Fillable Department of Commerce Conference Checklist (Depatment of Commerce)

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Department of Commerce Conference Checklist (Depatment of Commerce)

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The Department of Commerce Conference Checklist (Depatment of Commerce) form is 5 pages long and contains:

  • 7 signatures
  • 11 check-boxes
  • 222 other fields

Country of origin: US
File type: PDF

U.S.A. forms for Depatment of Commerce

BROWSE DEPATMENT OF COMMERCE (DC) FORMS

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Department of Commerce
Conference Checklist
1 | Page
1. Conference Tracking No. Date
2. Bureau
3. Division
4. Name 5. Email
6. Phone 7. Alternate POC
8. Conference Title
9. Start Date 10. End Date 11. Frequency
12. # of Conference Days 13. # of Travel Days 14. Type of Conference
15. Location (City/State)
16. Is this conference listed in your Annual Plan? If no, explain Yes ___ No ___
17. Mission Critical
Yes ____
No ____
18. Funds Obligated
Yes ____
No ____
19. Co-Sponsors
20. Facility Name
21. Federal Facility - If not a Federal Facility, Explain
Yes No
22. Conference Website
23. Purpose/Synopsis (Please be concise and provide details on the purpose and how this conference advanced the mission of the
Department.) (if additional space is required, use #36)
Select Bureau
2 | Page
24. Reception(s)/Special Event(s) (List Event & Date(s))
Yes ___ No ___
25. Alcohol Provided - If yes, how will it be funded?
Yes ___ No ___
26. Does this conference require Post Approval?
Yes ___ No ___
If yes, the reason for Post-Approval: Provide Explanation
Cost Variance ___ Optics ___
27. Number of Attendees
Actual
Local Commerce Attendees
Non-local Commerce Attendees (Travel)
Other Federal Attendees
Non-Federal Attendees
Federal Invitational Attendees
Non-Federal Invitational Attendees
Total Number of Attendees
28.
Meals & Incidental Expenses (M&IE)
Full M&IE (Total # of Attendees x M&IE x # Days)
If Meals Provided
Minus Breakfast
Minus Lunch
Minus Dinner
Reduced M&IE Total
(Full - Reduced M&IE) M&IE Total
29.
Attendees Cost
Actual
Common Carrier Transportation
Local Transportation
Lodging
Registration Fees
Miscellaneous Travel Cost
(Includes M&IE Total) Total Attendees Cost
30.
Other Conference-Related Cost
Actual
Meeting Space Rental
Audio Visual Equipment and Services
Conference Planner
Trainer/Instructor/Facilitator
Printing Design Work
Other Miscellaneous Cost (List Below)
1.
2.
3.
4.
5.
6.
Total Other Conference-Related Cost
Gross Conference Cost
(Attendees Cost + Other related Conference Cost)
(Total #35) Total non-DOC Funding
Net Conference Cost
(Minus Funding)
Average Gross Cost per attendee
Average Net Cost per attendee
(Minus Travel Cost)
0
$0
$0
$0
$0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
3 | Page
31. Cost Comments/Miscellaneous Cost Description
32. Procurement Method: Provide Description Appropriated ___ Non-Appropriated ___
33. Contract awarded before conference approval?
Yes ___ No ___
34. Contract awarded on a competitive basis? Provide Comments
Yes ___ No ___
35. Additional Funding
Estimated
Actual
Grant Funding
IAA Funding
Other Funding
Total non-DOC Funding
Funding Description
36. Additional Comments/Remarks
General Review Section
Yes
No
1. Are Bureau Memos, Attestations complete, and included for the Conference threshold? If no, explain.
2. Is an expedited approval required? If yes, provide the latest date approval is required and why.
3. Is the per diem within allowable limits? If not, is the necessary justification for approval included in the
package? Provide explanation.
GSA Per-Diem Rates DOD Per-Diem Rates State Department Per-Diem Rates
4. Are meals provided at the conference? If yes, are travelers aware of the M&IE reduction? If no,
explain.
5.
Is there a copy of the conference agenda included in the package?
If no, explain.
6.
Has pre-approval been granted for sponsorship or agreements?
If no, explain.
7. If any waivers are required, are they included in the package? If no, explain.
8.
Was the use of video conferencing technology considered for this conference?
If no, explain.
$0.00
$0.00
4 | Page
9. Does the conference, and associated sponsorship meet acquisition and legal requirements? (i.e., have
appropriate solicitor and/or acquisition personnel been consulted?) If no, explain.
10. Will all invitational travelers be placed on travel authorizations? If no, explain.
11. Before issuing travel authorizations, will the Bureau make a determination that the non-Federal
travelers will be providing a “direct service” to the Government to the extent that this conference is
necessary to accomplish the mission to collaborate with outside organizations? Please provide a
statement that attest to this determination and direct service benefit.
Conference Planning (Hosted or Co-Hosted)
General Review Section Yes No
12. Were alternative conference locations considered? If no, explain.
13. Was the least costly location selected? If no, explain.
14. Is conference lodging reserved at select hotels? If no, explain.
15. Is the conference over the weekend? If yes, please explain the additional cost.
16. Are there any optics that the Department should be aware of? If yes, have they been vetted through the
appropriate offices? Provide Explanation.
17. Provide the historical data for the past three years. Please include dates, actual cost, number of attendees, and location of the
conference.
Dates:
Dates:
Dates:
Actual Cost
(incurred by DOC):
Actual Cost
(incurred by DOC):
Actual Cost
(incurred by DOC):
* # of Attendees:
* # of Attendees:
* # of Attendees:
Location:
Location:
Location:
* Total number of individuals whose travel expenses or other conference expenses were paid by the Department of Commerce.
TMD Notes:
●
5 | Page
Bureau Reviewer Name
Bureau Reviewer Signature
Date
TMD Reviewer Name
TMD Reviewer Signature
Date
TMD Director
TMD Director Signature
Date
Comments:
Concur _____ Non-Concur _____
OFRICT Director
OFRICT Director Signature
Date
Comments:
Concur _____ Non-Concur _____
OGC Reviewer OGC Reviewer Signature
Date
Comments:
Cleared _____ Not Cleared _____ Clearance not required _____
Deputy CFO or Designee
Deputy CFO or Designee Signature
Date
Comments:
Approved _____ Disapproved _____ Threshold:
>$200K<$500K
≥$500K
Post Conference Review (30 days post conference/event)
Notes:
Final Reviewer Name
Final Reviewer Signature
Date
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Department of Commerce Conference Checklist (Depatment of Commerce)

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Completed 6 August 2020

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