2354549.AssetPar.Single.File.0.tmp.x

• Speaker or entertainment contracts that total $25,000 or more will be required to be reviewed by the Meetings & Events department prior to signature.
→
Index
→
3.0 Roles And Responsibilities
3.1 Meetings & Events Department Responsible for implementing and managing the M3 program and the adherence of this policy, with the goal of improving efficiencies within the McDonald’s meeting planning process while measuring the overall meeting spend to maximize cost savings. 3.2 Meeting Owner
2.0 Scope
This policy applies to all meetings and events, hosted or arranged by McDonald’s, and replaces Section 17.2 (Corporate Events) of the Travel Policy. See below for specific guidelines pertaining to the registration, sourcing and/or contracting process for various types of meetings and events.
Responsible for managing the overall meeting or event planning, including coordinating the responsibilities of service providers or related internal departments and business units. The Meeting Planner identifies the requirements of the meeting or event, creates and manages the project plan, and maintains the budget, all in compliance with applicable McDonald’s policies. The Meeting Planner may also be responsible for budget development and approval, attendee management, logistical planning, on-site meeting execution, and payment reconciliation.
3.6
Meeting Planner
Responsible for identifying the requirements of the meeting or event, completing the online Meeting Registration Form and completing all other applicable steps of the M3 program. 3.3 Meeting Approver
A meeting or event that satisfies any one of the following criteria will, in addition to being registered, also be required to be sourced and contracted via the M3 tool in accordance with Sections 4.1 and 4.2 below: • All groups requiring meeting or event space at Hamburger University or The Hyatt Lodge; • A group requiring meeting or event space off campus, with 10 or more sleeping rooms per night; • A group of 50 people or more; • A meeting booked through Meeting Room Manager that requires 10 or more sleeping rooms per night (applies to meeting space at the McDonald’s Oak Brook office buildings) 2.3 Speaker or Entertainment Contracts
a Meeting or Event
A meeting or event that satisfies the following criteria will be required to be registered online using the M3 tool by completing the Meeting Registration Form. • A group of any size requiring meeting or event space at Hamburger University, The Hyatt Lodge or any other hotel or venue. “Meeting or event space” as used here does not include meeting space at any McDonald’s office buildings, unless it satisfies the requirement as outlined in section 2.2. 2.2 Sourcing and Contracting of a Meeting or Event
4.0 Process
4.1 Meeting and Event Registration Procedure For every meeting or event satisfying the criteria defined in Section 2.1 above, an online Meeting Registration Form must be completed and submitted. • This form summarizes meeting or event details and the business objectives, initiates sourcing efforts (where the meeting or event satisfies the criteria defined in Section 2.2 above), and adds the meeting or event to the McDonald’s Meeting Calendar. • This process confirms that the meeting or event dates are the most optimal dates, based on the current McDonald’s Meeting Calendar, in order to avoid potential conflicts. • If necessary, the Meetings & Events Department may contact the Meeting Owner if further clarification is required. 4.2 Lead Time for Meeting and Event Registrations that satisfy the criteria defined in Section 2.2 above
Index
1.0 Purpose 2.0 Scope 2.1 Registration of a Meeting or Event 2.2 Sourcing and Contracting of a Meeting or Event 2.3 Speaker or Entertainment Contracts 3.0 Roles and Responsibilities 3.1 Meetings & Events Department 3.2 Meeting Owner 3.3 Meeting Approver 3.4 Meetings & Events Manager 3.5 Meeting Sourcing Professional 3.6 Meeting Planner 4.0 Process 4.1 Meeting and Event Registration Procedure 4.2 Lead Time for Meeting and Event Registrations 4.3 Meeting or Event Sourcing and Contracting Procedure 4.4 Venue Selection 4.5 Contract Approval Process 4.6 Third Party Vendors and Suppliers 4.7 Attendee Management 4.8 Ethics Responsibilities 4.9 Security and Risk Management Responsibilities 4.10 Authorization and Payment Procedures 5.0 Additional Policies/Documentation