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eEVENT PLANNING TRAINING PROGRAM

Learn about the new online process for event planning, including the advantages and a demonstration of completing the forms. Contact us for any questions.

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eEVENT PLANNING TRAINING PROGRAM

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  1. eEVENT PLANNING TRAINING PROGRAM

  2. eEVENT PLANNING TRAINING PROGRAM AGENDA • Introductions • Quick overview of eEvent Program Current Process New Online Process • Advantages of Program • Demonstration of completing/submitting Globetrotter online Meeting Request Form • Demonstration of completing/submitting UMBC online eEvent form • Questions

  3. eEVENT PLANNING TRAINING PROGRAM Business Services: Jim Citro: x53632, citro@umbc.edu Linda Miller: x53288, limiller@umbc.edu Procurement: Ina Caplan: x54558, caplan@umbc.edu Sharon Quinn: x52540, squinn@umbc.edu

  4. eEVENT PLANNING TRAINING PROGRAM Globetrotter Travel Michael Buttner, CEO 800-322-7032 x104, mikeb@globetrottermgmt.com Karen Gibbs, Meeting Planner 800-3227032, x153, kareng@globetrottermgmt.com

  5. eEVENT PLANNING TRAINING 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.

  6. eEVENT PLANNING TRAINING PROGRAM NEW PROCESS An online process using, Globetrotter Travel (UMBC contract travel agency) to plan all off campus events regardless of dollar amount which requires either meeting space, sleeping rooms, food/non-alcoholic beverages or audio-visual equipment. • Online meeting request form sent to Globetrotter Travel. To access this form, click on the blue highlighted link on top of the UMBC eEvent Form located at https://my.umbc.edu/apps/eevent/ • Globetrotter bids the event and sends all results to Procurement.

  7. eEVENT PLANNING TRAINING PROGRAM NEW PROCESS – continued • Procurement and Department reviews the results.. • Department completes UMBC’s online e-Event form located at https://my.umbc.edu/apps/eevent/ to confirm approval which is automatically sent to Globetrotter and Business Services. • Procurement executes contract and will send copy to department for records. • Payment is made via Diner’s Club e-Event Ghost Card.

  8. eEVENT PLANNING TRAINING 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.

  9. eEVENT PLANNING TRAINING PROGRAM QUESTIONS?

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