Host a Meeting

Planning a meeting, workshop, or event?

Biosciences Operations at Berkeley can offer assistance. Enter your request on the Host a Meeting Request Form. Someone from our staff will contact you within 3-4 business days.

We will need a valid project id/activity code to fulfill your request.

The following lead times are required:

  • 2-3 months for offsite events

  • 1-2 months for onsite events with food

  • 3-4 weeks for onsite events without food

Host A Meeting Guide

Requirements and Policies Manual (RPM) link (select the policy tab).

Dos and Don’ts

Do contact the Division Event Coordinator 3 – 4 weeks prior to the event.

Do get approval in writing from the Division Budget Analyst prior to the Seminar Workshop, Lecture, or Conference.

Do create an event using the Event Request System (ERS) prior to the event, if applicable. Items needed to submit an Event Form using the ERS system:

  • Get Approval from Division Budget Analyst 30 days prior to the Event

  • Event Approval: Enter your event information into the Event Request System (ERS) before the event occurs

  • Get Event ID Number (this is required)

  • Complete MI&E Report

  • Create an Event Budget (use OCFO Budget Form)

  • Program Offer Letters (must send to payee/Speaker prior to event)

  • Workshop Agenda

  • List of Attendees and Affiliations

  • Completed and signed W9 or W8 Form

  • Submit Honorarium Payment Request (Request for A Check) FMS system

  • Don’t forget to complete the training for the ERS system.

Best practices

Plan ahead and allow at least 3-4 weeks or more to set up the event in the ERS system and get approval. Contact the Division Budget Analyst to determine what type of funding is available/eligible to be used for the honorarium(s) i.e., project ID/activity code or campus funds.

Forms and templates

Questions?

Please email BiosciOpsAtBerkeley-Meetings@lbl.gov with questions and someone from the Biosciences Operations at Berkeley team will respond accordingly.