University of Washington Policy Directory

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*Formerly part of the University Handbook
Administrative Policy Statement
78.1



Convention and Conference Planning Requirements

(Approved by the Executive Vice President by authority of Executive Order No. 5)



1.  Preference for University- or State-Owned Facilities

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.

2.  Justification Statement

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:

  • The purpose and objective of the meeting.

  • The name(s) of the organizations or persons expected to attend.

  • An estimate of attendance.

  • An estimate of anticipated cost to the state, including travel cost of employees.

  • Also, if University- or state-owned, barrier-free facilities cannot be used, the reason why they cannot be used must be stated.

3.  Purchasing Goods or Services From Outside Vendors

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.

November 1995.