48 CFR §42.503-1

1. (a)The contracting officer who decides that a conference is needed is responsible for—
   1. (1)Establishing the time and place of the conference;
   2. (2)Preparing the agenda, when necessary;
   3. (3)Notifying appropriate Government representatives (e.g., contracting/contract administration office) and the contractor;
   4. (4)Designating or acting as the chairperson;
   5. (5)Conducting a preliminary meeting of Government personnel; and
   6. (6)Preparing a summary report of the conference.
2. (b)When the contracting office initiates a conference, the arrangements may be made by that office or, at its request, by the contract administration office.