Meeting Services


  • 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


  • 15 years’ experience planning large, international conferences and small to mid-sized meetings/symposia
    • 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

    We provide complete meeting services from the planning stage through the end of the meeting or event.


    • 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


    • 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.


    • 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.