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Guide Overview

U.S. General Services Administration. Federal Acquisition Service. GSA Federal Planner Toolbox Tools to Help You Plan a Smart Meeting or Conference [Date]. Guide Overview.

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Guide Overview

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  1. U.S. General Services Administration. Federal Acquisition Service.GSA Federal Planner ToolboxTools to Help You Plan a Smart Meeting or Conference [Date]

  2. Guide Overview • This guide steps you through the GSA tools available for Meeting and Conference Planning. GSA’s Travel Management Information Service (MIS) Group Travel Planning Tool and the FedRooms Groups & Meetings Tool will enable you to plan a successful event and travel experience.

  3. Planning smart is a two-step process Select the best city with GSA Travel MIS’ data tool Select the best venue with FedRooms Groups & Meetings

  4. Step 1GSA’s Travel Management Information Service (MIS) Group Travel Planning Tool Before you can access this tool, a login to the GSA Travel MIS system will need to be created. Send an email request asking for access to the conference planning tool in GSA Travel MIS to travel.programs@gsa.gov. The reply you receive will include your user name and password and direction for accessing the tool.

  5. Screenshots: GSA Travel MIS After signing in, follow the path shown to initiate a group travel planning report.

  6. Screenshots: GSA Travel MIS Enter the event start and end date, the cities that travelers will be flying from, the desired event location, the conference fee, and the number of travelers. (Maximums are noted.)

  7. Screenshots: GSA Travel MIS This screenshot reflects the specific conference needs. We’re planning a meeting around Earth Day which is April 22nd. Once complete, hit the run link at bottom of the page.

  8. Screenshots: GSA Travel MIS After hitting run at the bottom of the previous page, wait for all globes to change from shades of gray to colors. The hyperlink to the right will change to say “view report.” Click and the report will open in Microsoft Excel.

  9. Screenshots: GSA Travel MIS The tool should produce 4 pages, including a cover page, a group travel planning report, a GHG emissions results page, and a data grid. The data grid allows you to change some of your data. If you get more than four sheets or tabs, follow the Microsoft Excel macro guidance provided in the email you received from GSA that included your username.

  10. Screenshots: GSA Travel MIS This Group Travel Planning Report specifies both the costs and emissions for travel to DCA (Washington). The dropdown box alongside DCA lets you view cost details for the other sites (Chicago and Philadelphia) you are considering.

  11. Screenshots: GSA Travel MIS This is the bottom segment of the Group Travel Planning report page. Notice the number of travelers have been split evenly among the originating airport. The last three lines show total costs and emissions for each proposed city.

  12. Screenshots: GSA Travel MIS This sheet show GHG emissions for the proposed event locations.

  13. Screenshots: GSA Travel MIS All numbers in yellow boxes can be adjusted on the Data Grids tab (currently shown). Any changes will affect costs and emissions estimates.

  14. Screenshots: GSA Travel MIS Thisdata grid reflects adjustments to where travelers are coming from. The length of the conference and the registration fee may be altered in this tab, as well.

  15. Screenshots: GSA Travel MIS Thisnew report shows the dramatic difference in GHG emissions based on the change in travelers’ originating cities.

  16. Example Summary • In this example, based on the cost and emissions estimates from GSA’s Travel Management Information Service (MIS) Group Travel Planning tool we found in step 1, we will choose to host the conference in Philadelphia.

  17. Step 2GSA’s Travel Groups & Meetings Tool This tool does not require a login, it only required internet access and some basic information about the conference you are planning. You can access the tool via the FedRooms website, at www.FedRooms.com From the homepage, click the “Groups & Meetings” tab

  18. Screenshots: FedRooms Groups & Meetings Before using the FedRooms Groups and Meetings Tool, you might want to go to FedRooms.com to see how many possible properties may be available for the city you have selected.

  19. Screenshots: FedRooms Groups & Meetings FedRooms offers 34 properties in Philadelphia proper and 13 properties in downtown Philadelphia.

  20. Screenshots: FedRooms Groups & Meetings Click on the groups & meeting tab at the top of any FedRooms.com page to get to the tool. Then, click “Get Started” to begin the questionnaire.

  21. Screenshots: FedRooms Groups & Meetings The questionnaire is easy to complete!

  22. Screenshots: FedRooms Groups & Meetings This segment of the questionnaire specifies proposed event start and end dates, the number of attendees, and response and decision dates.

  23. Screenshots: FedRooms Groups & Meetings Specify the number of sleeping rooms and meeting rooms here.

  24. Screenshots: FedRooms Groups & Meetings Enter the planner’s contact information in this section.

  25. Screenshots: FedRooms Groups & Meetings Enter the desired location(s) in this section.

  26. Screenshots: FedRooms Groups & Meetings Begin to enter the specific requirements for each meeting room here.

  27. Screenshots: FedRooms Groups & Meetings Specify A/V needs here.

  28. Screenshots: FedRooms Groups & Meetings Specify meal and break needs in this section.

  29. Screenshots: FedRooms Groups & Meetings Specify sustainability needs here along with transportation requirements and VIP details.

  30. Screenshots: FedRooms Groups & Meetings Finally, upload/attach additional meeting needs, that are not already specified in the questionnaire, before clicking the finish button.

  31. Next Step: Receive the Results • Next, you will receive an email with a Microsoft Excel attachment, this will happen in about 3 business days. • The following slides include a partial sample of the market research for an event in Philadelphia. • The report actually identified offers from 5 properties, here the example includes 2 of these offers.

  32. Screenshots: FedRooms Groups & Meetings

  33. Screenshots: FedRooms Groups & Meetings

  34. Screenshots: FedRooms Groups & Meetings

  35. Screenshots: FedRooms Groups & Meetings

  36. Next Step: utilize the research • To complete the booking process, contact the representative from your chosen conference or meeting location. Their contact information will be included in the Microsoft Excel attachment you will have received in an email.

  37. Contact Information If you have any questions please email travel.programs@gsa.gov orcall1-888-472-5585.

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