Scientific Meeting Support Comprehensive, cost-effective support for scientific meetings

Over the past 20 years, the Oak Ridge Institute for Science and Education has developed a high level of proficiency at managing scientific peer reviews for the U.S. Department of Energy and other government agencies from start to finish. While some reviews require a comprehensive set of services for our customers, ORISE also has the ability to offer any subset of the process including conducting scientific meetings of all sizes.

Scientific meetings are one of the key components of the larger peer review process as they allow principal investigators and other members of research teams to provide information on their progress to oversight panels. ORISE peer review staff manage the logistics for scientific meetings to ensure they are both cost effective and seamless for event attendees.

Scientific meeting support includes the following:

Facility management

ORISE’s Certified Meeting Planners (CMP) use multiple sources to search for available facilities, including federal facilities, to develop a matrix of three or more available, cost competitive venues for each event. They use industry expertise to locate venues and space that provide an environment suitable for scientific discussion with appropriate audiovisual equipment and services.

The CMPs assertively negotiate cost savings and concessions before and after selection of a facility. They execute contracts for more than 150 events each year, controlling costs, mitigating risks, and ensuring compliance with federal regulations.

Logistics

ORISE event planners execute all aspects of large and small scale events, including site selection, contract negotiations, room block management, menu planning, registration, transportation, audio visual support, vendor management, event management, customer relations, on-site delivery and invoice reconciliation. Throughout the events, ORISE staff strive to facilitate a seamless and productive experience for attendees and stakeholders. 

Science writing and webcasting

Through their research services group and select subcontractors, ORISE provides science writers who research and produce documentation necessary for meeting attendees. Support also includes onsite notetaking for meetings and workshops as well as scientific report writing and editing. ORISE also has many years of experience in providing webcasting services to assist event participants unable to attend in person as well to provide completely virtual meetings when necessary to keep costs low or to accommodate timing considerations.