Plan/Host an Event

Meetings can take place either on-site or off-site.  Planning requirements will differ depending on where you decide to host your meeting.  Follow the steps below for planning/hosting a meeting:

Before You Begin


On-Site Meeting Procedure

checkmark smDepartment Head Meeting

Set up an informal meeting with your Department Head to share your intent to host an event.

checkmark smComplete the PDF iconConference Sponsorship Approval Request Form

Submit completed form to PPPL Travel for development of a cost estimate and recommendation of a registration fee distinguishing between allowable and unallowable costs.

checkmark smApproval Decision Tree

Your request must be approved by varying levels of management before an event can be hosted.  Below is the line of review and approval:

  • PPPL Travel Office
  • Planning & Control (P&C) Division
  • Department Head
  • Director's Office

Once approved by the Director's Office, the request will be returned to PPPL Travel for further processing.

checkmark smUse PDF iconPPPL Meeting Checklist

Refer to this checklist as a guide to help you get started with your planning process.

checkmark smHost a Conference

PPPL Travel will provide assistance and guidance through all steps that must be completed to host a conference. Refer to Planning Tools for more  helpful resources to make your conference a success.


Off-Site Meeting Procedure

checkmark smDepartment Head Meeting

Set up an informal meeting with your Department Head to share your intent to host an event.

checkmark smComplete the PDF iconConference Sponsorship Approval Request Form

Submit completed form to PPPL Travel for development of a cost estimate and recommendation of a registration fee distinguishing between allowable and unallowable costs.

checkmark smApproval Decision Tree

Your request must be approved by varying levels of management before an event can be hosted.  Below is the line of review and approval:

  • PPPL Travel Office
  • Planning & Control (P&C) Division
  • Department Head
  • Director's Office

Once approved by the Director's Office, the request will be returned to PPPL Travel for further processing.

checkmark smUse Office spreadsheet iconConference Management Start-up Check_list

Refer to this detailed list for covering every step to hosting a successful off-site conference.

checkmark smUse PDF iconPPPL Meeting Checklist

Refer to this checklist as a guide to help you get started with your planning process.

checkmark smHost a Conference

PPPL Travel will provide assistance and guidance through all steps that must be completed to host a conference. Refer to Planning Tools for more  helpful resources to make your conference a success.