e EVENT PLANNING TRAINING PROGRAM e EVENT PLANNING

e. EVENT PLANNING TRAINING PROGRAM

e. EVENT PLANNING TRAINING PROGRAM AGENDA n n n Introductions Quick overview of e. Event Program Current Process New Online Process Advantages of Program Demonstration of completing/submitting Globetrotter online Meeting Request Form Demonstration of completing/submitting UMBC online e. Event form Questions

e. EVENT PLANNING TRAINING PROGRAM Business Services: Jim Citro: x 53632, citro@umbc. edu Linda Miller: x 53288, limiller@umbc. edu Procurement: Ina Caplan: x 54558, caplan@umbc. edu Sharon Quinn: x 52540, squinn@umbc. edu

e. EVENT PLANNING TRAINING PROGRAM Globetrotter Travel Michael Buttner, CEO 800 -322 -7032 x 104, mikeb@globetrottermgmt. com Karen Gibbs, Meeting Planner 800 -3227032, x 153, kareng@globetrottermgmt. com

e. EVENT PLANNING TRAINING 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 TRAINING PROGRAM NEW PROCESS An online process using, Globetrotter Travel (UMBC contract travel agency) to plan all off campus events regardless of dollar amount which requires either meeting space, sleeping rooms, food/non-alcoholic beverages or audio-visual equipment. n Online meeting request form sent to Globetrotter Travel. To access this form, click on the blue highlighted link on top of the UMBC e. Event Form located at https: //my. umbc. edu/apps/eevent/ n Globetrotter bids the event and sends all results to Procurement.

e. EVENT PLANNING TRAINING PROGRAM NEW PROCESS – continued n Procurement and Department reviews the results. . n Department completes UMBC’s online e-Event form located at https: //my. umbc. edu/apps/eevent/ to confirm approval which is automatically sent to Globetrotter and Business Services. n Procurement executes contract and will send copy to department for records. n Payment is made via Diner’s Club e-Event Ghost Card.

e. EVENT PLANNING TRAINING 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 TRAINING PROGRAM QUESTIONS?