PantherExpress

Conferences and Events

 

This is a restricted or nonstandard commodity

Conference & Event Agreement checklist
The interactive checklist works best when downloaded and opened in a desktop app. The interactive checklist will not open on mobile devices and some browsers my report compatibility issues or errors.

Payment Method Flowchart for Conference & Event Agreements

Hotel Room Blocks and Hotel Conference/Meeting Space Request Process

Soiree Partners and Dreadnought Wines

Catering and Restaurant Services

Signature Venues

Purchasing Guidelines for Conferences and Events - see below


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Purchasing Guidelines for Conferences and Events

 

Agreement and Contract Submissions:

All University departments must have a fully-executed contract for payment(s) to be made by the University.

All contracts with non-standard conditions must be reviewed by Purchasing Services by submitting the contract through the Conference & Event (C&E) Specialty Form in the PantherExpress System. The only agreements that do not need to be submitted in this fashion for review are ones with a Signature Venue, using a University-negotiated Event Master Agreement, and valued at $10,000 or less. In this situation, the departmental approver may sign the contract for it to become fully-executed. The fully-executed agreement and any supporting documentation must be retained in compliance with the University's Records Retention Policy.

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.

Hotel Room Blocks and Hotel Conference/Meeting Space Request Process:

For any conference or event taking place in a hotel (i.e. room blocks, conference or meeting space), the Hotel Room Blocks, Conference/Meeting Space Form in the PantherExpress System must be processed and signed by Anthony Travel's Hotel Program Manager prior to submitting the Conference and Event (C&E) Specialty Form. Learn more about the process here.

Agreements without University Payments:

If you are reserving a block of hotel rooms for which attendees (not the University) will pay, you must still retain a copy of the fully-executed agreement using the Hotel Room Block and Hotel Conference/Meeting Space Request Process. If the contract is with a Signature Venue, using the University-negotiated Event Master Agreement, and valued at $10,000 or less, a departmental approver may sign the contract and the department may store it in compliance with the University's Record Retention Policy. If the contract is with any entity other than a Signature Venue, is with a Signature Venue and valued at more than $10,000, or is less than or equal to $10,000 with a Signature Venue but does not use the University-negotiated Event Master Agreement, the contract must be submitted through the Conference & Event (C&E) Specialty Form in the PantherExpress System for review.


Signature Requirements for Event Agreements:

Most event agreements required by non-University venues contain non-standard terms and conditions that must be reviewed and approved by Purchasing Services prior to the event. In accordance with University policy 05-02-05, departmental event planners must use a University-approved agreement. All contracts valued over $10,000, regardless of Signature Venue status, must be submitted through the Conference & Event (C&E) Specialty Form in the PantherExpress System. Additionally, all contracts with a non-Signature venue must also be submitted through the C&E Specialty Form in the PantherExpress System, regardless of cost.

Signature Venues

A Signature Venue is an entity with whom the University has negotiated and an agreed to a Master Event Agreement. Contracts with Signature Venues that are $10,000 or less and that use the Master Event Agreement do not need to be reviewed by Purchasing Services. In these instances a departmental approver may sign the agreement to establish a fully-executed contract and payments will be processed without review by Purchasing Services; Payment Processing will review to ensure the fully-executed contract is available before sending a check or processing an Expense Report in Concur.


Requirements for Event Agreements Valued over $10,000

For agreements valued over $10,000, regardless of Signature Venue status, a Directed or Sole Source Justification (DSSJ) form is required. Complete the DSSJ form and submit it along with the agreement through the Conference and Event (C&E) Specialty Form in the PantherExpress System.

Liquor liability requirements:

The University requires a Certificate of Liability Insurance (COLI) evidencing liquor liability insurance or host liquor liability insurance when alcohol is being served at University-sponsored events, 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 show evidence of $1 million in liquor or host liquor liability insurance either separately or within the general liability policy.

When possible, the Certificate should also name the University as the certificate holder.

The most efficient method for a department to obtain the certificate is to request it at the same time that 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 used 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 and cannot agree to a Waiver of Subrogation.

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.

Event Agreements that must be Reviewed by Purchasing Services:

Agreements that must be submitted for approval through the Conference and Event Specialty Form in the PantherExpress System include:

  • All contracts valued over $10,000, regardless of Signature Venue status
  • Agreements with venues other than Signature Venues, regardless of cost

Agreements that do not need to be reviewed by Purchasing Services must satisfy all of the following conditions:

  • Contract is with a Signature Venue;

  • Contract uses the University-approved Event Master Agreement, and;

  • Contract is $10,000 or less in value.

Direct Billing Payment Information

Some venues offer a direct bill payment option for meeting space and lodging. In these cases, the venue will provide 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.

    • The credit application may require University credit information.

    • Use the University's Pennsylvania Sales Tax Exemption certificate to verify the University's tax exempt status as a Nonprofit Educational Institution

      • If your event is at an out-of-state venue, check the Tax Related Documents page to see if the University has has an exception form for the state in which the event will take place.

  • If the credit application does contain terms and conditions, forward it to pantherexpresscs@cfo.pitt.edu with the subject line, "Request for Direct Billing."

Deposit and Payment Instructions

  1. Use the Payment Method flowchart for a visual explanation of the payment process.

    All events must have a fully-executed contract before making any payments.

    Check Payments ("Create Invoice" Process in the PantherExpress System)

    1. Submit a Conference & Event (C&E) Specialty Form with any supporting documentation in the PantherExpress System to create a Requisition.

    2. Wait for the Purchase Order (PO) number to generate.

      • If the contract is with a Signature Venue, is $10,000 or less, and is using the University-approved Event Master Agreement for the venue, the PO number will generate without review by Purchasing Services.

