Logistics and Planning Support for NSF’s EAPSI Program


While many college students will spend their summers with family, reconnecting with friends, and heading to the nearest beach, 205 graduate students from across the country will be flying abroad to participate in the National Science Foundation’s (NSF) East Asia and Pacific Summer Institutes (EAPSI) Program.  However, before they started packing their bags, they first were required to attend a Pre-Departure Orientation in Washington, D.C. on April 3rd and 4th, for which NCC’s Conference and Peer Review Management (CPRM) team had the privilege of providing logistics and planning support.

Our staff was responsible for site selection and contract negotiations, on-site management, meeting website and online registration, and logistics coordination.  We also facilitated the audiovisual components of the orientation, and printed badges and signage for the event, which was attended by 225 people.

The EAPSI program offers selected graduate students the opportunity to participate in one of the seven Institute locations: Australia, China, Japan, Korea, New Zealand, Singapore, or Taiwan.  The students will learn about the science, science policy, and scientific infrastructure of the respective location.  Students participating in EAPSI are expected to come home having initiated professional relationships in order to establish future partnerships with foreign counterparts.

EAPSI staff was extremely pleased with our team’s efforts, noting “everything went smooth as clockwork.”  At the conclusion of the meeting, our associates were told “Many, many thanks for all your hard work…particularly accommodating guests!”

NCC has proudly provided reliable support to NSF in a wide range of areas since 2010.  Recently, we expanded our contract with the Foundation’s Meeting and Events Management team to provide full AV support and preventative maintenance.  Since 2012, we have delivered verbatim transcripts of record for National Science Board meetings.  In 2013, we launched an AV installation contract which included significant video conferencing upgrades in several rooms for the Geosciences Directorate.

We are honored to play a small role in creating a better experience for some of the future scientists in the U.S. as they spend their summer overseas.