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America Speaks

America Speaks Our Budget Our Economy 2010 Case Study

Thousands of Americans convened for town meetings in cities across the United States to find a common ground on tough choices about the federal budget. The multi-city event was connected by live streaming videos and polling software. This was a forum for citizens to weigh in on strategies to ensure a sustainable fiscal future and a strong economic recovery. Results from the meetings were presented as testimony to the National Commission on Fiscal Responsibility and Reform on Capitol Hill in Washington D.C. on June 30, 2010.

The national event took place in six cities June 26, 2010 with simultaneous broadcast between convention centers in Albuquerque, Chicago, Columbia, Dallas, Philadelphia and Portland. Thirteen other cities and 38 communities around the country held meetings.

Required on March 15 – a top notch logistics management company well versed in all phases of event management who can duplicate the event in every convention center on June 26. How was this logistics challenge accomplished? Vision quickly accessed the requirements, developed a management plan, and engaged a skilled team of professionals to strategically accomplish the task at hand, within a tight time frame.

Personnel Management: Vision team, vendors, temp staff and volunteers. Overall event lead, 6 city leads and 6 city coordinators, 3 office event support staff, 10 vendors with headcount 30+ per city, volunteer staff headcount 60+ per city.

Venue:  Seven day site inspection including all cities at over 20 venues, site selection, contract negotiation, contract management, space allocation.

Budget: Development, management, reconciliation with six separate city budgets

Comprehensive logistics management encompassing every aspect of the event: Venue space allocation, diagrams, fire marshal approval, insurance, security. Vendor management for general session audio visual requirements, satellite and webcast broadcasting, keypads and polling, internet and power requirements. Simultaneous interpretation services in up to three languages. Volunteer recruitment, training, onsite management. Branding and signage design, printing, distribution, setup. Publication management for translation, design, printing, distribution of over 25 publications. Food and beverage. Hotel reservations and rooming list management (6 properties). Production schedules, load-in, venue setup, onsite flow. Child care vendors and onsite services. Transportation plan and execution from various communities to venue with private busing, public transportation and attendee notification. Procurement of all supplies, warehousing, shipping to all of the venues across the country. Registration pre-event and onsite.

Result: Three months of careful timeline management, budget management and strategic execution produced multiple events that were well managed and under budget.

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