Meeting management and program planning.
For this 1-day national meeting in Salt Lake City, Utah, which brought together police chiefs and other criminal justice leaders applying for federal funding to combat methamphetamine in their respective communities, Cygnus provided meeting management and logistical services to the Bureau of Justice Assistance (BJA), Department of Justice (DOJ). Cygnus was given four weeks to plan the conference, because of our previous experience working with justice officials and our expertise in planning short-turn-around meetings. Cygnus staff also provided key guidance on programmatic content and the meeting summary.
While maintaining the mandated confidentiality of both the meeting content and the participants’ attendance, Cygnus performed the following tasks:
Pre-meeting support. Site selection; contract negotiation; preparation and distribution of speaker and participant materials; coordination of attendee and speaker registration, travel, and lodging; database management; and meeting rooms, audiovisual services, and catering arrangements.
On-site support. Staffing the registration and information booths; preparing and distributing reviewer materials; handling all last-minute logistics related to meeting rooms and lodging; distributing and collecting evaluation forms; and maintaining records as necessary.
Post -meeting support. Producing and distributing evaluation and review materials, and collecting and summarizing all post-conference evaluations and reviews; processing reimbursements; creating a final cost report; preparing proceedings, minutes, and a final participant list; and delivering a final, comprehensive conference report.
