Conferences & Events Agreements
Utilize the Hotel and Event Agreement checklist, the Payment Method flowchart, and the following information to determine the procedure you need to follow for various conferences and event agreements. Please note: some forms and checklists are interactive and include show/hide functionality. These forms work best when downloaded and opened in a desktop reader app. Users may experience compatibility issues or errors if opening these within their internet browser or on mobile devices.
If you are not yet registered to use specialty forms in the PantherExpress System, please review System Access & Training for instructions to gain access.
Event Agreement Requirements
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 FN 07, departmental event planners must use a University-approved agreement.
- Agreements with a Signature Venue, using a University-negotiated Event Master Agreement, and valued at $10K or less may be signed by the departmental approver to become fully-executed. The fully-executed agreement and any supporting documentation must be retained in compliance with the University's Records Retention Policy.
- 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 and a Directed or Sole Source Justification (DSSJ) form is required. Submit the DSSJ along with the agreement through the PantherExpress System.
- All contracts with a non-Signature venue must also be submitted through the C&E Specialty Form in the PantherExpress System, regardless of cost.
- All University departments must have a fully executed contract for payment(s) to be made by the University.
Anthony Travel, in coordination with the University, provides a managed Hotel Program for all groups, events and individual business reservation that require hotel accommodations. This program provides the following benefits:
- Help mitigate risk in the negotiation phase with Anthony Travel working directly with hotels to obtain the msot favorable pricing and terms.
- Increase buying power by leveraging total spend across the University and Anthony Travel.
- Provide your department and its guests with discounted accommodations that meet the University's standards of quality and service.
- Anthony Travel brings a wealth of in-depth knowledge and experience working with venues on premier events locally, nationally and internationally that you can leverage for your events.
All contracts with any hotel, regardless of dollar amount, must be initiated through the following process with Anthony Travel's Hotel Program Manager. The Hotel Program Manager has authority to negotiate agreements on behalf of the University and is responsible for cultivating hotel relationships and managing the overall Hotel Program.
To begin planning your area's next event, please complete the Hotel Room Blocks and Hotel Conference/Meeting Space Request Process outlined below.
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 and use the Hotel Room Block and Hotel Conference/Meeting Space Request Process.
A Signature Venue is a local venue with whom the University has an established Event Master Agreement template which complies with University contracting standards. All contracts with a Signature Venue must use the Event Master Agreement template. Contracts with Signature Venues valued under $10,000 do not require signatures from Purchasing Services and may be signed by a Departmental Approval and the Venue.
- Listing of Signature Venues for meeting facilities/banquet rooms
Heinz History Center
1212 Smallman Street
Pittsburgh, PA 15222
Event Agreement Template*
Soldiers and Sailors Memorial Hall and Museum Trust, Inc.
4141 Fifth Avenue
Pittsburgh, PA 15213
Event Agreement Template*
*Event Agreement Template are only available for review. The venue will complete the agreement and send it to you for a signature.
- Booking Instructions
If your booking is $10,000 or under and you select one of the Signature Venues listed above:
- contact the venue,
- make your arrangements,
- obtain the University-established event agreement from the venue,
- confirm that the form of the agreement is the same as the event agreement template shown for the venue listed above, and
- have the agreement signed by a person with signature authority in your department.
- Local Hotels
- 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 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:
- Name the University as the certificate holder
- 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 actual contract is requested, thereby getting the facility in question to initiate the process of contacting their insurance carrier to obtain the certificate. This process is the same methodology utilized by departments when initiating a Services Agreement with a service provider.
- Obtaining a Certificate of Insurance
A venue where the University will be holding an event may 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.
Use the Payment Method flowchart for a visual explanation of the payment process. Note: All events must have a fully executed contracted before making any payments.
- Direct Bill Payments
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. To obtain this, submit a University/Business Profile Request.
- 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 this page to identify if the University 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 email@example.com with the subject line, “Request for Direct Billing”.
- Check Payments (“Create Invoice” Process in the PantherExpress System)
- Submit a Conference & Event (C&E) Specialty Form with any supporting documentation in the PantherExpress System to create a Requisition.
- 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.
- 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."
- 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 require review by Purchasing Services:
- Submit a Conference & Event (C&E) Specialty Form with any supporting documentation in the PantherExpress System to create a requisition.
- 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.
- Use the Travel Card to make payments.
- Open an expense report in Concur and make note of the report key number.
- In Concur, record the PO number in the expense report comments field.
- In the PantherExpress System, record the report key number in the PO comments.
- Close the PO in the PantherExpress System.
- If you need to reopen this later, contact Customer Service.
- As payments are made, attach receipts to the appropriate line item in the Concur expense report.
- Use expense type “PEX Conference & Event Payment”.
