250 E Street SW

Washington, D.C. 20525

202-606-5000/ 800-942-2677

MEMORANDUM 

To: Deborah J. Jeffrey, Inspector General 

From: Michael D. Smith, Chief Executive Officer 

Date: January 25, 2022

Cc: Jenny Mauk, Chief of Staff

Fernando Laguarda, General Counsel 

Gina Cross, Chief Operating Officer

Anna Mecagni, Chief of Program Operations 

Malena Brookshire, Chief Financial Officer 

Rachel Turner, Audits and Investigations Manager 

Subject: Annual Conference Report 

As part of the government-wide effort to expend resources more efficiently and effectively, 

Executive Order 13589 “Promoting Efficient Spending” and the Consolidated Appropriations 

Act [Pub. L. No. 116-260 (2020)] direct federal agencies to publish a report on major 

conference activities for the previous Fiscal Year (FY) on their website by January 31 each 

year. Due to the coronavirus pandemic, AmeriCorps only sponsored two conferences in FY 

2021 that cost $20,000 or more to advance or implement our mission – the AmeriCorps State 

and National Symposium and the Senior Corps Virtual Conference. 

You have seen first-hand how important the AmeriCorps State and National and AmeriCorps 

Seniors learning opportunities are to expand national service and build the expertise of our 

grantees. We appreciate your feedback and look forward to continuing to work together to 

make these events as productive and cost effective as possible. 

AmeriCorps State and National Symposium

The purpose of the Symposium is to provide an excellent virtual training conference 

experience for participants. The Symposium is designed for the network of State Service 

Commissions funded by AmeriCorps as well as staff from AmeriCorps direct grantees (multistate nonprofit programs, tribal programs, and programs operating in a territory without a 

commission). Specific attendees include State Service Commission Executive Directors, State 

Service Commission staff, and managers for tribal and direct programs. 

Participants who attend the meeting are provided with the knowledge and skills necessary to 

be successful in their roles as AmeriCorps grantees. Through participation in the meeting, 

grantee staff have the opportunity to consult with their AmeriCorps Portfolio Managers, 

communicate with AmeriCorps senior leadership and other government officials, and

network with colleagues to learn and share best practices.
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Name of Event AmeriCorps State and National Virtual Symposium 

Dates September 20 - 24, 2021

Location Virtual

Number of Participants 672

Food and Beverage 0

Audio Visual $149,150

Meeting Room 0

Materials 

Logistics and Support 

Sponsored Travel 0

Employee Travel 0

Contractor Travel 0

Contractor Handling/G&A

Other 

Total Cost $149,150

Description of the Contracting Procedures Used: A procurement contract was awarded on 

a competitive basis using standard procurement operating procedures. A review was 

conducted by the Office of Procurement Services to evaluate the costs before the award was 

made. Contractors bid via a formal procurement process in accordance with the Federal 

Acquisition Regulations. All bids were reviewed for technical and financial requirements. 

AmeriCorps Seniors Virtual Convening

Purpose: 

AmeriCorps provided a contract to the vendor (HB&C) to provide conference and meeting 

support services for a national Senior Corps Grantee Convening that was to occur in May or 

June 2020. Due to the COVID-19 pandemic, that contract was extended to September 30, 

2021. Because of the ongoing challenges created by COVID-19, AmeriCorps Seniors hosted 

a virtual conference instead of in-person.

The purpose of the virtual convening is to provide an excellent virtual training conference 

experience for participants. AmeriCorps Seniors hosted four issue-focused sessions based on 

the Biden Administration’s top priorities. 

• COVID-19

• Diversity, Equity, and Inclusion

• Veterans and Military Families

• Economic Recovery

Specific attendees include AmeriCorps Seniors Executive Directors, Project Directors and 

Coordinators. Participants who attend the meeting are provided with the knowledge and 

skills necessary to be successful in their roles as AmeriCorps Seniors grantees. Through 
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participation in the meeting, grantee staff have the opportunity to consult with speakers and

their AmeriCorps Portfolio Managers, communicate with AmeriCorps Seniors leadership, and 

network with colleagues to learn and share best practices.

Name of Event AmeriCorps Seniors Virtual 

Convening 

Dates Four Wednesdays in June 2021 

(June 9, 16, 23, and 30)

Location Virtual

Number of Participants June 9, 2021 – 791 participants

June 16, 2021 – 516 participants

June 23, 2021 - 442 participants

June 30, 2021 – 849 participants

Food and Beverage 0

Audio Visual $123,246.00

Meeting Room 0

Materials 0

Logistics and Support 0

Sponsored Travel 0

Employee Travel 0

Contractor Travel 0

Contractor Handling/G&A

Other (original costs of fixed price contract for in-person 

event)

$148,151.31

Total Cost $271,397.31 

Description of the Contracting Procedures Used: A procurement contract was awarded on 

a competitive basis using standard procurement operating procedures. A review was 

conducted by the Office of Procurement Services to evaluate the costs before the award was 

made. Contractors bid via a formal procurement process in accordance with the Federal 

Acquisition Regulations. All bids were reviewed for technical and financial requirements. This 

contract was originally for an in-person event and the fixed price contract was billed and paid 

the original amount.