If your event meets the basic definition and criteria of an event, you will need to request approval to attend. 

Domestic Events:

If this event (virtual or in-person) has a cost and will be charged to a DOE project ID#:

• Step 1: Fill out the Attend Event Request (AER) form.

• Step 2: Fill out the Travel Authorization Request form. 

If no costs will be incurred for this event, no authorizations are required.

Domestic Virtual Event Approval Process flowchart

Foreign Events:

If any host or sponsor of your event (virtual or in-person) is based in a foreign country it is considered a foreign event.

If using DOE funding - We require 40 days notice prior to the start of the event to process this request. 

If this event has a cost: 

• Step 1: Fill out the Attend Event Request (AER) form

• Step 2: Fill out the Travel Authorization Request (TAR). 

If this event has no cost: 

• Complete the Travel Authorization Request (TAR).

International Virtual Event Approval Process Flowchart

Lab employees who plan to attend an event at the Lab, locally, domestically, internationally, or virtually and will charge expenses (generally a registration fee) to a DOE fund are required to request approval by completing the Attend Event Request (AER) form.

Once you receive notification that your AER has been approved, your next step is to complete the Travel Authorization Request (TAR) form.  Once you receive notification that your TAR has been approved, you can then begin to spend money on your event (book travel arrangements, pay registration fees, etc).