case studies
High Noon Communications offers a broad range of meeting and event planning services, from board of directors and membership meetings to one-time gatherings or annual conferences and special events. High Noon’s varied experiences include successfully bringing together a coalition of foundations to discuss funding priorities, helping community groups educate the public and media about an important local issue, and organizing meetings to teach membership groups and coalitions about advances and developments in their field. High Noon manages all aspects of meeting and event planning, including:
- researching and selecting venues;
- producing hold-the-date cards, registration brochures and invitations;
- managing all aspects of the registration process ;
- agenda development;
- speaker identification and coordination;
- materials development and preparation; and
- on-site logistics.
Booker T. Washington Public Charter School for the Technical Arts
During his November 2005 visit to Washington, DC, the Dalai Lama visited the Booker T. Washington Public Charter School for Technical Arts, a public charter school in Washington, DC’s Shaw neighborhood. High Noon Communications managed the logistical arrangements for the Dalai Lama’s visit to the school, including event coordination, development of the program, and liaison with State Department security. High Noon also managed press relations for the visit, including creating a media advisory, press release, and packet, and managing all on-site media.
DC Voting Rights Summit (Public Welfare Foundation)
Public Welfare Foundation, a DC-based foundation committed to helping people overcome barriers to full participation in society, hired High Noon Communications to organize a summit—sponsored in collaboration with several other local foundations—to bring together members of the philanthropic, business, and non-profit communities to strategize about voting rights in the District of Columbia. High Noon worked in the planning stage to design the meeting format and the media outreach strategy. High Noon coordinated invitations and logistics for the event speakers and moderator, including a number of prominent, high-profile business, labor, philanthropic and non-profit leaders and elected officials. High Noon also developed and distributed the invitations and managed the registration and logistics for the 100-person event. Media outreach resulted in substantive coverage by local and national outlets.
Endangered Species Coalition
As the guardian of the Endangered Species Act of 1973 (ESA), the Endangered Species Coalition (ESC) speaks on endangered species issues for some 360 environmental, conservation, religious, scientific, humane, sporting and business groups around the country. High Noon Communications planned ESC’s silver anniversary gala. Responsibilities included venue research, menu selection, event invitation and program development, RSVP management, award selection, liaison with event honorees, and on-site logistics.
Kaiser Family Foundation AIDS at 20: U.S. AIDS Policy — Entering the Third Decade and Women and AIDS Policy Forum
The Kaiser Family Foundation (KFF) focuses on the major healthcare issues facing the nation and has a substantial public policy presence in Washington, DC. High Noon Communications provided meeting planning and support services for a KFF symposium bringing together policymakers, advocates, and journalists to mark the 20th anniversary of the first reported case of AIDS in the United States. Speakers included several U.S. surgeons general, U.S. Senator Bill Frist (R-TN), and HHS Secretary Tommy Thompson. High Noon:
- researched appropriate venues;
- coordinated logistics prior to and during the event;
- registered participants;
- developed and produced registration and symposium materials for the 150 participants.
High Noon provided similar support to KFF for a Women and AIDS Policy Forum, which gathered funders, government officials and non-profit leaders to discuss the state of HIV/AIDS in the United States and its impact on women.
National Housing and HIV/AIDS Research Summit III
The National AIDS Housing Coalition’s (NAHC) advances the creation, development, management and growth of housing for people living with HIV/AIDS by educating legislators and public policy makers about the need for housing programs and encouraging new initiatives and better coordination between federal agencies. To that end, NAHC organizes a national research summit bringing together researchers and policy makers. High Noon managed key components of the Summit III in March 2008 and is working on Summit IV in June 2009, which expects 250+ attendees. High Noon is:
- managing registration, including organizing online registration capabilities, preparing weekly registration reports, and responding to enquiries;
- planning meeting logistics, including food and beverage, A/V, room set-ups, and signage, and serving as the pre-event contact with hotel personnel;
- monitoring and updating the budget;
- preparing and producing meeting materials, including a CD with key research documents and reports and the meeting binder; and
- managing on-site logistics.
National Cancer Registrars Association
The National Cancer Registrars Association is a not-for-profit association representing cancer registry professionals and Certified Tumor Registrars. NCRA's primary focus is education and certification with the goal to ensure all Cancer Registry professionals have the required knowledge to be superior in their field. To that end, NCRA hosts an annual educational conference attended by more than 1,200 cancer registrars. High Noon Communications manages the exhibit hall at the conference and is responsible for:
- exhibit booth marketing and sales;
- communication with exhibitors; and
- on-site oversight of all exhibitor logistics.