Having managed meetings and conferences for Centers for Disease Control and Prevention (CDC) for more than 15 years, this case study represents one of many successful events DESA has managed.

"Thanks for your diligent and tireless efforts to make our conference a successful event. You were always accessible and pleasant, even under the pressure of tight deadlines and difficult situations." --LaTanya Butler, Deputy Branch Chief, National Center for Injury Prevention and Control

The Assignment:  

Provide full-scale conference support services for the Third National Sexual Violence Prevention Conference in Los Angeles to include:

• Participating in planning meetings.
• Conducting site visits, hotel management and facility planning. 
• Collecting and publishing more than 300 abstracts. 
• Managing more than 200 speakers, 25 concurrent breakout sessions and 130 workshops.
• Directing exhibit and poster displays.
• Preparing Evaluation Summary Reports and promotional materials.
• Coordinating sign language interpreters.
• Providing on-site facility and registration management.
• Graphically designing of meeting materials.
• Managing travel for sponsored participants and VIP’s.
• Tabulating Evaluation Summary Reports.
• Preparing Continuing Education Units packages.
  

Challenges:

• The conference size grew larger than estimated, leading to increases in the number of sessions as well as the number of guests.
• Pre-event testing revealed problems with in-house audio/visual systems.
• Client review and clearance of the program booklet was delayed, increasing pressure to meet printing and delivery deadlines.
  

How DESA Exceeded Expectations:

• We negotiated an amendment to the existing hotel contract to obtain additional conference space at no cost; we increased the number of rooms blocked at the conference rate; we obtained 50% more complimentary room upgrades, parlor and VIP amenities.
• We manually tested audio/visual equipment before each meeting to confirm quality sound and re-arranged meeting rooms so that speakers needing audio/visual support had the equipment required.
• We scheduled staff to work double shifts, including weekends and evening hours to handle last minute requests and meet deadlines.