Site Selection for Training or an Event

Site refers to both the geographic location and specific facility selected for an event. IRS employees must exercise good judgment when selecting an event site, considering both projected costs and public perception (optics).

Training events receive a higher priority for classroom learning services (CLS) training room reservations over non-training events. For training events, CLS uses the web-based resource scheduler database to schedule CLS training space; and they will work with the office to provide specific needs for the event. If space is not available, CLS will explore other options with the office such as alternative dates.

The business unit will need to let CLS know the level of support needed for a training event for planning its staff assignments and resources accordingly. CLS needs this notice at least four (4) weeks prior to the training event. CLS does not provide support staff at training events that do not meet CLS criteria.

For non-training events, the office should work with CLS to determine if there are any suitable IRS facilities available. If no IRS space is available or meets the requirements for the event, the business unit should contact their Procurement representative and follow appropriate procurement procedures for finding an approved location according to: Policy and Procedures Memorandum No. 70-24, Acquiring Training, Meeting, and Conference Services and Facilities Space, dated December 30, 2014.

To start the site selection process, the business unit needs to gather the following information:

Desired event location (city) - Generally, events should be held within the commuting area of most of the attendees to minimize travel costs and the need for overnight stays. Cost comparisons are required, if there is no clear majority of attendees in one location

Desired event date(s)

Estimated number of attendees

Desired room set-up

Equipment or logistical support needed (e.g., microphones, lecterns, audiovisual equipment, etc.)

Number of sleeping rooms, if applicable

Any other requirements specific to the event

If sleeping rooms are required, IRS employees are prohibited from soliciting for upgraded sleeping rooms (i.e., suites, etc.) as a part of the site selection and Letter of Intent (LOI) process.

If no-cost upgrades are offered as a part of the hotel’s bid, business unit executive approval is required. Additional guidance may be found in Policy and Procedures Memorandum No. 70-24, Acquiring Training, Meeting, and Conference Services and Facilities Space.