Fillable Conference Checklist 1. Conference Tracking No. 2. Frequency (Depatment of Commerce)

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Conference Checklist 1. Conference Tracking No. 2. Frequency (Depatment of Commerce)

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  • 12 check-boxes
  • 195 other fields

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U.S.A. forms for Depatment of Commerce

BROWSE DEPATMENT OF COMMERCE (DC) FORMS

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Page 1 of 5
Date ________________
Departmental offices and operating units are not to incur any obligations or make expenditures towards any conference expenses
until approved. Were any obligations or expenditures incurred prior to approval?
1. Conference Tracking No. 2. Frequency
3. Bureau
4. Division
5. Name 6. Email
7. Phone 8. Alternate POC
9. Conference Title
10. Conference Website
11. Start Date
12. End Date
13. # of Conference Days
14. # of Travel Days
15. Location City
16. Location State
17. Funds Obligated
18. Is this the most cost-effective option for the conference? Ensure the compelling purpose is provided in the cover memorandum.
19. Co-Hosts
20. Facility Name
21. Is this a Federal Facility? If not, please explain, whether the use of a Federal Facility was considered and why the use of a
Federal facility is not viable for this event.
22. Purpose/Synopsis (Please be concise and provide details on the purpose and how this conference will advance the mission of the Department.) (if
additional space is required, use #36)
Department of Commerce
Conference Checklist
No
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Conference Tracking No.
Page 2 of 5
23. Reception(s)/Special Event(s) – If yes, list event & date(s)
24. Alcohol Provided - If yes, how will it be funded?
25. Were there any material deviations to the conference?
If yes, what were the material deviations? Provide Explanation
Cost Variance ___ Optics ___ Other ___
26. Number of Attendees
Estimated
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
27. 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
28.
Attendees Cost
Estimated
Actual
Common Carrier Transportation
Local Transportation
Lodging
Registration Fees
Miscellaneous Travel Cost
(Includes M&IE Total) Total Attendees Cost
29.
Other Conference-Related Cost
Estimated
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 #31) Total non-DOC Funding
Net Conference Cost
(Minus Funding)
Average Gross Cost per attendee
Average Net Cost per attendee
(Minus Travel Cost)
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Conference Tracking No.
Page 3 of 5
30. Cost Comments/Miscellaneous Cost Description
31. Additional Funding (received from outside of the Department) Estimated Actual
Grant Funding
IAA Funding
Other Funding
Total non-DOC Funding
Funding Description
32. What steps were taken to minimize conference costs per FTR §301-74.1(a), (c); §301-74.3 - 74.5?
This is an OIG requirement; please complete only when submitting the Actual Cost of the conference.
33. What procurement method was utilized?
34. Was the contract awarded on a competitive basis, three sites considered, and the records of each alternative site
maintained per FTR §301-74.14?
35. Was the contract awarded before conference approval?
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 expedited approval required? If yes, provide the latest date approval is needed and why.
3. Is the per diem within allowable limits? If not, is the necessary justification for approval included in the
package? Provide an 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. Are there any sponsorships or agreements with other parties? If yes, explain.
7. Will all invitational travelers be placed on travel authorizations? If no, explain.
8. Before issuing a travel authorization, will the Bureau decide that non-Federal travelers provide a
“direct service” to the Government? Please provide a statement that attests to this determination and
direct service benefit.
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Conference Tracking No.
Page 4 of 5
General Review Section
Yes
No
9. Were alternative conference locations considered? If no, explain.
10. Was the least costly location selected? If no, explain.
11. Is conference lodging reserved at select hotels? If no, explain.
12. Is the conference over the weekend? If yes, please explain the additional cost.
13. Are there any optics that the Department should be aware of? If yes, have they been vetted through the
appropriate offices? Provide an Explanation.
14. Provide historical data for the past three years. Note: Actual cost and the total number of individuals whose conference or travel
expenses were paid by the Department of Commerce.
1.
Dates:
Actual Cost:
# of Attendees:
Location:
2.
Dates:
Actual Cost:
# of Attendees:
Location:
3.
Dates:
Actual Cost:
# of Attendees:
Location:
TMD Notes:
Conference Tracking No.
Page 5 of 5
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 _____
Post Conference Review/Notes (30 days post-conference/event)
Final Reviewer Name
Final Reviewer Signature
Date
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Conference Checklist 1. Conference Tracking No. 2. Frequency (Depatment of Commerce)

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Completed 30 June 2021

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