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Internal Trade ~ Process for Ordering CSERV Conference Services

Conference Services

  1. BEFORE raising a requisition on Oracle, you will need to contact the Conference Office to agree the service to be provided.
  2. Once the service has been agreed, the Conference Office will send you a Provisional Confirmation Letter detailing the service to be provided and associated charges. This will also detail whether a deposit is payable.
  3. Once you have received this letter, you will then need to raise a requisition on Oracle through the Internal Trade route. The requisition will need to include a separate line per service e.g. accommodation/catering/meeting room etc. and a separate line will also need to be created for the deposit, if applicable.
  4. Once the requisition has been approved, if a deposit is payable you will need to receipt the deposit on Oracle.
  5. Once the Conference Office has received the Purchase Order and the deposit, if applicable, your booking will be treated as confirmed. At this stage, the Conference Office will send you a Confirmation Letter. Please note that your booking will not be treated as confirmed until the Conference Office receive the Purchase Order and if applicable, the deposit.
  6. After the Purchase Order has been sent to the Conference Office, any amendments to numbers required or service to be provided should be agreed with the Conference Office by e-mail in line with the terms and conditions of the booking.
  7. After the service has been provided/event taken place, the Conference Office will send you a breakdown of the services actually provided and the final charges for these. The order should not be receipted until you have received these details.
  8. If you agree with these details, please receipt the order on the basis of the breakdown of the final charges. Any queries should be referred to the Conference Office.
  9. If the final breakdown of service provided and associated charges differ from the original requisition, then you will need to action a Purchase Order Change Request.
  10. Once it has been receipted, you need to check that the Purchase Order is closed on Oracle, otherwise your encumbrances may be affected.
  11. The person who originally raised the requisition will be sent reminder e-mails if the Purchase Order isn’t receipted within 5 days of the goods/services being provided. Please do not receipt the Order until you have received the details of the breakdown of the services actually provided. After this has been received, please receipt the Purchase Order as soon as possible.

Conference Management Services

  1. BEFORE raising a requisition on Oracle, you will need to contact the Conference Office to agree the service to be provided.
  2. Once the service has been agreed, the Conference Office will send you a Provisional Confirmation Letter detailing the service to be provided and Management Service Fee.
  3. Once you have received this letter, you will then need to raise a requisition for the Management Service Fee on Oracle through the Internal Trade route.
  4. Once the Conference Office has received the Purchase Order your booking will be treated as confirmed. At this stage, the Conference Office will send you a Confirmation Letter. Please note that your booking will not be treated as confirmed until the Conference Office receives the Purchase Order.
  5. After the Purchase Order has been sent to the Conference Office, any amendments to numbers required or service to be provided should be agreed with the Conference Office by e-mail in line with the terms and conditions of the booking.
  6. After the service has been provided/event taken place, the Conference Office will you send a breakdown of the service actually provided and the final charges for this. The order should not be receipted until you have received these details.
  7. If you agree with these details, please receipt the order on the basis of the breakdown of the final charges. Any queries should be referred to the Conference Office.
  8. If the final breakdown of service provided and associated charges differ from the original requisition, then you will need to action a Purchase Order Change Request.
  9. Once it has been receipted, you need to check that the Purchase Order is closed on Oracle, otherwise your encumbrances may be affected.
  10. The person who originally raised the requisition will be sent reminder e-mails if the Purchase Order isn’t receipted within 5 days of the goods/services being provided. Please do not receipt the Order until you have received the details of the breakdown of the services actually provided. After this has been received, please receipt the Purchase Order as soon as possible.