Guidelines Special Functions Special Function and Meeting Guidelines

Guidelines - Special Functions

Special Function and Meeting Guidelines Special Functions are those events that occur outside of the regular Conference and Dining Service activities, and can include meetings, luncheons, receptions and dinners. They involve the use of the facility by both staff and grantees sponsored by staff members and take place both during and outside of regular business hours.

Initial contact bet. PO & Affiliation All Approvals Must Be Secured Prior to Saying YES PO’s - Gather Information : Type of event: Ømeeting Øluncheon Ødinner Øreception Ødinner/reception

Initial contact w/hosts (cont. ) All Approvals Must Be Secured Prior to Saying YES Ødate of event Øestimated attendance Øfood service Øa/v needs

Things PO should consider : What’s going on in your world/AA’s & PA’s Øe. g. : RGA timeline/ projects/travel/meetings Are other NGO’s affiliated with this meeting payment PO must be present for the entire duration of event (FF guideline) brief AA/PA

Approval Process contact conference/dinning service to confirm space forward request for approval to facilities manager contact affiliation

Affiliations Responsibilities send invitations list of guest badges materials removal of materials

Outstanding Questions Payment responsibilities other task