PAYMENT PROCESS FOR MEETING, CONFERENCE, AND EVENT RELATED EXPENSES - 4117-5

(Revised: 10/2019)

Payment for all state-conducted meetings, conferences, events, seminars, workshops, off-sites, presentations, training, examination locations, forums, public hearings, trade shows, and job fairs when conducted at a lodging or event establishment shall be made utilizing the state’s contracted Travel Payment System (TPS) Meeting Account (MTG).

For all meeting and event contracts between the state of California and a lodging and/or meeting industry vendor, the contract must include the TPS MTG as the method of payment.

Authorized meeting and event expenses include but are not limited to:

• Meeting space for hotel, conference, and convention centers
• Exhibit space
• Conference meals
• Hotel business services (faxing, photocopying)
• Audio visual and telecommunications rentals and services
• Meeting planner consultant fees
• Air transportation
• Ground transportation including shuttle companies and car rentals