This guidance provides detailed instructions on how to fill out the Hospitality Form for budget requests related to hospitality and official events. It ensures compliance with related policies and alignment with the annual workplan.
Step 1 of 3: Add a request for hospitality/official functions
Step 2 of 3: Input required details of official functions/events*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
| Field Name | Steps for Input | Best Practices | Example |
|---|---|---|---|
Description of Official Function/Event
Provide a brief description of the event or function. Indicate the purpose, target audience, and expected outcomes.
Include details such as the nature of the event, location, and stakeholders involved.
- "Networking luncheon with key stakeholders from UN agencies." - "Reception for visiting diplomats to enhance collaboration efforts."
Total Cost (USD)
Enter the total estimated cost of the hospitality event.
Ensure costs are itemized and aligned with the approved budget. Include vendor quotes if applicable.
Enter all amounts in United States dollars (USD). For contracts or agreements in other currencies, convert the amounts to USD using the latest exchange rate available here: UN Operational Rates of Exchange
- "USD 5,000 for luncheon catering and venue rental." - "USD 1,500 for refreshments during the stakeholder meeting." - "USD 3,000 for venue and catering services for the official reception."
