National Science Foundation Multi-Day Site Visit in Collaboration with a Yale Academic Department

Event Type: 
NSF Site Visit (Multiday)
Event Description: 
The Yale Department of Chemistry was preparing for an important visit from the National Science Foundation, an organization that was considering Yale for a grant. The department needed assistance for logistical planning in preparation for the event and onsite during the visit.
Date: 
Sunday, November 1, 2015 to Tuesday, November 3, 2015
Location: 
Yale School of Management [for classroom/breakout rooms] and Omni Hotel
Organization: 
Yale Department of Chemistry
Point of Contact: 
Steve Girvin, Deputy Provost for Research connected with Don Filer, Executive Director of the Yale Office of International Affairs who connected the department with YC&E.
YC&E Project Lead: 
Jennifer Zuccaro and Kate Vieillard
Scope of Work: 

·        Identified and booked event space: School of Management was chosen for its modern architecture and state of the art classroom technology

·        Coordinated all event media service needs, including videoconferencing for 5 participants who needed live feeds

·        Worked with Yale Publishing and Printing Services to develop a logo for the hypothetical institute entitled, “PRETA” and created logo-identified merchandise

·        Prepared printed materials: binders, agendas, electronic information, etc.

·        Designed and prepared a secured website for event participants that was password protected

·        Provided travel and transportation to and from campus as well as onsite

·        Arranged all meals and breaks with School of Management catering and the Omni for a reception

·        Provided onsite support and supervision including being available until 2 AM one evening

·        Conducted final run through one week prior to visit to test out the teleconference system

·        Organize all scheduling within the needs of the National Science Foundation 

“I worked with the Yale Conferences & Events team back in 2015.  The team is professional, efficient, friendly and they catered to each and every one of our requests from start to finish.  I highly recommend using them for event planning.”

-        Michelle Ferrara, Senior Administrative Assistant at the Yale Department of Chemistry