      • If the contract is with a Signature Venue for more than $10,000, Purchasing Services must review and approve the contract before a PO number will be generated.

      • If the contract is with a venue that is not a Signature Venue, Purchasing Services must review and approve the contract before a PO number will be generated regardless of the cost of the contract.

    3. Use the "create invoice" process, as shown in this video, to create an invoice to be paid.

      • 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."

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

    Travel Card Payments

    • The contract must be fully-executed (signed by both parties) before any deposit or payment is made.

    • Procedure for agreements that do not require review by Purchasing Services:

      1. Open an Expense Report in Concur.

      2. Attach the fully-executed agreement to the expense report.

      3. Use the Travel Card to make payments.

      4. As payments are made, attach receipts to the appropriate line item in the Expense Report.

        • Use expense type "PEX Conference & Event Payment" for events without alcohol and "PEX Conference & Event Payment w/ Alcohol" for events with alcohol.

      5. After all payments for the event have been made and attached to the Expense Report, submit the Expense Report to reconcile the Travel Card Charges.

        • There should only be one expense report for the entire event. You will most likely receive notices about reconciling your charges before all the payments and receipts are available. Please do not submit the report until everything has been attached.

    • Procedure for agreements that require review by Purchasing Services:

      1. Submit a Conference & Event (C&E) Specialty Form with any supporting documentation in the PantherExpress System to create a Requisition.

      2. Wait for Purchasing Services to review and approve the contract.

        • Once approved, the PantherExpress System will generate a Purchase Order (PO) number.

        • The contract must be approved and a PO number generated before you make any deposit or payment for the event.

      3. Use the Travel Card to make payments.

      4. Open an Expense Report in Concur and make note of the Report Key Number.

      5. In Concur, record the PO number in the Expense Report comments field

      6. In the PantherExpress System, record the Report Key Number in the PO comments

      7. Close the PO in the PantherExpress System

      8. As payments are made, attach receipts to the appropriate line item in the Concur Expense Report.

        • Use expense type "PEX Conference & Event Payment."

      9. After all payments for the event have been made and attached to the Expense Report in Concur, submit the Expense Report to reconcile the Travel Card Charges.

        • There should only be one expense report for the entire event. You will most likely receive notices about reconciling your charges before all the payments and receipts are available. Please do not submit the report until everything has been attached.


Other Types of Agreements

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

 

Virtual or Hybrid Conferences and Events

Accelevents is now a University-wide Contracted Supplier in the PantherExpress System and we are currently finalizing agreements with Intrado and PSAV to provide high-quality, interactive learning experiences for virtual/hybrid conferences and events.

Accelevents

Accelevents is a University-wide Contracted Supplier in the PantherExpress System to be used for virtual conferences and events when it is FREE for attendees to attend. In order to use Accelevents for your virtual conference or event, please adhere to the following instructions:

  • For conferences/events that are FREE for attendees: Accelevents offers an all-in-one virutal conference and event platform as long as the event is FREE to your attendees.
  • For conferences/events that require a credit card payment from attendees: The University has not approved of Accelevents' system for credit card processing and unfortunately will not be permitted to manage registration and take payment.
    • If the department is capable of managing registration and payment through their Pitt Merchant account, they can send the registration information, once processed by the University, to Accelevents through a data download/upload. For information about the process to become a Pitt Merchant visit this page. Please note that it takes 8 to 12 weeks to complete the overall approval process to become a Pitt Merchant.
    • We are working on providing a platform to handle paid registrations. Details will be shared once available.

Pricing:

    Category Pricing
    Virtual Events

    Free registrations: $3/attendee per day of an event

    Paid registrations: 20% of the registration price OR $3/attendee per day, whichever is greater.

    Attendee import $1/attendee imported into Accelevents from an external registration tool
    Exhibitors Live Streaming $99/exhibitor per day if using Accelevents streaming

To get started using Accelevents:

  • Sign up for an account with Accelevents by using this link.
  • Email Andrew Leighton using your University email to set up the email address you will use for the account. The Invoice will be sent to this University email address.
  • Click this link to set up your onboard training with Natashia Shields (nshields@accelevents.com). Please have your event details ready and your entire team available so that training can be efficient.
  • Review the Help Center articles to learn more about the Accelevents platform and how it can be used for your event.
  • Watch the Registration Set-up to learn how to set up registration (remember this is only allowed for registrants in which it will be free to attend the event)
  • Once your event is set up, send (from your University email) the event url/hyperlink to Andrew Leighton to have your account activated.

Items to note:

  • If you require more information about how Accelevents can accommodate your event before getting started, email Andrew Leighton (aleighton@accelevents.com) to inquire.
  • If social media posts will be part of your event, please note that a department needs to choose a representative to have full and complete back-end control of all social media integration. This University representative will have full control over items including, but not limited to, hashtags, posts (including the removal thereof), links, and filters. All posts should be reviewed by the University representative before they are made public.
  • All events are automatically recorded and made available for on-demand viewing instantly. Following the event, all event materials, information, customer data, event content and recording, and any other information that was collected through the use of Accelevents platform can be downloaded from the platform by the department in the electronic format of your choice for up to 30 days after the event.
  • Departments will need to have Accelevents use work arounds for closed captioning if it is required until Accelevents has updated their platform to allow for closed captioning.

Payment for Accelevents Invoice:

Visit this page for details on how to submit the invoice from Accelevents in the PantherExpress System.

Other Resources:

bullet View Signature Venues and booking instructions

bullet View this page for Catering and Restaurant Services Guidance

 


Copyright © | Financial Information Systems | Revised: 07-Oct-2020