April 1, 2015 – As we wrap up a busy first quarter involving conference planning for 17 events with over 6000 meeting attendees, as well several non-profit management projects, we are thankful for reliable and resourceful conference planners and association managers to accomplish a lot of quality work in a short amount of time. Read on for highlights regarding your hard working professionals! 

Registration Services for 1900+ Attendees! 

Infinity Conference Group began a new contract with USDA in October 2014 to provide online pre-registration and on-site registration staffing for the USDA’s Agricultural Forum held in late February in Crystal City, Virginia. Policy makers, economists, the farm and food industry, consumer advocates, and others rely on USDA’s food price outlook and farm sector income and finances data in their decision making and planning, which is a critical component of this event. Kudos to Kathleen Berry for superb conference registration coordination and to Erika Perez for successfully implementing a complicated online pre-registration process.

Managing Public Meetings across the Country - 13 Events in Two Months!

Under Subcontract to CSA Sciences, Inc., Infinity Conference Group is a part of the scoping logistics and communications implementation team for the 2017-2022 Programmatic Environmental Impact Statement for the Bureau of Ocean Energy Management’s Five Year Outer Continental Shelf Oil and Gas Leasing Scoping Program. From February through March 2015, BOEM hosted 23 public meetings in the proposed action regions along the coast of Alaska, the Gulf of Mexico, and the Atlantic. These scoping meetings provided informational stations to learn more about the process and proposed leasing activities, and facilitated one-on-one communication between the public and BOEM staff. Congratulations to Linda Lohneis and Holly Harrington for successfully managing constantly changing meeting logistics, additional requirements, and going on site for Infinity, where attendance ranged between 100-600 people per event.

Event Planning Services for an Annual Meeting

Repeat Business! For the second year in a row, under a potential 3-year IDIQ contract, Infinity will be working with Wycliffe Enterprises to provide event planning services for a Fall Business Meeting, which involves 120+ business executives from across the country. Infinity’s services under this contract include site search, selection and contract negotiations; planning of meeting and catering functions; production of badges; coordination of audio-visual equipment requirements; creation of meal tickets; on-site registration and management; and post conference wrap-up. Pam Jensen consistently provides great service to ensure that we retain this business.

Grant Review Administrative Support

In our fifth year! Under subcontract with SRA International, Infinity received a contract extension to continue providing grant review assistance services. These services include providing two (2) onsite staff Review Assistants, Leslie Ofori and Marcia Saavedra, to support grant review panel activities including providing logistic and administrative assistance to review panels and monitor panel’s work; setting up conference calls for orientation sessions, panel discussions, and other events; entering review information into the Reviewer database (eGrants); securing reliable back-up documentation in print and in suitable electronic means of the final deliverables by Reviewers; conducting quality assurance of final peer review forms; sending thank you notes to review participants; maintaining e-mail boxes; cleaning and updating the database; maintaining necessary charts for documentation and tracking outside of the database of Reviewer performance, status, and qualifications; organizing and file review of records; and preparing and sending feedback packages to applicants. We appreciate Leslie and Marcia working overtime this first quarter to accomplish a lot of tasks and tight deadlines. In addition, thanks again go to Pam Jensen for successfully overseeing this contract.

Conference Management for Scientific Meeting - A Brand New Contract! 

Infinity Conference Group is working with the National Institutes of Health (NIH)/National Institute of Neurological Disorders and Stroke (NINDS) to provide event planning services for the 10th Annual Pain Consortium Symposium, May 26-27, 2015, including the conference website production, online registration site development, travel coordination, lodging and reimbursement, facility coordination and management; audio-visual equipment arrangements for recording and video-cast; security preparation; poster abstract collection; name badge production; on-site registration and management; and post conference wrap-up. Linda Lohneis, Infinity Project Director, will be the Conference Manager spear-heading this effort with assistance from our newest conference assistant, Jessica Scrimshire. A thank you also goes to Kathleen Berry, in the conference graphic design department, for quickly designing a professional conference website and to Holly Harrington, an Associate Project Director and Conference Coordinator, for helping to get the project off the ground while Linda traveled all over the country winding up another contract.

It’s the teamwork and skillful staff that enables us to successfully manage multiple priorities and projects like these. Last, but not least, our administrative department, with Jeanne Balderson and Debbie Best, are the backbone of this organization, managing to support all of these efforts and more.

In addition to our staff and clients mentioned above, we would also like to thank all of our clients we have had the pleasure to serve this past quarter, including Westat, Marine Corps Reserves, USDA’s Food and Nutrition Service, the International Society of Exposure Science, and the International Society for Environmental Epidemiology.