(Approved by the Executive Vice President by authority of Administrative Order No. 9)
The location and facilities for all conferences, conventions, training sessions, or meetings held or sponsored by the state are to be barrier-free. Selection criteria to be considered are cost to the state, the suitability of barrier-free facilities, accessibility to attendees, and other relevant factors. First priority is to be given to using state-owned barrier-free facilities in lieu of renting or leasing other facilities.
When a convention, conference, or meeting is held at a nonstate, barrier-free facility and involves attendance of ten or more University or state employees, the employee responsible for the choice of location and facilities is to submit justification in writing to the appropriate dean, director, or chair for approval. The justification is to include:
Before authorizing an outside vendor to provide food and/or lodging for a convention or conference, the employee responsible for these arrangements must obtain the authorization of the appropriate dean, director, or chair. Upon authorization, the employee must then contact the Purchasing Department so that a contract can be prepared prior to the convention or conference.