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Group/Meeting Planning Services Information

TPASS discontinued the Group Meeting Planning services effective April 1, 2003. Therefore, the contents of this page are being provided for informational and reference purposes. State agencies need to follow State and internal procedures to secure group meeting planning services.

State Facilities for Meetings, Conferences, and Examinations. A state agency shall use state-owned or state-occupied facilities for meetings, conferences, and administration of group examinations and may not use appropriated money to lease private facilities for these purposes unless state facilities are not available when needed, are not adequate to accommodate the meeting, conference, or examination, or are not an economically favorable alternative to other facilities." Added by Acts 1999, 76th Leg., ch. 1498, § 4, eff. Sept. 1, 1999. Title 10 Chapter 2113 Section 106

Below is a sample meeting specifications form state agencies may use as a guide in handling their group meeting planning functions. Also, to further assist state agencies the STMP has provided a listing of Convention and Visitor's Bureaus (CVB) located in State of Texas cities (see below). For questions, please call the STMP at (512) 463-3435.

Meeting Specification Form (PDF)

HELPFUL INFORMATION

To determine if a state or commercial facility is adequate, state agencies should look at all aspects of the meeting or conference. Some factors to consider are:

• Lodging accommodations (would these impose transportation costs from hotel to state building?);
• Overall cost;
• Ample parking at the state facility;
• After hours access to the state facility;
• Approved food functions;
• Mission of the meeting (i.e., those that would require a secluded facility); and,
• Profile of attendees.
• Remember a cancellation clause is a negotiation point.

CONVENTION AND VISITORS BUREAU CONTACT LIST OF MOST FREQUENTED IN-STATE CITIES

State Agencies may use this list of in-state Convention and Visitors Bureaus (CVBs) to supplement the Centralized Master Bidders List (CMBL) at the discretion of their entity director. Reminder: State Purchasing laws and procedures must be followed.

CONTACT LIST OF TOP 10 OUT-OF-STATE CONVENTION AND VISITORS BUREAUS

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