Conference and Events Planning Services

The conference & events planning department can only support conferences for programs that fall within the Federally Funded Research and Development Center (FFRDC), Operations and Technical Support (OTS) contractor’s statement of work. Work done by the SAIC-Frederick conference & events planning department cannot be used in lieu of work that is already governed by a government issued support contract.

A successful event begins with us!

Regardless of whether your meeting is an intimate board meeting or a multi-day conference, what you want and expect as your end result is the same….a successful and well planned event. As all professional meeting planners know, the key to a successful meeting is dependent upon the seamless execution of the details….your details!

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Why use our services?

Conferences and events supported using public funds are subject to a variety of Government approval processes and federal travel and reimbursement regulations. Our staff is familiar with these requirements, which can expedite your planning and approval time.

Conference planners

What do our services include?

Excellent science deserves excellent meetings. Let us help you achieve that excellence by assisting you with every aspect of your event. We can also help with the coordination of graphic design, editing, photography, printed materials, and on-screen presentation development.

Our services include:

  • Site and meeting facility selection
  • Invited attendee travel and lodging
  • Budget and cost tracking
  • Supplier contract negotiations (hotels, promotional items, etc.)
  • Meeting and event website development
  • Online registration
  • Onsite registration
  • Onsite staffing
  • Project management and support
  • Audiovisual coordination and staging
  • Name tags, signage, graphics, and proceedings production coordination
  • Special events coordination
  • Invoice payment and reconciliation
  • Pre/Post-event surveys and analysis
  • Reporting
main conference room

Just relax... Let us do all the hard work!

Our professional planners will work closely with you to develop your event efficiently and to provide cost savings in planning and setting up conferences.

  • We work closely with Finance, Accounts Payable, Travel, and Purchasing to ensure conferences are in compliance with travel, reimbursement, and other guidelines that affect government funding.
  • Our familiarity with the parameters of event hosting and our experience in hotel negotiation and meeting facilities guarantee the most favorable rates for both guest sleeping rooms and meeting and exhibition facilities.
  • We always stay current with new regulations, because guidelines and procedures change frequently.