Virtual Office

We specialize in providing non-profit scientific and medical societies professional management that is enhanced by a website content management system working together with an online association management system.

Integrating an online association management system (AMS) with a WordPress responsive website (CMS), to enable web-based communications, membership growth, meeting registration, abstract management, program planner, e-Posters, access to meeting presentations & audio/video and the society’s finances (online payments, invoicing, accounts payable & receivables).

Virtual Office Tools we are successfully employing:

LabRoots Custom Virtual Meeting Platform: 2022 Can Be Bigger and Better! Hybrid Events are the new thing we are working with LabRoots on for at least the next two years! As things slowly go back to normal, we will be able to combine physical events with virtual ones and offer a unique experience to attendee as well as making the Annual Meetings more inclusive. Picture this: online and physical presentations intertwined, virtual interactions, webcast video presentation, live commentary, online chat and discussion, event photographs and videos, integration with social media and much more! 

For a more cost effective alternative we have been using Pfeedloop. This platform integrates your own Zoom Webinar account seemlessly into the platform so there are $0 streaming costs involved.

Internet4associations.com: Online association management system we use for Cytokinesociety.org because their meeting is outsourced (thus we can not integrate the meeting registration, abstracts and members). The database management includes: membership applications, renewals, meeting registrations, membership profile editing, miscellaneous forms, we use this for Awards Nominations and Nominations for election ballots) and an online membership directory. The system is connected to our 3rd party online meeting management system through an API code.

QuickBooks Online: Automatically syncs with all major banks and credit card processing companies, records currency exchange rates at time of deposit/expense, uses rules to decide which accounts to debit/credit.

WordPress: We design and maintain all our own websites using WordPress content management system.

WPEngine: An advanced WordPress hosting platform which provides the ultimate in security, speed and excellent tech support.

Zoom: Video/Audio Conference Solution personalizing international conference calls.

OneBox: Telephone calls to a US or other country toll free number are automatically forwarded to the German office, after hour voice messages are transcribed to text and sent via email 24/7. Fax number included.

Society Office Technology to Match the Level of Innovation of Scientific & Medical Societies

A non-profit professional society’s most valuable assets are their membership data and the important, innovative content generated by their scientific meetings and journals. One integrated database for online abstract management, e-posters, online program planner, mobile app, online membership and registration is now available through innovative software developers with 15-20 years experience in the association market. Without having in-house IT, a society’s website can feature a single sign-on to access membership details, meeting registrations, scientific abstracts and presentations as well as member only benefits such as online journal subscriptions and member only educational content.

Not surprisingly, costs for a customized, integrated online system is less then the costs of these items purchased piecemeal by various technology providers.

The greatest savings come from having much better data. If a scientific or medical society is not integrating its scientific content with its membership & registration data, and is not capturing important details about the members, meeting participants and presentations, they are making strategic decisions based on sub-optimal information. This can be costly as well as limiting the growth & success of the society.

Other savings are realized through a more efficient administration with full integration of data and payments throughout all the society’s activities, minimizing the workflow. Members and meeting participants will also save time when their abstract submission or speaker presentation is connected to their membership profile, they will not need quite so many reminders to renew their dues or register for the meeting. Sponsors and Exhibitors are also much more likely to support the society when they realize an increase in ROI and can accurately attribute increased sales activity as a result of their participation.

There is one thing that hasn’t changed though…everyone still waits for the abstract deadline to submit their abstract!!!

Current Virtual Offices

Since December 2016 – International Cytokine & Interferon Society (formerly ISICR and ICS), Joan, and her Virtual Office, have replaced the staff at the FASEB campus in Bethesda, MD which has managed the ISICR and then the merged society since 1996. By transitioning to a Virtual Office, the society will save on administrative costs and can focus its resources on promoting the fields of cytokine, interferon, and chemokine biology, and growing as a network to facilitate research communication to ultimately translate discoveries to improve human health. The International Cytokine & Interferon Society, (ICIS) is a non-profit organization of close to 1,000 scientists devoted to research in the fields of cytokine, interferon and chemokine cell biology, molecular biology, biochemistry and the clinical use of these biological response modifiers. Bringing together scientists across many different research disciplines, the International Cytokine & Interferon Society is the premier organization promoting the field of cytokine biology, impacting all aspects of medicine, from cancer to autoimmune disease to neural development and function. A common ground where scientists interested in all aspect of cytokine biology can join and work together to better human health. Please visit the website we recently designed for more information: www.cytokinesociety.org

Since December 2017 – International Society for Developmental Psychobiology (ISDP), Joan Oefner has been appointed the Managing Director and is transitioning the society from their previous management company in Texas to her Virtual Office in New Jersey, USA and Regensburg, Germany. Please visit the website we recently designed for more information: www.isdp.org. The first order of business is to set up a new online association management system using www.x-cd.com for membership, meeting registration, abstract submission and online programming. The International Society for Developmental Psychobiology (ISDP) is an international non-profit organization which encourages research on the development of behavior in all organisms including man, with special attention to the effects of biological factors operating at any level of organization. The society holds annual meetings to facilitate communication of research results and theory in the area of Developmental Psychobiology. The ISDP strongly supports and encourages young scientists with travel awards, networking and meeting events designed specifically for the students.

(c) Can Stock Photo