e EVENT PLANNING PROGRAM e EVENT PLANNING PROGRAM

e. EVENT PLANNING PROGRAM

e. EVENT PLANNING PROGRAM e-Event Committee Members Business Services: Jim Citro Linda Miller Procurement: Ina Caplan Sharon Quinn

e. EVENT PLANNING PROGRAM CURRENT PROCESS: 1. 2. 3. 4. 5. Requisition sent to Procurement with the event details. Procurement competitively bids the event and reviews the results with the department. A purchase Order is issued to the selected vendor. The department enters a receipt when the event is complete. The vendor receives payment.

e. EVENT PLANNING PROGRAM PROPOSING: An online process using an outside vendor, Globetrotter. n n n Online event request sent to the vendor. Vendor bids the event and send results with a recommendation to Procurement and Department reviews the results. Department completes e-Event form to confirm approval which is automatically sent to vendor and Financial Services. Procurement executes contract. Payment is made via Diner’s Club e-Event Ghost Card.

e. EVENT PLANNING PROGRAM ADVANTAGES: 1. Enhances efficiency and effectiveness with : - One-stop shop for event planning. - Fully online process. - Streamlined payment process (no requisition, no PO, no individual payment, & no reimbursements needed). 2. Better focus on customer needs. 3. Utilizes the vendor’s event planning expertise and “buying” power.

e. EVENT PLANNING PROGRAM If approved, Procurement and Business Services will take the next steps which include: § § § Test out the system Set up the standard contract Obtain the “Ghost” card Schedule and conduct training Develop and implement a Communications Plan Commence “Go Live” on a sequenced basis

e. EVENT PLANNING PROGRAM QUESTIONS?