SUBMIT REQUEST
2.
SUBMIT REQUISITION REQUEST
3.
CONTRACT APPROVAL
4.
PLANNING
5.
RECONCILE FINAL BILL
1.
SUBMIT REQUEST
Click here to submit a request. Please submit your request at least 45 days prior to the meeting or event. Once submitted a YES project manager (PM) will contact you within two business days to schedule a needs assessment call.
On the needs assessment call, the PM will seek your input to thoroughly understand the meeting objectives and desired outcomes.
2.
SUBMIT REQUISITION REQUEST
Your PM will create a Request for Proposal (RFP) in CVENT to identify hotel properties that meet your requirements for sleeping rooms, amenities and meeting space.
Within 3-5 business days, your PM will source venues and send you a cost estimate. Use this estimate to submit the requisition request. Please allow two weeks for approval.
You will need to follow up internally regarding the approval process and notify your PM when the requisition has been approved. Your PM cannot proceed with any work until they’ve been notified of approval.
3.
CONTRACT APPROVAL
Once you narrow down your venues to 2-3 properties, your PM will further negotiate room rates, food and beverage discounts, audio-visual equipment and other services required at the venue.
Your PM will negotiate optimal contract terms with all venues (including off-site if required) and include the Georgetown University addendum to mitigate risk should a program cancel.
Once you approve the final contract, your PM will submit all paperwork to Sheeba George for signature by Georgetown University. You will receive a countersigned document via DocuSign.
All finalized contracts will be handled per the Georgetown University Procurement Contracts Policy.
If you have any questions about the procurement contracts policy, please contact LaKecia Miller or Orlando XXX at XXX for additional support.
4.
PLANNING
If you’ve requested planning services, your PM will conduct regular conference calls with you to coordinate the logistics of your program, including attendee registration, food and beverage, audio-visual, room sets, etc.
The PM will also work with you to coordinate your air requirements through Travel Leaders Corporate.
5.
RECONCILE FINAL BILL
Post-program, your PM will review the final bill to ensure all negotiated discounts have been applied, quality check for accuracy and record your final spend. Then your PM will send you a report, highlighting your spend and savings.