Attend A Conference

Is Your Event a Conference?

conferenceDOE defines a conference as a meeting, retreat, seminar, symposium, workshop, or event that involves attendee travel. A conference is generally organized for the purpose of facilitating a discussion or exchange of views on matters related to the mission of DOE. The key element for a conference is the sharing of information.

Events, meetings and traveling where you are solely doing work are not conferences. (e.g., traveling to another lab to conduct an experiment or decide on how a DOE project should be managed is considered “work” and not a conference). 

View Office presentation iconConference Travel Summary for additional information.

A formal conference often includes, but is not limited to:
  • Multiple Agency and/or non-governmental involvement
  • Registration
  • Registration fees
  • Published substantive agenda
  • Scheduled speakers or discussion panels.

Individual events may qualify as conferences without meeting all of the criteria listed above, but will generally meet some of them.  Some training events may qualify as conferences for the purposes of this guidance, particularly if they take place in a hotel or conference center.

Contact the PPPL Travel Office if you need help determining whether your event is a conference or not.

Conference Exclusions

Events that meet at least one of the exemption criteria listed in this PDF icontable are not considered conferences.  In some cases, multiple criteria must be met for a conference to be considered exempt.

How to Attend Your Meeting

briefcaseOnce you have determined the type of meeting you will be attending, you can begin the preparation process.

All planned conference attendance must be coordinated with the Travel Office. A Conference Attendance Request Form must be submitted to the PPPL Travel Office at least 6 months prior to the early registration date. No expenses may be incurred until approved by the Travel Office.

If your meeting is classified as a conference, familiarize yourself with Conference Policies/Procedures then go to Get Authorization and follow instructions under Conference Travel Authorization to prepare for your trip.

If your meeting has met the exemption conditions and is not considered a conference, go to Get Authorization and follow directions under either Domestic Travel  or Foreign Travel Authorization.