- 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 may receive notices about reconciling your charges before all payment and receipts are available. Please do not submit the report until everything has been attached.
Procedure for agreements that do not require review by Purchasing Services:
- Open an expense report in Concur.
- Attach the fully executed agreement to the expense report.
- Use the Travel Card to make payments.
- As payments are made, attach receipts to the appropriate line items in the expense report.
- For events without alcohol: use expense type “PEX Conference & Event Payment”.
- For events with alcohol: use expense type “PEX Conference & Event Payment w/ Alcohol”
- 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.
- Note: there should only be one expense report for the entire event, allowing you to track total expenses for an event. You may receive notices about reconciling your charges before all payments and receipts are available. Do not submit the report until everything has been attached.
- What is a virtual or hybrid conference/event?
A virtual conference is a web-based event that replicates many aspects of a traditional on-location conference, membership meeting, or trade show. It may take place on a standalone basis or in conjunction with an on-location based conference (i.e., a “hybrid” event).Virtual conferences feature multiple sessions (not just a single webinar or webcast) and may include keynote presentations, training and education workshops, discussion areas, social networking opportunities, exhibit areas for vendors, and various other features. Activities in a virtual conference may take place in real time (synchronously), on demand (asynchronously), or some combination of the two.
- University-wide Contracted Suppliers
- Accelevents is a University-wide Contracted Supplier in the PantherExpress System to be used for virtual/hybrid conferences and events for which it is free for attendees.
- For virtual/hybrid conferences and events where attendees will be paying to attend, please follow the Registration Process listed below.
- Visit this page for more information, including how to process an invoice for Accelevents.
Encore Group (USA) LLC (formerly known as PSAV)
- Encore Group (USA) LLC (formerly known as PSAV) is a University-wide Contracted Supplier in the PantherExpress System to be used for virtual/hybrid conferences and events.
- The registration process below will need to be followed for all attendees, whether they are attending for free or paying.
- Visit this page for more information, including how to process an invoice from Encore Group (USA) LLC (formerly known as PSAV).
- Registration Process for Virtual/Hybrid Conferences and Events
University of Pittsburgh Departments will need to complete registration for a virtual/hybrid conference/event in one of two ways:
If the department is capable of handling registration and payment (if necessary) on their own through their Pitt Merchant account, then they can send the registration data, once processed on the University’s end, to the virtual conference provider through a data download/upload. For information about the process to become a Pitt Merchant visit ebusiness.pitt.edu/index.php. Please note that it takes 8 to 12 weeks to complete the overall approval process for becoming a Pitt Merchant.
The University’s Conference Services Department offers a registration service through KX Registration that provides registration for all free and paid attendees in which the department would NOT need to become a Pitt Merchant. The administration fee for Conference Services Registration Service is 5% of the total registration revenue and includes support and training from the University’s Conference Services department as well as two complimentary full-page edits to your registration page. If more edits need to be made, the department may incur additional fees. To get started with KX Registration follow the processes below:
- Contact Conference Services using the Registration Information Form. Once the form is reviewed, a member from Conference Services will reach out to the department to begin the registration process.
- For paid events - the funds from the registration fees would be sent to Conference Services and then Conference Services would provide the funds to the department in one of the following ways:
- All registration fees would be deposited into the Conference Services account and then they would transfer the funds (minus the 5% of the total registration revenue) to the department. The transfer can be done in the middle of the registration process or at the end.
- All registration fees would be deposited into the Conference Services account and then they would transfer the funds to the department. The transfer can be done in the middle of the registration process or at the end. After the funds are transferred, Conference Services would invoice the department separately for the 5% of the total registration revenue. This option would be best for departments that are looking to use Conference Services for other expenses when planning their event, such as Catering, Facilities, Audio Visuals, etc.
- For free events (Encore Group (USA) LLC only) - Conference Services will invoice the department for a flat fee of $250 for the creation and maintenance of the page once the registration is complete. Conference Services or the department can send the registration data, once processed on the University’s end, to the virtual conference provider through a data download/upload.
Event Production Equipment and Services
The following are University-wide Contracted Suppliers in the PantherExpress System for event production equipment and services. Visit each supplier information page for details about their products and services as well as how to place an order:
- Benack Sound Productions, Inc.
- Hughie’s Event Production Services
- Windswept Promotions
- Event Source
- Lendable Linens
- All Occasions Party Rental, Inc.
