Attachment 3 sample logistics letter.docx

Attachment III - SAMPLE Logistics Letter

OSAC All Hands Meeting March 10-13, 2020 Please review this e-mail for information on the upcoming Organization of Scientific Area Committees for Forensic Science (OSAC) Meeting at location.

If you are attending, please look over this letter and attachments prior to the meeting. If you are not attending, you can disregard this email. Please do not reply all since this message is being distributed to all 300 meeting attendees.

Meeting Details:

Meeting dress is business casual.

Free Wi-Fi is available for all attendees throughout all conference and sleeping rooms. The AV package for each OSAC unit’s meeting room includes a projector and screen; however, units are requested to bring their laptops for presenting. Unit chairs will have access to meeting rooms from 6:30 a.m. until 6:00 p.m. daily. If your unit needs the meeting room after hours at any time, please contact Donna Sirk, OPO, her contact information is listed below. Units will also have a conference phone or voice over IP (voip) available and high-speed internet connection for using Adobe Connect, if needed. You can use your existing OSAC-provided Adobe Connect host licenses and teleconference lines during the event. XXX has a business center onsite for printing working documents during the event. For any additional logistical information, please see the handouts provided in your folder (and below) regarding the facility, activities, and options at the center.

Wireless Internet for Meetings: The Wi-Fi credentials will be provided in your package picked up a registration. The OSAC-provided internet access will be accessible in all meeting, sleeping, and public spaces.

Onsite Check-in Desk/Meeting Packet:

All attendees - including both day guests and overnight guests - must check in at the OSAC registration desk. The desk will be in the outside the XXXX on Monday, XXXX for early registration (4:00 p.m.-8:00 p.m.) and Tuesday, XXXX (7:00 a.m.-8:30 a.m. CST). Attendees should visit the registration desk to pick up name badges and a folder of handouts for the meeting. Overnight guests should check-in at the main hotel to obtain their lodging room keys. For attendees using the facility parking, whether you are a day guest or an overnight guest, self-parking is free of charge.

Meeting Rooms, Internet or AV Equipment:

Meeting rooms will be locked nightly. For meeting needs or issues, please contact: OSAC Program Office XXX Unit Photos:

A photo schedule is attached for each unit’s group photo for this meeting. Any questions or concerns regarding the schedule can be addressed to XXXX.

Pitch Meetings and Joint Sessions:

There are pitch meetings and joint sessions scheduled as part of the All Members meeting. Please refer to the skeleton agenda for sessions details. Additional information regarding these meetings will be announced at the Plenary session.

Meeting Documents:

For your convenience the documents that are attached in this email and additional documents are posted XXX. If you do not have access to the site, please contact XXXX.

Transportation:

The XXXX facility has a shuttle, at a reasonable cost, that runs to/from XXXX airport.

Meals:

Facility:

The XXX facility has many amenities. Please see the attached brochure to learn more about the campus, activities, and amenities for your stay.

If you need any additional assistance not already provided, please reach out to the OSAC Program Office at forensics@nist.gov. We look forward to a productive meeting and will see you at the plenary kick off on XXXX at XXXX.

Safe travels.

Attachments image1.jpeg image2.tiff