LAC 4:V.1508. Agency-Hosted Conferences (Formerly §1510)

A. Applies to both in-state and out-of-state. State Sponsored Conferences: agencies must solicit three bona fide competitive quotes in accordance with the current Governor’s Small Purchase Executive Order. 1. Attendee Verification. All state sponsored conferences must have a sign-in sheet or some type of attendee acknowledgment to justify the number of meals charged. 2. Conference Lunch Allowance. Lunch directly billed to an agency in conjunction with a state sponsored conference shall not exceed the combined breakfast and lunch rates of the conference location. Any gratuity not required by the caterer must not exceed 20 percent of the total meal cost. Example: If the GSA meal rates for New Orleans are $17 for breakfast and $18 for lunch, the conference lunch allowance will be $35. 3. Breakfast and dinner require approval from the Commissioner of Administration. Approvals for higher education entities can be made by the entity head or his/her designee. 4. Conference Refreshment Allowance. Cost for break allowances for meetings, conferences, or conventions are not to exceed $5.50 per person. Refreshments are allowed twice per day, morning and afternoon. Gratuity may be added if refreshments are being catered. 5. Conference Lodging Allowances. Conference lodging rates should be within the published PPM 49 lodging rates for the conference location but cannot exceed 50 percent over the published rate without prior approval from the Commissioner of Administration.