CPT Jerry Higginbotham/AFRC-JA/ NOV 12 Current Guidance Department of the Army Conferences US Army Reserve Command Office of the Staff Judge Advocate 1

CPT Jerry Higginbotham/AFRC-JA/ NOV 12 Current Guidance Authority: - Memorandum, Deputy Secretary of Defense, 29 Sep 12, subject: Implementation of Conference Oversight Requirements and Delegation of Conference Approval Authority - Memorandum, Secretary of the Army, 17 Oct 12, subject: Interim Guidance for Implementation of New OSD Conference Policy. - AD (Army Conference Policy), 14 Oct 11 - Memorandum, AASA, 29 Oct 12, subject: Supplemental Conference Guidance and Data Call for Proposed FY 13 Conferences. 2

CPT Jerry Higginbotham/AFRC-JA/ NOV 12 Agenda: - Conference defined - Approval Authority - Conference Request Issues 3

CPT Jerry Higginbotham/AFRC-JA/ NOV 12 A Conference was… AD A meeting, retreat, seminar, symposium or event that involves attendee travel. But not… - Statutory command and staff oversight functions - Service-endorsed training - Regularly scheduled courses of instruction (ATRRS) NOT at a hotel or conference center 4

CPT Jerry Higginbotham/AFRC-JA/ NOV 12 DoD says a Conference is… 29 Sep 12 Memorandum, Attachment 2 DoD says a Conference is… 29 Sep 12 Memorandum, Attachment 2 AD plus “Indicia of a Conference” - Registration, registration fees, a published substantive agenda, scheduled speakers, discussion panels - Events may qualify as a conference without meeting all indicia - Some training events may qualify as conferences 5

CPT Jerry Higginbotham/AFRC-JA/ NOV Sep 12 DoD Memorandum, Attachment 2 Activities NOT considered a Conference… - Necessary to carry out statutory command and staff oversight functions - Internal agency business held in government/military facilities - Necessary for planning, preparing, and executing “war games, military exercises, and operational deployment - International Cooperation Engagements focused on diplomatic relations

CPT Jerry Higginbotham/AFRC-JA/ NOV Sep 12 DoD Memorandum, Attachment 2 Activities NOT considered a Conference… - Formal classroom training at Gov/Mil facilities - Change of Command, award, funeral, or other such ceremonies held at Gov/Mil facilities - Primary purpose is military recruiting/recruitment advertising

CPT Jerry Higginbotham/AFRC-JA/ NOV 12 8 SECARMY says a Conference is… 29 Oct 12 Memorandum SECARMY says a Conference is… 29 Oct 12 Memorandum What DoD said, except… Those activities NOT considered a conference are now considered exemptions, AND Only AASA can grant an exemption!!! Paragraph 3.a. - Exemption request Procedure

CPT Jerry Higginbotham/AFRC-JA/ NOV 12 9 What does this mean for USARC? What does this mean for USARC? If the meeting requires travel, submit a conference approval request. OR If the activity meets one of the 7 DoD exemptions, submit a exemption determination request to AASA. OR BOTH!

CPT Jerry Higginbotham/AFRC-JA/ NOV 12 Approval Authorities Army-Hosted Conferences > 500,000 - SECARMY $100,000 to $500,000 – CG, FORSCOM < $100,000 – HQDA Principal Official (CAR) for BOTH OCAR and USARC Sponsored Events 10

CPT Jerry Higginbotham/AFRC-JA/ NOV Approval Authorities Non-DoD-Hosted Conferences Attendance SUSPENDED through 31 Dec 12 Unless previously approved or an exception granted. NOTE: If you are a guest speaker at the event for one hour and depart thereafter you are an attendee Exception process and approval criteria – Paragraph 6.b., 29 Oct 12 AASA Memorandum SECARMY for any co sponsorship or no-cost contract with a non- Federal entity

CPT Jerry Higginbotham/AFRC-JA/ NOV Approval Authorities SECARMY is approval authority for all non-DoD sponsored conferences where ARMY WIDE cost > $20K AASA is approval authority for all non-DoD sponsored conferences where ARMY WIDE cost < $20K

CPT Jerry Higginbotham/AFRC-JA/ NOV 12 New Army Directive on conferences to be published 1 January

CPT Jerry Higginbotham/AFRC-JA/ NOV 12 AASA Requirement FY13 14 FY 13 Data Call – Due 29 Nov 12 - All Army-Hosted Conferences > $100,000 - All co sponsorship or no-cost contract with NFE - All government-funded spouse travel - Provide anticipated number of attendees to large non- DoD hosted conferences - Add any additional non-DoD conference you anticipate sending even ONE attendee

CPT Jerry Higginbotham/AFRC-JA/ NOV Conference Request Issues  Timeliness of submission  Certifying Statement/Analysis of other means  Location Analysis  Gov/Mil facility not always best  Inadequate agenda

CPT Jerry Higginbotham/AFRC-JA/ NOV QUESTIONS?