Conference Coordinator addresses
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Request and gain approval
Coordinate conference-related activities including
location
Prepare budget and request organization unit
Purchase goods and services
Execute contracts and service agreements
Registration processing
Cash handling and deposits
Recordkeeping and reconciliations
Create conference website for registration and payments
Request and gain approval and
coordinate related activities
 Obtain approval from appropriate:
 Immediate Supervisor
 Financial Manger
 Vice President
 Develop guidelines on conferences that are beneficial
to College and related to College’s educational
mission.
 Coordinate with Facilities Planning and Construction
Office to identify and reserve a suitable location
Budget & Fees
 Prepare a budget – Form BO-2610
 Request to create a conference organization unit –
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Form BO-2600
The conference should generate sufficient funds to
cover all its expenses
Conference fees must follow Board of Trustees
approved fee schedule
Consider all goods and services needed for the
conference.
All expenses directly associated with conference must
be charged to the conference organization unit.
Request an Organization Unit
 Complete and submit a Request to Create a Conference
Organization Unit – Form BO-2600
 Submit at least 45 days prior to conference/event
 Include the Project Budget – Form BO-2610
Purchase Goods & Services
 Consider the amount of time needed to prepare a
requisition and place an order
 Goods and services acquired must comply with
College’s policies & procedures
 Checks are processed only once a week
Contracts and Service Agreements
 Follow the College’s policies and procedures
 The Purchasing Office must be consulted from the
onset regarding and contracts and agreements
Registration processing
 Registration process must be developed by the
Conference Coordinator
 Registration process must be reviewed by the Business
Office
 Registration forms/applications must include the
Organization Unit
Cash Handling & Deposits
 Conference Coordinator must read and understand
the Business Office cash handling and deposits
procedures
 The Conference Coordinator and other responsible
parties must attend the Business Office cash handling
training course
 Cash Handling and Deposit Procedures are available at
the Business Office webpage.
Recordkeeping & Reconciliation
 Conference Coordinator is responsible for maintaining a
record of all revenues and expenditures
 Conference Coordinator is responsible for reconciling all
activities with the assistance of the Business Office
 Submit a Conference Financial Report (Form – BO-2620)
at the end of the conference/event
 Conference Financial Report is due no later than 30 days
after the end of the conference/event.
Create a Conference Website
 Conference Coordinator creates a Conference Website
 Announces the Conference’s activities
 Describes the registration process
 Describes the payment process
 Etc.
Conference Coordinator
Responsibilities
 Obtain approval from
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appropriate
Request an Organization
Unit –Form BO-2600
Prepare Budget – Form
BO-2610
Prepare Conference
Financial Report – Form
BO-2620
Reconcile the financial
activities
 Read & understand the
Conference & Other Event
Procedures
 Attend the cash handling
course, if applicable
 Read and understand the
Fundraising Procedures, if
applicable.
 Read and understand the
Donation Procedures, if
applicable