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:

  • 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
  • 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.