In accordance with DoD's conference policy, all conferences that DoD hosts or that DoD personnel attend are required to be reported through a central DoD Conference Tool. This data is used to generate the annual reports that are posted publically and support the Department's ongoing oversight of conference activities.
Registering attendance at a non-DoD hosted conference in the DoD Conference Tool is a two step process. First, the DoD organization selects the conference that they are sending personnel to from a list of conferences. Second, they enter the details about their attendance at the conference and upload the approval memorandum that authorized their personnel to attend the conference. Utilizing this two step process allows the Department to ensure that it can subsequently aggregate the attendees from multiple DoD organizations that are attending the same conference because each organization has selected the conference from the same overall list of conferences.
If a DoD organization is the first to try to register approved attendees at a particular conference and it does not appear on the selection list, the DoD Conference Tool allows them to enter the details about the conference and submit it for inclusion on the list. This submission is then reviewed by an administrator for completeness and to ensure that it is not duplicative with a conference that is already on the list.
All CAC users should submit conferences directly through the DoD Conference Tool.
Many non-DoD organizations that are hosting conferences would like the opportunity to submit the details about their conference to DoD to ensure that it appears on the selection list and can be selected by the DoD organizations that are sending personnel to attend the conference. Now you can. To do so, please follow the instructions below. As with submissions from DoD organizations, your submission will be reviewed by an administrator for completeness and to ensure that it is not duplicative with a conference that is already on the list. Please note, inclusion of a particular conference on the selection list does not reflect DoD endorsement of that conference and does not imply that DoD personnel are authorized to attend the conference. Approval decisions remain the responsibility of the individual approval authorities, as detailed in DoD's conference guidance.
First, download the appropriate template , depending on whether you plan to submit a single conference for inclusion or multiple conferences.
Second, email the completed form to firstname.lastname@example.org. You will be notified when the conference has been added to the submission list.
The information that you will need to complete the forms, along with the required format, are as follows:
- Conference Name: Must be unique. Maximum of 255 characters.
- Email Address: Will be used to notify you when the conference has been added to the selection list. Separate multiple email addresses with a semi-colon (;).
- Non-DoD Entity Organization Name: Enter the organization that is hosting the conference. Maximum of 255 characters.
- Start Date: Must be before the end date and in the format MM/DD/YYYY.
- End Date: Must be after the start date and in the format MM/DD/YYYY.
- City: Maximum of 255 characters.
- State: Select from the drop-down menu.
- Zip Code: 5 digit zip code only.
- Country: If required, select from the drop-down menu.
- Venue: Maximum of 255 characters.