Meeting Services
STAFF QUALIFICATIONS:
- Two full-time professional staff members
- Formal education includes graduate and professional degrees:
- M.S. in Organization and Management
- Juris Doctorate
- Excellent written and verbal communication skills
MEETING PLANNING EXPERIENCE:
- 1995 - 2011: Planned nine Biannual Bacterial Locomotion and Signal Transduction (BLAST) International meetings, each with 150 - 200 participants from the United States and abroad ( Meetings were held in the U.S and in Mexico)
- 2010: Planned "Microbes: From Molecules to Communities" Symposium held in Chicago, IL with 100 participants
- 2000 - present: Planned and organized Board of Directors' meetings for the Molecular Biology Consortium
- 2002 - 2004: Planned and organized meetings for the Chemotaxis Glue Grant Consortium, including meetings of the Steering Committee, Executive Committee and General Member meetings
MEETING PLANNING SERVICES PROVIDED:
We provide complete meeting services from the planning stage through the end of the meeting or event.
PRE-MEETING SERVICES
- Prepare and strictly maintain a budget based on funds available for the meeting
- Search for appropriate meeting venue based on budget, meeting space and location requirements
- Negotiate prices and contract with chosen meeting venue and other meeting service providers
- Prepare and distribute advertising materials for meeting
- Establish a customized online registration webpage to accept registrations and payments
- Make hotel room reservations and arrange for meals, coffee breaks and receptions
- Arrange chartered ground transportation between local airport and meeting venue
- Customized, professional quality meeting materials: program book, name badges and event tickets
- Arrange optional day or half-day tours to local attractions and points of interest, if desired
- Serve as the official meeting contacts to answer all questions and inquiries
ON-SITE MEETING SERVICES
- Staff can provide "meet and greet" services at the local airport and escort meeting participants to chartered buses
- Maintain registration/information table throughout the meeting and provide ongoing assistance to Meeting Chair and participants
- Arrange for setup of exhibit space
- Serve as liaison between the Meeting Chair and the host venue and other vendors
- We have audio-visual equipment available for rent, including a sound system with mixer and wireless microphones (hand-held and lavalier) and our staff are fully trained to set up and operate the equipment.
POST-MEETING SERVICES
- Provide Meeting Chair with a full meeting recap summary document
- Prepare financial statements with budget vs. actual expenses documented and copies of all contracts and receipts for payments.
