Meeting Request Form

Global Express Meeting Request Form

All fields in red marked with an asterisk (*) are mandatory
This form will time out after 40 minutes of inactivity for security reasons

Meetings and Events Notice

*All non-customer facing (internal) meetings/events with financial impact must have L2 awareness and approval, as the L2 will be responsible for approving the internal travel requests that are not booked centrally through the meetings program. If you don’t have L2 approval, please save this form as a draft and continue with your submission once you have it. Should you have questions, contact myHPEmeetings@hpe.com.

Please select the appropriate box below before proceeding:

I confirm I have read and understand the L2 requirement for non-customer facing meetings
The requirement described above does not apply because my meeting is customer facing

Requester

The Requester is the person who is registering the meeting/event. Please enter the Requester contact information here.

*Are you a first time user of myHPEmeetings?

*Requester First Name

*Requester Last Name

*Requester Email Address

*Requester Job Title

*Requester Employee ID (8 Digits Required)

*Requester Business Unit

HPE Meeting Planner

Only HPE employees can be listed as the HPE Meeting Planner. The HPE Meeting Planner is the person who will be the primary point of contact for the meeting/event.

*Same as the Requester?

Budget Owner/Host (Sponsor)

Only HPE employees can be listed as the HPE Meeting budget owner/host.

Note: Please note sponsor and planner can not be the same.

*Sponsor Email Address

*Sponsor Employee ID (8 Digits Required)

Click here to find your Budget Owner/Host Employee ID

A meeting or event should be registered under the business unit of the sponsor, so that the budget is correctly aligned.
Please identify the L1 reporting business unit correctly for your sponsor. You can use the organizational reporting in People Finder if you are unsure.

*Sponsor Business Unit

*Management Reporting Unit (MRU : 4-digit alphanumeric field)

To access People Finder, click here

*Cost Center [Location Code (SCS)]

Meeting/Event Details

Hint: when planning a series of related meetings it is recommended to use the same naming convention to make these easily identifiable ie, Aspire Training…., QuickStart Field Sales Training

*Meeting/Event Justification

TIER DESCRIPTIONS:

Tier 1: Strategic Events HPE Owned, Investment - EC declared
(ex: External - Discover, MWC, GPC, Protect, Big Data, etc., Internal - FLK, Leadership Summit, TechCon, etc.)
Tier 2: Significant BU or Region Events. HPE strategic product launch. Major roadshow series. Investment - $250K
(ex: HPE-Owned - Cloud28, HPE Reimagine, External - MS TechEd, VM world, Canalys, SAPHIRE, some Gartner events, etc.)
Tier 3: BU Events, Investment - $75K - $250K
(ex: Small conferences, tradeshows and analyst events, majority of public sector programs, etc.)
Tier 4: All other Events, Investment - $10K - $75K
(ex: Roadshows, roundtables, NPI events, smaller BU or country events)

*What tier is this meeting? (See above)

*Meeting/Event Start Date

Month	Day	Year

*Meeting/Event End Date

Month	Day	Year

*Are these dates flexible?

Click Here for a description of event types.

*Customer/Non Customer

*Is this a customer or partner facing third party event requiring HPE’s commitment beyond purchase of individual attendee passes, or any customer or partner facing event expecting a total investment of USD $50,000 or more?

*Type (check all that apply)

HPE Employees
Non-HPE Employees
Senior Management (L3 and above)
Customer/Partner

*Estimated Number of Total Attendees

*Will anyone from the US Public Sector or a Government employee of any kind be attending the meeting/event?

HPE Gifts and Amenities

An “amenity” is anything of value and includes gifts, meals, travel, entertainment, prizes, event tickets, loans, or any other item of value.

*Will you be giving amenities to the meeting/event attendees?

*Do you have a preferred location for this meeting/event?

Please help support our preferred hotel suppliers Marriott, Hilton, and IHG”.

Meeting Payment Solutions

The Citi Corporate myHPEmeetings card is the required payment method for all meetings/events with a budget over USD $5,000 or equivalent.

Click here to review the available locations and as well the process for requesting both plastic and virtual myHPEmeetings payment cards.

*What is the primary method of payment for meeting/event expenditures?

myHPEmeetings Virtual Payment Card (preferred option)
myHPEmeetings Plastic Payment Card (where virtual card not available)
Corporate T&E Credit Card (less than $5000 only)
P-Card (Purchasing Card, <$5000)
Purchase Order
Other

Please enter ALL expenses below in USD. If you do not anticipate expenses in a Category, please enter "0." Information is used for business controls and reporting purposes.

Note: Catering Expenses for non-customer facing internal employee meetings and events require Direct Manager approval.

*Event Management Fee

*AV, Staging, Production & Entertainment

Gifts, Activities, Recreation

Supplies and Printing

*Total Estimated Budget

myHPEmeetings Services

All meetings/events must be sourced and contracted centrally via myHPEmeetings team, per the Global Meetings & Event Policy.

Click here for a description of the services offered by myHPEmeetings.

Click here for the Approved Supplier Library (ASL).

*Venue sourcing &/or contracting

*Online attendee website registration

*Air travel for meeting/event attendees

*Meeting Logistics (ex. Ground transportation, team builders, etc. )

All third party Event Sponsorship agreements must be reviewed by Global Procurement & Legal prior to execution. In order to begin the review process, please submit a GP Connection ticket by clicking here.

Additional Information

If applicable, please attach L2 written approval below by clicking Choose File, find the file on your computer, and then Upload File.

Document Attachments

Do you have any files you would like to include?

Select a file from your computer to upload.:

Note: Only files with the following extensions can be uploaded. - .doc, .docx, .xls, .xlsx, .bmp, .gif, .jpeg, .jpg, .png, .tif, .tiff, .pdf, .ppt, .pptx, .txt, .msg, .eml

Meetings and Events Notice

Contact Information

Budget Owner/Host

Meeting/Event Details

Event Governance

Attendee Details

Location Details

Meeting Payment Solutions

myHPEmeetings Services

Additional Information