§ 301-16.3 - Authorization of Government sponsorship or co-sponsorship of a conference.

(a) General. A senior agency official shall authorize Government sponsorship or co-sponsorship of a conference which involves travel by 30 or more employees.

(b) Prohibition on use of a place of public accommodation that is not an approved accommodation—(1) General rule. As provided in 15 U.S.C. 2225a, an agency, as defined in § 301-17.2(a) of this chapter, may not sponsor or fund in whole or in part a conference in any State, as defined in § 301-17.2(f) of this chapter, at a place of public accommodation that is not an approved accommodation as defined in § 301-17.2(c) of this chapter, unless a waiver is granted under paragraph (b)(2) of this section. This prohibition also applies to Federal funds expended by the government of the District of Columbia.

(2) Waiver of the prohibition on scheduling a conference at a place of public accommodation that is not an approved accommodation. An agency, as defined in § 301-17.2(a) of this chapter, may sponsor or fund in whole or in part a conference in any State, as defined in § 301-17.2(f) of this chapter, at a place of public accommodation that is not an approved accommodation when the agency head waives the prohibition in paragraph (b)(1) of this section based on his/her written determination that such waiver is necessary in the public interest for a particular event. The agency head may delegate the authority to waive the prohibition in paragraph (b)(1) of this section to a senior level official if such official is given the authority with respect to all conferences sponsored or funded by the agency.

(3) Requirement to include prohibition notice on advertisements and applications for attendance at a conference. As required by 15 U.S.C. 2225a, any advertisement or application for attendance at a conference sponsored or funded in whole or in part by an agency in any State, as defined in § 301-17.2(f) of this chapter, shall include a notice of the prohibition contained in paragraph (b)(1) of this section on holding a conference at a place of public accommodation that is not an approved accommodation. An agency shall not be required to include notice of the prohibition in any advertisement or application for attendance at a conference, however, when the agency head, or his/her designee, waives the prohibition in accordance with paragraph (b)(2) of this section.

(4) Notification to non-Federal entities receiving Federal funds of the prohibition on scheduling a conference at a place of public accommodation that is not an approved accommodation. As provided in 15 U.S.C. 2225a, an Executive agency, as defined in 5 U.S.C. 105, which provides Federal funds to a non-Federal entity shall notify the non-Federal entity receiving such funds of the prohibition contained in paragraph (b)(1) of this section.