Case Studies

Charge: To produce the 23rd IEEE Computational Complexity Conference, June 22-26, 2008 held at the Adele H. Stamp Student Union, University of Maryland

Services:

• Contracted for, coordinated and provided on site management of the activities in the on campus venues, including meeting rooms in the Stamp Student Union and housing for participants in on campus Residence Halls
• Assisted in the budget research and compilation of the request for funds from the funding agency
• Negotiated and signed the contract for accommodations at the UMUC Inn and Conference Center by Marriott
• Advised, ordered and provided oversight for food and beverage events including opening reception, breaks and meals
• Secured, ordered and made payments from conference funds for amenities and technical service vendors
• Provided on-line and on-site registration services for participants
• Developed a conference website to provide local and conference information
• Arranged for travel and honorariums for speakers

Outcome: Eighty five (85) International guests were welcomed and greeted on the campus of the University of Maryland and thirty eight guests resided in residence halls. Received outstanding evaluations for service provided from the organizing committee and attendees.

Charge: To produce the 2005 International Semiconductor Device Research Symposium (ISDRS) December 7-9, 2005 held in Bethesda, Maryland at the Holiday Inn Select.

Services:

• Developed an RFP and solicited proposals from local hotels to host the symposium.
• Conducted site visits and negotiated and processed the contract for the selected property.
• Arranged for speaker travel and payments of honorariums
• Handled all pre-registrations and printing of nametags and participant lists; staffed the on-site registration and information center throughout the symposium
• Coordinated the paper submittal and review process for publications in a scientific journal
• Developed and monitored an on-line site for review of abstracts. Subsequently compiled abstracts and coordinated the production of the Symposium Proceedings with vendor
• Located vendors for awards and amenities and arranged for purchase
• Coordinated arrangements with hotel for all food and beverage events and was liaison with hotel for all services provided. Reviewed all BEO's for accuracy and did a comprehensive review of all final invoices
• Advised and coordinated production of a comprehensive signage package for on site

Outcome: Successfully registered and welcomed 266 participants from 17 different countries. Subsequently, we were contracted again to provide similar services for the 2007 and 2009 symposiums.

Charge: To assist in planning and coordinating all logistics for the Eastern Regional Association of Physical Plant Administrators annual conference held at the Baltimore Marriott Hotel in the Inner Harbor , September 25-30, 2008

Services:

• Developed and monitored a conference timeline outlining critical dates/times of conference tasks.
• Coordinated exhibitor registration, managed all communications with exhibitors, oversee set up and all on-site logistics for exhibit.
• Provided overall consultation in regards to logistics of the meeting, development of conference materials and recommendation for off-site events.
• Assisted host committee with arrangements for the ERAPPA planning meeting of the Executive committee in Baltimore prior to the conference
• Regularly participated in conference calls and local meetings with the host committee
• Provided support in coordinating the development of the program schedule and outlining on-site session locations in preparation for producing the conference program material.
• Worked through a Speakers Bureau to identify and contract keynote speakers
• Contracted for photographic services and posted pictorial albums on line
• Prepared comprehensive Income/Expense statement including summary of all income, itemized by source (registrants, sponsors, contributions and exhibitors) and an itemized list of expenses

Outcome: Over 630 registrants and 104 exhibitors participated in a successful annual meeting. Based on this positive experience, the local committee requested a bid for coordinating two regular meetings and the yearly summer retreat on an annual basis.

Charge: To coordinate logistics and travel for the principal investigators attending the START Consortium, September 17-20, 2008 held at the UMUC Inn and Conference Center by Marriott.

Services:

• Coordinated and processed travel and travel related expenses for all invited attendees; arranged for travel with University travel agency and insured compliance with University travel processes
• Developed on line registration site and collected data for printing nametags and preparing final participant lists. Sent out reminders and made follow up contacts, as needed
• Received and responded to phone calls, faxes, and mail or email inquiries regarding conference registration.
• Negotiated and made all arrangements with the UMUC Inn and Conference Center by Marriott and served as the on site manager and liaison with conference center staff
• Located vendors and coordinated services for poster boards, printing, and transportation; paid vendors from conference account.

Outcome: START has now become a regular client and we will be their primary provider for next year's Consortium as well as other workshops they plan throughout the year. Received a wonderful testimonial from the Professor planning the event attesting to the integral role we played in the success of their program.