Virtual Office

INTERNATIONAL SCIENTIFIC COMMUNITY BUILDING

Online Membership, Registration, Abstract Submission, Awards Applications & Nominations, Presentation Capture, Journal & Virtual Meeting Access all Under One Roof!

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:

OneBox: Telephone calls to a US 800 numbers are automatically forwarded to the German office, after hour voice messages are transcribed to text and sent via email 24/7. Fax number included.

X-CD Technology: Online membership, meeting registration, abstract submission, review and programming, as well as awards applications, all together with one login and member profile.

QuickBooks Online: Automatically sync 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.

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.

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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!!!

Executive Director Experience

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.

Society for Molecular Imaging, (2002 – 2006) Served as the founding Executive Director as the society’s membership grew from 200 – 1,250 full, student & industry members and meeting attendance grew year on year from 650 to 1,250 participants. Organized their annual meetings in San Francisco, St. Louis, Cologne, Germany and the Big Island, Hawaii with each meeting drawing increased attendance, abstract submissions, support from industry and adding to the Society’s financial reserves while becoming the “internationally renowned platform for reporting on the most important advances in molecular imaging” (Christopher Contag, PhD, President of SMI from 2002-2003). Managed the society with a Virtual Office, with both a German and Texas base, until the society began having joint meetings in 2007 with a clinically oriented affiliated society. As of 2011, the two societies merged to become the World Molecular Imaging Society, WMIS.

North American Society for Cardiovascular Imaging (NASCI), (1993-2005) NASCI was founded in 1972 and had never had a professional staff until hiring me as their first Executive Director in 1993 to help achieve the Society’s goal to revitalize the field of Cardiac Imaging. By 2005 the membership grew to 450 members and annual meeting surpassed 550 participants. NASCI is now managed by the American College of Radiology.

CASSS (1996 – 2001) Provided full-service association management and meeting planning for 2-3 international symposia per year as the society’s annual budget grew from $20,000 to over $800,000. The growth of this society, from what was once known as the California Separation Science Society (CaSSS), to their current standing as CASSS, an International Separation Science Society, is what fueled the growth of Rhema Association Management, enabling me to hire three full-time employees, including an experienced meeting planner and a CPA who are still working for the Society, which we transitioned to a freestanding management model in 2001. Since moving to Germany, I have had the pleasure of planning CASSS’s first two European CMC Strategy Forum meetings (Brussels in 2007 & Paris in 2008) as well as the 21st International Ion Chromatography Symposium in Dublin in 2009. They are now holding meetings all over the world in support of their mission to enable a global community of industry, academic and regulatory professionals to work together to resolve scientific challenges in the field of bio-pharmaceutical development and regulation.

San Francisco Neurological Society (2002 – 2005) Provided full-service association management including planning an annual weekend CME conference and 4-5 dinner meetings per year. Set up their website and converted the society’s membership & registration to an online system that is still in use today.

Southwest Chapter of the Society of Nuclear Medicine (1993 – 2000) Provided full-service association management and planning for the annual CME meeting and exhibition, 400-600 participants. The trick with this society was to keep up the industry support and meeting attendance when the society met in unpopular cities within the Chapter, or in a city that was far away from the membership base in Texas. Meetings in Houston, San Antonio, Austin and to a lesser extent, Dallas, were always successful, but every other year the meeting had to be in one of the other states in the Chapter. We managed to have successful meetings in Albuquerque, New Orleans, and Santa Fe, by negotiating really good rates at excellent venues and emphasizing the unique aspects of those venues in all marketing materials. Our key employee, Charles Metzger, who moved first to Santa Rosa, CA, then to Texas, is still managing the society which is now the SW Chapter of the Society of Nuclear Medicine and Molecular Imaging.

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