1. eEVENT PLANNING PROGRAM

2. eEVENT PLANNING PROGRAM
e-Event Committee Members
Business Services: Jim Citro
Linda Miller
Procurement: Ina Caplan
Sharon Quinn

3. eEVENT PLANNING PROGRAM
CURRENT PROCESS:
Requisition sent to Procurement with the event details.
Procurement competitively bids the event and reviews the results with the department.
A purchase Order is issued to the selected vendor.
The department enters a receipt when the event is complete.
The vendor receives payment.

4. eEVENT PLANNING PROGRAM
PROPOSING:
An online process using an outside vendor, Globetrotter.
Online event request sent to the vendor.
Vendor bids the event and send results with a recommendation to Procurement.
Procurement and Department reviews the results.
Department completes e-Event form to confirm approval which is automatically sent to vendor and Financial Services.
Procurement executes contract.
Payment is made via Diner’s Club e-Event Ghost Card.

5. eEVENT PLANNING PROGRAM
ADVANTAGES:
1. Enhances efficiency and effectiveness with :
- One-stop shop for event planning.
- Fully online process.
- Streamlined payment process (no requisition, no PO, no individual payment, & no reimbursements needed).
2. Better focus on customer needs.
3. Utilizes the vendor’s event planning expertise and “buying” power.

6. eEVENT PLANNING PROGRAM
If approved, Procurement and Business Services will
take the next steps which include:
Test out the system
Set up the standard contract
Obtain the “Ghost” card
Schedule and conduct training
Develop and implement a Communications Plan
Commence “Go Live” on a sequenced basis

7. eEVENT PLANNING PROGRAM
QUESTIONS?