PRO-telligent provides comprehensive conference planning and support:
Planning and Design
- Site Selection
- Hotel Selection
- Food Service Planning
- Coordination with Host Country Authorities
- Registration and Credentialing
- Dispatch & Courier
- Technical Equipment
- Public Relations
- Conference Papers and Information
- Media Events
- Travel Arrangements
- Financial Management
PRO-telligent International has organized over 1100 major conferences, ranging from a successful cycle of National Institutes of Health (NIH) multi-day conferences in South America, Asia and Africa, to highly-sensitive summits of Heads of State, including the G-8, the G-20, the Organization of American States (OAS) plenaries, and the recent Non-Proliferation Summit in Washington, D.C.
We take care of your needs with our unique “conference-in-the-box”— which combines our key service offerings with checklists, templates and our network of proven resources to provide comprehensive conference support solutions.
Obtaining Permits and Licenses to Organize an Event
in Other Countries
PRO-telligent has sponsored many events around the globe; as a result, we have a checklist of the types of permits and questions to ask when doing business in another country. Even before award of a contract, PRO-telligent begins the process of acquiring necessary licenses and permits. Our first step is to identify information in the U.S. that can help us abroad (the DoS offices). We also seek help from local sponsoring government agencies where applicable, or local companies familiar with needed permits, licenses, and paperwork to speed our processes for quicker delivery to the Government.
In 2003, when President Bush designated the Secretary of State to launch PEPFAR, DoS called upon PRO-telligent to set up the OGAC office. Since the program was formed, PRO-telligent has been on the ground handling administrative, logistical details, recruiting core staff members, setting up procurement mechanisms, as well as developing and overseeing the execution of the PEPFAR program budget. Our office support personnel schedule meetings, conferences, and briefings; maintain daily calendars for both the U.S. Global AIDS Coordinator and his key program directors; and provide general administrative support. They also handle all OGAC staff travel arrangements; this frequently entails coordinating multiple itineraries and making complex arrangements for travel to, from, and around remote locations throughout the developing world. We provide vehicles and drivers, dispatch capability, security planning, and monitoring of vehicles and VIP occupants. In addition, PRO-telligent provides key communications and public affairs support – e.g., arranging, coordinating and maintain records of all media events; supervising video, audio, photo shoots, and interviews; and writing speeches, testimony, talking points, and related materials for the U.S. Global AIDS Coordinator and other key PEPFAR spokespersons.
PRO-telligent’s office support personnel organize and manage the logistics for PEPFAR’s Annual Implementer’s Meeting, which is organized in conjunction with host country governments and numerous multi-lateral partners – e.g., the Global Fund, UNAIDS, UNICEF, World Bank; WHO, and the Global Network of People Living with HIV/AIDS. This annual symposium of leading global health scientists, researchers, policymakers, and program implementers draws experts from around the globe – i.e., the 2008 Implementers’ Meeting, held in Kampala, Uganda, drew 1,700 HIV/AIDS implementers from more than 70 countries.
G-8 Summit of Industrialized Nations
Called on to support the 2004 G-8 Summit in the fall of 2003, PRO-telligent brought together the DoS Coordinator for the most recent previous G-8 conference in the United States, and a seasoned staff of veterans. They formed the support core of the Summit Planning Organization (SPO) who worked with the National Security Council (NSC), DoS, and the embassies of the G-8 countries on the structure of the Summit, the substantive issues to be addressed, and logistical support for all of the participants – a total of 1500 people from heads of state, to their delegations, and accredited press. Participating nations placed high priority on the roles of their Presidents. Meetings of Treasury Sherpa’s, supported by the SPO and the NSC, defined the agenda, and sharpened issues.
Five months before the conference, SPO personnel began deploying to Savannah to finalize logistical arrangements on Sea Island, and set up the Press Center in Savannah. PRO-telligent not only worked in the design of the Press Center, but helped to staff and operate it, throughout the summit. Again, representatives of participating nations (a group that grew steadily over the period of preparations) sent advance teams to provide input on requirements for the press center, conference facilities, interpretation, aircraft landing sites, and parking, helicopter and vehicle movements, and crowd control. PRO-telligent worked with all of these delegations on their individual needs.
PRO-telligent staff demonstrated the professional agility needed to meet several unexpected events involving senior multi-national government officials. Shortly before the conference began, a number of African and Middle Eastern countries were invited to participate in the conference, requiring additional support and attention to diplomacy. PRO-telligent worked closely with these and the other delegations to smooth the entry by the new participants. In addition, the conference worked through the death of President Reagan. PRO-telligent teams helped with additional media and advisory services to continue the conference while facilitating demonstration of the necessary respect to the President.