NHLBI Symposium on Cardiovascular Regenerative Medicine 2007

Fall 2007

**Statement of Work**

Goal: The goal of the symposium is to bring together experts in the
basic science of stem cell biology as well as clinical cardiovascular
medicine to discuss the emerging basic science, preclinical animal
models, and clinical applications to cardiovascular disease. There is
great potential to apply stem cell biology to the treatment of damaged
heart muscle and blood vessels.

Assumptions:

> 3 day symposium
>
> Attendees: 500-550

Speakers: 4 foreign; 16 US

**[Support for Speakers]{.underline}**

*Invitation Letters* (NHLBI will provide draft of letter)

-   Research contact information and develop roster

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-   Prepare letters of invitation (NHLBI will sign and mail)

*Logistics*

-   Prepare and e-mail logistics information to speakers. Include
    symposium location, schedule, accommodations, visitor security,
    travel guidelines, reimbursement information

*Reimbursement* (assume 4 foreign; 16 US out-of-town

-   Prepare information and reimbursement forms and distribute

-   Provide reimbursement for air or train tickets, per diem, and ground
    transportation not to exceed \$150 (for budgeting purposes allow
    \$1800 for foreign airfare and \$600 for US airfare)

-   Process travel receipts, calculate per diem based on government
    guidelines

*Thank you Letters*

-   Prepare and mail thank you letters to speakers

**[Hotel Contracts]{.underline}**

-   Reserve blocks of 35 sleeping rooms at 4 area hotels. Individuals
    will make their own reservations

-   Negotiate and sign contracts

**[Website]{.underline}**

-   Upload information that will be provided by NHLBI for the following
    5 pages:

> Welcome
>
> Program
>
> Registration
>
> Hotels/Logistics
>
> Abstract Submission

**[Electronic Registration]{.underline}**

-   Design database

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-   Receive and track all registrations (estimate 650-700)

**[Publicity]{.underline}**

Journals to be identified at later date. For budget purposes assume cost
of ads to be \$8,000.

-   Create journal ad

-   Submit ad and pay invoice

-   List symposium on 2 professional society websites (to be identified
    by client)

-   Crisp database search and creating of contact list mailing and email
    list (1000 investigators).

**[Poster Session]{.underline}**

-   Reserve 25 poster boards for 2 days (call Jim O'Connell at
    Metropolitan Board Installers 301-728-1225) For budget purposes,
    estimate \$70/board

-   Pay vendor bill

**[Abstract Book]{.underline}**

-   Receive abstracts from website submission (assume 80)

-   Format abstracts

-   Organize abstracts and prepare index (assume 45 pages double-sided)

-   Provide camera ready copy to printer

-   Print 700 copies, 45 double-sided pages each

**[Dinner]{.underline}** (assume 150 attendees)

-   Design dinner invitation to be mailed to speakers and select
    registered attendees

-   Affix address labels to envelope

-   Provide postage and mail

-   Receive and track all acceptances (anticipate 150 acceptances)

-   Receive and process all checks or credit card payments

-   E-mail confirmation and directions to dinner to all guests

-   Process and pay vendor invoice

**[On-site Support]{.underline}**

-   Prepare approximately 550 name badges (first name, last name, and
    affiliation). Add NHLBI logo and name of symposium to name badge.

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-   Provide 2 staff for 3 days (NHLBI staff can assist at registration
    table)