it secure and safe?
• Is the cost separate?
(c) Sleeping rooms:
• Will the facility make the reservations, or are you responsible for making the reservations for participants?
• What are the facility's registration rules?
• What are departure rules?
(d) Functionality of meeting rooms:
• Is appropriate space available?
• What costs are involved?
• Is needed equipment available ( i.e., for conference registration, faxes, phones, computers, copiers)? Do not rent equipment unless it is absolutely unrealistic to bring your own.
• Are rooms designated for agency use for the duration of the conference?
• Are there columns that can block views?
• Are ceilings high enough for audio-video equipment?
• Are rooms suitable for both classroom and/or theatre setups?
• Are there windows? Shades?
• Are there manually-controlled thermostats?
• Are rooms handicapped accessible?
• Where are electrical outlets?
• Can the rooms be darkened?
• Would it be more economical to bring audio-visual equipment?
• Does the facility want meeting schedules and room layouts in writing in advance of the conference?
• If necessary, can the rooms be entered the evening before for an early setup?
• Will the facility arrange for room setup if given a layout?
• What set-up costs are included?
• What are departure rules?
• If exhibits are planned, is suitable exhibit space available?
• Are easels available at no cost?
• What are the put-up and takedown times?
• What costs are involved?
• What about pre-delivery and after-conference arrangements?
• If exhibits are shipped, know where and to whom they are to be sent.
• If you are bringing large exhibits, determine location of loading dock, appropriate entrances and elevators.
• Are there additional handling fees?
• Check hotel policy on posting, size and appearance of signs.
Food and Drink
• You can not generally use appropriated funds to pay for meals for employees at their official stations.
• Employees on TDY travel may be served meals but cannot be reimbursed for those provided at Government expense.
• You should clarify in advance the appropriate per diem reduction(s) of meal(s) allowance(s) for TDY travel.
• You may pay, or reimburse an employee for meals as necessary expenses incident to an authorized training program (under the Government Employees Training Act (GETA) at 5 U.S.C. 4104(4)), if a determination has been made that essential training will be conducted during the meal.
• Work closely with the hotel to plan quality menus that fit within authorized per diem rates.
• Clarify and agree in advance to the number of meal guarantees.
• Ensure that gratuities and service charges are added to the cost of each meal, and determine the method of billing to be used (e.g., signed guarantee, collected meal tickets, or actual quantities consumed).
• Confirm menus.
Breaks and Refreshments
Breaks should last no longer than 30 minutes and take place between meeting sessions. The following should also be considered when planning for refreshments:
• Keep in mind that everyone does not drink coffee or tea.
• You should clarify and agree in advance that coffee and pastries, if appropriate, are purchased by the gallon and dozen.
• Try to avoid a per person charge.
• Negotiate the cost into the contract.
• Be conservative in your estimates. There are seldom 100 percent of the conference participants attending any one function.
• If coffee, soft drinks, and water are not included in the fee, are they available “at cost” to the attendee?
It is important to request that the hotel bill be prepared in a logical and chronological sequence, and that backup data accompany the bill. Generally, the hotel will complete its accounting of the conference within two weeks of the conclusion.
Announcement and/or Invitations
Announcement of the planned conference should be made as early as possible, even one year in advance; invitation letters, 8 weeks in advance. They should include, but are not limited to:
• Point of contact name and telephone number.
• Registration form, card, or Internet address (include space for identifying handicapped requirements).
• Registration instructions.
• Registration deadline date.
• Detailed area map and driving instructions.
• Information on traffic patterns to avoid rush hour delays.
• Promotional brochures from the facility.
• Layout of facility including telephone numbers.
• Breakdown of costs showing any difference from travel versus training object classes, particularly meal costs, so that proper reimbursement can be made.
• Agenda with a list of speakers and topics.
• Activity schedule for spouses, domestic partners, and guests (all charges or costs attributed to spouses, domestic partners or guests must be borne by the individual attendee (not reimbursable by the Government)).
• Provide a sample travel voucher.
• Notice that conference lodging allowance applies if applicable.
• Decide on the speaker(s) and the message you wish to be conveyed and obtain early commitment(s) in writing.
• Confirm conference dates/times/topics/arrival and departure times with speaker(s) and any other special guests at least 30 days in advance.
• Conduct a final planning committee meeting to confirm all plans.
• Confirm photographer's schedule.
• Confirm hotel plans at least one day in advance.
Check-In and -Out
Streamline the process:
• Will the facility need additional personnel?
• Is electronic one-stop processing available?
• Is luggage storage and shuttle service available?
• Arrange parking for any special guests.
• Provide signage.
Registration is generally the attendees' introduction to the conference. Give it special attention by:
• Using directional signs.
• Placing especially attractive or important exhibits nearby.
• Planning for late arrivals.
• Using state-of-the-art processing.
• Checking out the registration capabilities of using GSA's electronic SmartPay System.
• Providing for handicapped attendees.
Conference Information Package
Each registrant should be given a conference information package. Used regularly during the conference, the conference information package should be accurate, beneficial, and reflect detailed information on a daily/hourly basis. If time allows, you may want to finalize the package and send it to the printer at least 4 weeks in advance of the starting date. The program will be widely used, so you may want to print twice as many copies of the program as you have expected attendees. The information package, for example, may contain:
• A list of everything in the package.
• A “welcome” letter.
• A schedule.
• Workshop agendas.
• Discussion of exhibits.
• Panelists' information.
• Photos and biographies of speakers/special guests.
• Facility layout and list of services available.
• Identify designated smoking areas.
• Special events.
• Message center information.
• Area map.
• Other pertinent material.
Note: Use of agency seal and conference logo may be considered for the conference package. However, the decision to use such items is strictly the judgment of agency officials.
Suggested Room Coordination
Plan ahead to setup:
• Staff room to handle core of activities;
• Meal functions;
• Exhibit rooms, and
• Meeting rooms—
Theatre or auditorium for lectures; Facing speaker when note taking is important; Square or U-shaped style for discussion/interaction; and Banquet or roundtable for discussion.
Keeping in Touch
• A message center to be set up in a central location for special announcements and telephone messages.
• How to reach whomever at all times—use beepers and walkie-talkies.
• Clear identification of conference staff.
• Accommodation of physically impaired attendees with sign language or other special needs.
Appropriations are not available to purchase memento items for distribution to conference attendees as a remembrance of an event. Two notable exceptions to the memento or gift prohibition are under training and awards. Work closely with appropriate agency officials to make final determinations.
The following resources may be of assistance in planning a conference:
• An agency contracting officer;
• Travel Management Centers;
• Interagency Travel Management Committee members (a forum of agency travel policy managers—for member identification, contact your agency's administrative or financial office);
• State Chambers of Commerce or Visitors Bureaus;
• Local chapters of the Society of Government Meeting Professionals; and
• Private industry conference planners.
• Questionnaires, which may provide invaluable feedback about the success of your conference.
• Training certificates.
• Thank you notes to participants, facility personnel, speakers, printers, photographers, and other special contributors.
• Summary to acknowledge the accomplishments, and to convey the information discussed to a wider audience, may be an excellent promotional tool.
Note to Appendix E: Use of pronouns “we”, “you”, and their variants throughout this appendix refers to the agency.
[FTR Amdt. 89, 65 FR 1329, Jan. 10, 2000, as amended by FTR Amdt. 2010–06, 75 FR 67631, Nov. 3, 2010; FTR Amdt. 2010–07, 75 FR 72968, Nov. 29, 2010]