# Clinical Investigator Student Trainee (CIST) Forum

### November 1-3, 2006

# Contractual Services: Scope of Work

1.  Invitations

    -   Develop preliminary announcement of event for approval,
        coordinate printing, and mail to all attendees (from up to six
        programs)

    -   Develop formal event invitation for approval, coordinate
        printing, and mail to attendees and guests

    -   Develop invitation to Wednesday evening welcome event and
        Thursday evening dinner, coordinate printing, and mail

2.  Preliminary Arrangements and Agenda Preparation

    -   Develop agenda in consultation with NIH contacts

    -   Once speakers are confirmed, communicate with them about
        audiovisual needs and confirm times and locations

    -   Obtain handouts in advance from speakers for inclusion in
        participant packets and provide extra copies at the meeting site

    -   Remind speakers two weeks prior to event and again on the day
        before; ensure that a positive response is received

3.  Travel Arrangements: Hotel, Air, Local Transport

    -   Book hotel rooms (at either Bethesda Sheraton Four Points or
        Bethesda Holiday Inn. Two students per room; maximum 70 rooms.
        Once head count is confirmed, may need to decrease room
        allocation)

    -   Hotel reservations needed for two nights 11/1 and 11/2

    -   Communicate regularly with hotel on numbers, to avoid
        cancellation charges

    -   Communicate with all hotel registrants regarding travel
        arrangements, allowable hotel charges; provide maps, local
        travel information

    -   Book round trip air travel for up to 160 U.S. participants
        (Doris Duke, Fogarty International Center-Ellison, Sarnoff,
        NCRR), make changes as necessary (contingent upon cost, and
        according to predetermined guidelines), and confirm arrangements
        with travelers

    -   Arrange for shuttles, and ensure all passengers accounted for on
        Wednesday evening, Thursday morning to NIH, Thursday evening,
        and Friday morning to NIH

4.  Registration

    -   Maintain list of confirmed participants and communicate RSVPs
        and regrets to NIH contacts twice monthly and then on a daily
        basis in the two weeks prior to the event

5.  Budget

    -   Communicate with NIH contact on a monthly basis prior to event,
        and on a weekly basis for the month prior to the event, about
        costs and projections

    -   Provide detailed budget breakdowns, including projected staff
        charges

6.  Development of Forum Materials

    -   Create name badges for all attendees and speakers

    -   Prepare folders of materials for all participants to include
        agendas, maps, schedule of events and speakers

    -   Develop placecards and signage for Thursday luncheon and dinner
        and ensure correct seating for each event

    -   Print copies of CIST Forum Booklet for all attendees and
        speakers

7.  On-Site Logistical Arrangements

    -   Greet guests upon arrival at hotel, within a specified time
        frame of up to five hours

    -   Provide support staff member to serve as point of contact to
        trouble-shoot and ensure smooth functioning of all events in the
        agenda

8.  Communications

    -   Maintain regular communication, by e-mail, with designated NIH
        contacts and obtain approvals as required

    -   Send personalized thank-you letters and follow-up materials to
        speakers

**Direct Costs:**

1.  Airline tickets, round trip to DC:

> Up to 160 participants (range of U.S. destinations @ range of contract
> fares)

2.  Subsistence -- all meals to be provided; coffee and soft drink
    breaks on Thursday

3.  Ground transportation: shuttles as needed

4.  Meeting supplies

5.  Invitations

6.  Conference materials

7.  Post-conference mailing

8.  Courier/freight

9.  Postage

10. Out-of-pocket

**Labor:**

For pre-conference, on-site and post-conference efforts:

Hourly Rates: Program Manager, Asst. Program Manager and Support staff

NIH project officers to provide:

-   Mailing lists of invitees (including complete addresses and contact
    information)

-   Invitation copy, agenda