- Marbella Event Furniture & Décor Rental
Catering and Restaurant Services
Pitt Catering Co. provides catering on the Pittsburgh Campus. Outside groups that require religious or ethnic food not offered on campus by Pitt Catering Co. must have prior approval from the Department of Food Services to bring in outside catering services. Any alcohol service on campus must be provided through catering. Review the following procedures and contact the Pitt Catering Co. for additional information:
|Type of Catering||Procedure|
|Catering on-campus for large groups or events through Compass||Contact the Pitt Catering Co. Invoicing will occur via interdepartmental charge and will appear on your level report. Pitt Catering Co. Can provide catering drop off services on or within 5 miles of campus.|
Food and/or non-alcoholic beverage deliveries either on or off campus (no servers/service - i.e. pizza or boxed lunches)
|Preferred method of payment is the Travel Card. Then, reconcile the charge on an expense report in the Concur travel system. For other forms of payment contact Customer Service. No contract is required.|
|*Bartending service on Campus||
Pitt Catering Co. can provide bartending services it there is accompanying food services, however alcohol must be purchased, stored and transported by the client. Alcohol can be purchased through Soiree Partners and/or Dreadnought Wines (see the Soiree Partners and/or Dreadnought Wines section below for more information).
For bartending services outside of Pitt Catering Co., use the Conference/Event Agreement Specialty form in the PantherExpress System with a contract. Payment can be made by Travel Card or Check (see Payment Methods Flowchart for Conference & Event Agreement)
|Restaurant (group meal, regular menu) when the restaurant requires a contract.||Use the Conference/Event Agreement Specialty form in the PantherExpress System with a contract. Payment can be made by Travel Card or Check (see Payment Methods Flowchart for Conference & Event Agreement)|
|Food service for University-sponsored, off campus event, at a stated time with dedicated servers/staff||Use the Conference/Event Agreement Specialty form in the PantherExpress System with a contract. Payment can be made by Travel Card or Check (see Payment Methods Flowchart for Conference & Event Agreement)|
|Restaurant (group meal, regular menu) when the restaurant does not require a contract.||Preferred method of payment is the Travel Card. Then, reconcile the charge on an expense report in the Concur travel system. For other forms of payment contact Customer Service. No contract is required.|
Food truck on-campus where vendor does not require a contract and attendees will be responsible for payment.
No contracting needed. Obtain the appropriate health department certification and Certificate of Insurance from the vendor (Pitt Catering Co. can be your resource for this).
Food truck on-campus where vendor does not require a contract and the University will be responsible for payment.
No contracting needed. Department Travel Card can be used for payment which will be reconciled through Concur. Obtain the appropriate health department certification and Certificate of Insurance from the vendor (Pitt Catering Co. can be your resource for this).
Food truck on-campus where vendor requires a contract
Obtain an unsigned contract, the appropriate health department certification and Certificate of Insurance from the vendor (Pitt Catering Co. can be your resource for this). Use the Conference & Event Specialty form in the PantherExpress System with unsigned contract, vendor health department certificate and Certificate of Insurance to have the contract reviewed and signed by Purchasing Services. Payment can be made by Travel Card or Check (see the Payment Methods Flowchart for Conference & Event Agreement).
*Pitt Catering Co. will not provide bartenders for a campus event if there is not accompanying food service.
Soiree Partners and Dreadnought Wines
Soiree Partners is licensed in Pennsylvania to transport alcohol. Soiree Partners purchases spirits and some wine directly from the Pennsylvania Liquor Control Board (PLCB) stores, beer through local wholesale distributors, and most wine from a sister company, Dreadnought Wines.
Note: In order to legally purchase these products, Soiree must receive a check payment in advance (see purchasing instructions below), which the company then deposits and uses to make the requested purchases. This is the only legal process the PLCB permits in order for Soiree Partners to provide these services. Soiree Partners creates and delivers an estimate of sale in advance to customers which includes the delivery/pick up charges as well as a summary of the funds required to purchase wine, spirits and beer.
Dreadnought Wines is a wine importer and distributor. Dreadnought represents wines from smaller vineyards all over the world. The wine list is fairly extensive and includes wines in all price ranges and styles. Dreadnought works within the PLCB’s Special Liquor Order (SLO) system and is legally permitted to sell to the public and process each order through the SLO system.
- Purchasing Instructions
Soiree Partners and Dreadnought Wines are licensed separately in the state of Pennsylvania. Thus they are required to invoice and be paid separately. Due to these requirements, departments should create two separate requisitions (using the Conference and Event Specialty Form in the PantherExpress System) when requiring the services of these two companies. Payment can be made by check or Travel Card following the instructions found in the Payment section of this page.
- Bartending Services Are Not Provided
Please note that neither Soiree Partners nor Dreadnought Wines provides bartending services. When contracting with Soiree and/or Dreadnought, please secure bartending services from Compass if the event is on campus and there is an accompanying food service or contract with a bartending service if the event is on campus but there is no accompanying food service.
Further Instructions and Contact Information