PantherExpress

Conferences and Events

 

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bullet Conference & Event Agreement checklist
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Purchasing Guidelines for Conferences and Events

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Agreement Submissions:

All University departments must submit conference and event agreements that require payment(s) by the University directly through the Conference and Event Specialty Form in the PantherExpress System. Only Regional Campuses may continue to submit conference and event agreements through the BC-Event agreements email box (eventagreements@cfo.pitt.edu). Aside from Regional Campuses, conference and event agreement requests submitted to the BC-Event agreements inbox will be returned to the requester with a friendly reminder to resubmit the request through the Conference and Event Specialty Form in the PantherExpress System.

If you are not yet registered to use specialty forms in the PantherExpress System, please go to the Specialty Forms Online Training page for instructions.  If you have questions, please contact PantherExpress Customer Service by submitting an online inquiry or by calling 412-624-3578.

Agreements without University Payments:

If you are reserving a block of hotel rooms for which attendees (not the University) will pay, then you may submit the room block agreement through the BC-Event agreements email box (eventagreements@cfo.pitt.edu).


Purchasing Services' signature requirements for Event Agreements:

Agreements required by hotels and other non-University venues contain non-standard terms and conditions that must be reviewed and approved by Purchasing Services prior to the event. Therefore, in accordance with University policy 05-02-05, departmental event planners must obtain a signed agreement from Purchasing Services for all event agreements with hotels and other non-University venues regardless of cost.

Requirements for Event Agreements valued greater than $5,000:

For agreements valued greater than $5,000, a Directed or Sole Source Justification form is required. Complete this form and submit it along with the agreement through the Conference and Event Specialty Form in the PantherExpress System.

Liquor liability requirements:

The University requires a certificate of liability insurance evidencing liquor liability insurance or host liquor liability insurance when alcohol is being served, including cash bars (i.e. the University is not paying for the drinks, but alcohol is still being served in connection with a University-sponsored event).

The certificate of liability insurance must:

  • Name the University as the certificate holder; and

  • Show evidence of $1 million in liquor or host liquor liability insurance either separately or
    within the general liability policy.

The most efficient method for a department to obtain the certificate is to request it at the same time the contract is requested, thereby allowing the facility in question to initiate the process of contacting its insurance carrier to obtain the certificate. This process is the same methodology utilized by departments when initiating a Services Agreement with a service provider.

Requests from venues to obtain a Certificate of Liability Insurance from the University:

Occasionally a venue where the University will be holding an event will require that the University evidence a certificate of liability insurance.  If there is such a requirement it must be stated in the fully executed agreement with the University. (Please note that the University prefers not to name a venue as an additional insured.)  It is the responsibility of the University department holding the event to request a certificate of liability insurance in accordance with the fully executed agreement from the Office of Risk Management through its website.  Please be sure to note the Office of Risk Management’s lead time and contract requirements.

Examples of Event Agreements that must be forwarded to Purchasing Services:

Agreements that must be submitted for approval through the Conference and Event Specialty Form in the PantherExpress System include, but are not limited to the following:

  • Meeting space

  • Blocks (10 or more rooms) of sleeping rooms for which the University is paying if the hotel requires an agreement

  • Conference facilities and event centers (domestic and international)

Direct-bill payment options:

Hotels normally provide agreements for room blocks of 10 or more rooms and for meeting space.

Some hotels offer a direct bill payment option for meeting space and lodging. The hotel will provide you with a credit application.

  • If the credit application does not contain terms-and-conditions, the departmental event planner may complete the credit application and sign it.

    Note: the credit application may require University credit information. To obtain this information, submit a University/Business Profile Request, and a copy of the University of Pittsburgh's Business Profile will be forwarded to you.

  • If the credit application does contain terms and conditions, forward it to eventagreements@cfo.pitt.edu.

Deposits (instructions):

  1. Submit your conference or event agreement through the Conference and Event Agreement Specialty Form in the PantherExpress System.

  2. After the agreement is executed and a purchase order number is generated, process your request for a deposit throught the "create invoice" process in the PantherExpress System.

    • In the "create invoice" process, please be sure to attach an invoice.

    • If the venue did not present an invoice for the deposit but instead the agreement references the deposit, then please note in Comments that "the deposit payment is in accordance with the attached contract".

    • If you require expedited payment, please contact PantherExpress Customer Service for assistance by submitting an online inquiry or by calling 412-624-3578.


Other types of agreements

For information regarding other types of agreements, contact your assigned Procurement Specialist

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Copyright © | Financial Information Systems | Revised: 18-Jan-2017