Agency Hosted Conference

S1510. AGENCY HOSTED CONFERENCES (Both In-State and Out-of-State):

A. State sponsored Conferences: An agency must solicit three (3) bona fide competitive quotes in accordance with the Governor’s Executive Order for Small Purchase.

B. Attendee Verification: All state sponsored conferences must have a sign-in sheet or some type of attendee acknowledgment for justification of number of meals charged.

C. Conference Lunch Rate: Lunch direct billed to an agency in conjunction with a state sponsored conference shall not exceed the combined GSA breakfast and lunch rates of the conference location. Any gratuity not required by the caterer must not exceed 20% of the total meal cost..
For example-If the GSA meal rate for New Orleans are $17 for breakfast and $18 for lunch, the conference lunch rate will be $35.

Any other meals such as breakfast and dinner require special approval in accordance with PPM49 Section 1509. “Special Meals” and must have prior approval from the Commissioner of Administration or, for Higher Education, the entity head or his designee.

D. Conference Refreshment Allowance: Cost for break allowances for meeting, conference or convention are to be within the following rates. Refreshments shall not exceed $5.50 per person, per morning and/or afternoon sessions. A mandated gratuity may be added if refreshments are being catered.

E. Conference Lodging Allowances: Conference lodging rates should be within the published lodging rates for the conference location but cannot exceed 50% over the published rate without prior approval from the Commissioner of Administration.