Host a Meeting

Planning a meeting, workshop, or event?  

Enter your request on the Host a Meeting Request Form. We will need a valid project id/activity code to fulfill your request. 

Average Event Lead Times:

• 2-3 months for offsite events

• 1-2 months for onsite events with food

• 3-4 weeks for onsite events without food

The Event Coordinator will schedule a meeting to discuss specifics to complete an Event Planning Checklist.  

• An Event is a meeting, conference, seminar, workshop, holiday party, or any other  gathering that has  four or more attendees or participants. 

• The Event Administrator is the point of contact (POC) for the event or meeting.

• Event Coordinator works with the Host, Event Administrator, and the Event Team to help facilitate the event. 

Event Host is the meeting requestor (Director, PI, Group Leader, etc). This could be the same person as the Event Administrator. 

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.

• Event Request System (ERS), cannot access this site if training has not been completed.

Meeting Tips:

• Laboratory Protocol Office

• 6 Points of Compliance for Food & Beverage

• Making Meetings More Inclusive (IDEA)

• Green Meeting Tips

Facilities:

• Berkeley Lab Guest House

• Conference Room Locator

• Outdoor Event Spaces

• Federal Meeting Facilities

• Local Hotels (Berkeley, Emeryville, Oakland)

Event Resources:

• Building Managers

• Equipment Loans

• Local Per Diem Rates

• Name Badge Template

• Meeting Room Setup & Styles

Questions?

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