When clients require robust conference, training, meeting, and public hearing capability that enables them to keep pace with a changing policy landscape and rapidly changing tools and technologies, TranSystems’ experienced support team is ready to help. We provide a broad range of technical, communication, and professional services to support our clients’ meeting requirements. TranSystems can plan, arrange, support, conduct, and facilitate meetings of all types for groups both large and small. We strive to understand the communication needs of our clients and deliver complete meeting support from the initial planning stage through post-meeting follow-up.
The key to a successful meeting is planning so that all scenarios are identified and anticipated well in advance. TranSystems’ knowledgeable team works closely with our clients to formalize a plan to accomplish the meeting objectives, allocate resources, and notify meeting participants. A priority during the planning of any meeting is to attract the individuals most interested so that early suggestions can be voiced. We will identify the experts or presenters who can serve as advisors during the planning process, as well as participate in the meeting. We will work with the client to identify and secure suitable meeting facilities, guest rooms, and caterers; arrange for audiovisual and computer equipment; and secure any needed transcription services. We incorporate "green meeting" principles into the planning and implementation of all meetings whenever possible.
TranSystems’ support also includes developing communication strategies and tools to keep the meeting audience informed and up-to-date before, during, and following the event. We create, host, and maintain meeting Web sites that contain online registration, documents, maps, fact sheets, transportation schedules, meal information, and handouts. We provide the client with online tools to monitor meeting and session registration, and we establish and man a telephone hotline and dedicated email address to field questions from attendees. We also develop meeting agendas, presentations, booklets, poster boards, and signage.
Additionally, TranSystems provides on-site support throughout the event. We work closely with the facility, audiovisual, and catering staff to ensure a smooth running meeting. We will facilitate the meeting, staff the registration desk, register attendees, distribute handouts, take notes of the proceedings, and serve as a communication center. Following the meeting we will prepare and distribute the meeting notes and list of attendees, upload presentations and other materials to the meeting website, and finalize facility invoices.
Public bodies are often required by law to hold public hearings to obtain public testimony or comment. TranSystems is thoroughly familiar with the special needs and requirements of formal public hearings through our experience supporting dozens of hearings for federal agencies.
TranSystems has applied our meeting expertise for numerous projects sponsored by the US Environmental Protection Agency, the National Highway Traffic Safety Administration, and state and local agencies.