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Event Planning

Meeting and conference services are a core part of NOVA's business—over 1,000 events have been supported since 1986. These have ranged in size from 10 to 2,000 and have encompassed an infinite variety of meeting formats—planning retreats, science symposia, international conferences, annual meetings, workshops, seminars, advisory council meetings, Federal Advisory Committee Act meetings, steering and subcommittee meetings, meetings of the President's councils, and public hearings. Even within the COVID-19 environment, NOVA continues to plan, support, and execute numerous virtual events with great success.

NOVA offers a full slate of premeeting, onsite, and postmeeting support services, including:

Premeeting:

  • Requirements review and planning, including selection of online platform(s) for participant engagement
  • Venue identification, selection, and contract negotiation
  • Room block management and monitoring
  • Vendor/supplier selection and management
  • Liaison with supported participants/speakers to assist with presentation preparation and travel
  • Registration website content development, including Office of Management and Budget documentation for clearance, if required
  • Abstract collection management
  • Preparation/scheduling for poster sessions
  • Programming of event-related emails (e.g., registration confirmation)
  • Preparation of event materials (e.g., agenda, program book)
  • Ordering of audiovisual equipment

Onsite:

  • Registration desk staffing
  • Event management (room setup and session flow monitoring and provision of attendee support)
  • Technical support for audiovisual equipment
  • Note-taking

Postmeeting:

  • Venue bill review
  • Supported participant reimbursements
  • Participant and presenter thank you correspondence
  • Event summaries or other requested products
  • Event evaluation and reporting.

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