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-91-

OM 724 (rev)    -8-
7/1/80

. obtain and provide cost estimates to the applicant

. ensure that funds or transfers are authorized or available

. distribute copies of the SI-600 to necessary recipients

. issue necessary SI-23s, "Request for Building Services," and other instructions

. obtain written authorization from applicants for charges resulting from related services not included originally in Part I of the SI-600

. channel expenditure documents for billing purposes

d. [[underlined]] Smithsonian building managers [[/underlined]] will prepare an invoice (form SI-5) itemizing direct, event-related costs and, when applicable, the service charge.  Units originating such invoices must send all copies to the Accounting Office.  The appropriate [[underlined]] Smithsonian support unit [[/underlined]] also will provide the event coordinator with a copy of any invoices sent.

e. [[underlined]] The Accounting Office [[/underlined]] will review the invoices for fiscal purposes, establish billing control, and furnish a monthly report of accounts receivable for special events to the Office of Special Events, the appropriate building manager, and the Office of Protection Services.

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4.  SPECIAL EVENTS MASTER CALENDAR.  The Office of Special Events (OSE) maintains a bi-monthly master calendar of all special events to be held in the Washington Metropolitan area.  The calendar is the only central information source on functions occurring in Smithsonian buildings.

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To avoid conflicts in scheduling, OSE must be informed promptly of events scheduled in your building, or those held in other Smithsonian buildings which your organization sponsors.  Notify OSE by telephone when any change in date, time, or place of a scheduled event is made.

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All units must submit a copy of all SI-600s and/or a list of special events scheduled for the following two weeks to OSE by the 1st and 15th of each month.

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5.  PHOTOGRAPHIC SERVICES.  Smithsonian photographic services are available on a limited basis for special events to provide pictures of archival or publicity interest.  Requests for photographic services must be coordinated by the Office of Special Events or the events coordinator and must be made in advance  to the Office of Printing and Photographic Services (OPPS) on form SI-800, "Requisition for Photographic Services."  OPPS Will advise on cost estimates and availability of services.  Photographers at special events will perform their work in a professional, unobtrusive fashion, taking photographs of the principal activity and persons involved but not usually of general attendees.   This photography [[arrow in left margin pointing right]]