To view our services, ordering instructions, and pricing, click on the items listed below.
Meeting Coverage Services:
Contract Number GS-23F-0255N
Accepted and encouraged
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It’s now easier and cheaper for you to obtain within a matter of days – or, if need be, a matter of hours – the best possible record of your important meetings.
We provide professional, high quality meeting coverage services at competitive prices. We deliver not only a verbatim record for the historical file but also a synthesized report geared to your internal information needs and staff action.
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Pricing
SERVICE LEVELS: The FollowUp™ system for meeting coverage is organized into four levels, from a basic, minimum-best service (Level One) to a full maximum-best service (Level Four). Services are described below, followed by a pricing list for each level.
Level One: The most frequently requested service for FollowUp™ meeting coverage is to capture the discussion highlights and final decisions, recommendations, or consensus statements generated by small meetings of 10-50 attendees held on a single half day or up to three full days. For this kind of Level One event, FollowUp™ will assign the following personnel and equipment:
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A Facilitator. This person’s role is to assure that the host’s goals for a particular meeting are met with the fullest possible participation of the attendees and with appropriate attention to minority as well as majority points of view.
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An On-Site Rapporteur. This person is chosen for his or her familiarity with the meeting subject matter, as well as skill and experience as a reporter and note-taker. The rapporteur requires a chair and a small flat writing surface upon which to rest a notebook, to collect handouts and other meeting ad hoc materials, and to secure (with masking tape) the two minimal pieces of backup equipment: a palm-size, battery-powered Olympus S-831 microcassette tape recorder/dictating unit (with cuing) and a 4-inch, battery-powered, multi-directional Olympus Ultra-Sensitive Conference Microphone (effective pickup radius: 40 feet). The on-site rapporteur is also responsible for producing within 10 working days a synthesized report of highlights, etc., drawn from his or her notes and augmented by the taped backup.
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A Designer-Art Director. This person will design and lay out the Report for hard-copy publication. He or she also insures the proper use of organization logos and other trade-marked visuals.
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An Illustrator/Researcher. If the meeting is rich with visual elements, such as charts, graphs, photos, or drawings, this person will secure them for the use of the Rapporteur and/or the Designer Art-Director, taking care to observe the rules of rights and permissions.
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A Project Manager. Every FollowUp™ contract is overseen by a corporate Project Manager to insure that all client instructions are followed, that proper attention is paid to project costs, and that the final product is the best one possible.
With careful advance planning Level One coverage can also be strategically employed within large (50-500 attendees) and very large (500+ attendees) as well.
LEVEL ONE
| Labor/Task Category |
Commercial Rate |
Per Unit |
Government Rate |
Applicable Govt. Discount |
| Facilitator to assure the meeting goals are achieved and minority and majority views are expressed |
$375.00 per 3-hr half-day |
$125 per hour |
$113.341 per hour; 3-hour minimum for $340.875 |
10% |
| On-site rapporteur to take notes, identify highlights, obtain verbatim resolutions, etc. |
$240.00 per 3-hr half-day |
$80.00 per hour |
$217.61 / $72.54 per hour |
10% |
| Rapporteur to produce synthesized hard copy Report of highlights, drawn from on-site notes |
$560.00 (7-hour minimum) |
$80.00 per hour |
$72.54 per hour; 7-hour minimum for $507.78 |
10% |
| Designer-Art Director to design and lay out edited Proceedings for hard copy publication |
$875.00 (7-hr minimum) |
$125.00 per hour |
$110.93 per hour; 7-hour minimum for $776.51 |
12% |
| Illustrator/Researcher to secure photos, charts, graphs, etc., for edited Proceedings |
$280.00 (7-hr minimum) |
$40.00 per hour |
$36.27 per hour; 7-hour minimum for $253.88 |
10% |
| Project Management / Contract Supervision / Quality Control |
$1,250.00 (10-hour minimum) |
$125.00 per hour |
$113.341 per hour; 10-hour minimum for $1,133.41 |
10% |
Level Two: This level of FollowUp™ meeting coverage is captures the full gavel-to-gavel verbatim information, including all final decisions, recommendations, or consensus statements generated by meetings of 10 to 200 attendees held on one or more full days. For this kind of Level Two event, FollowUp™ will assign a team composed of an appropriate combination of the following personnel and equipment:
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A Meeting Coverage Planner. This person works with the meeting planner or responsible meeting host to make sure that all sessions, activities, personalities, and subsets of the planned meeting will be appropriately covered by FollowUp™ personnel within prescribed budgetary limits. Products may include a hard-copy synthesized report, edited verbatim transcript, CD-ROM with searchable database, Website posting, etc. The Coverage Planner will work with the host/client to draft a consensus statement of work and propose a coverage budget, which may also include proposals or plans for coverage cost recovery.
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A Transcription Technician. This person is responsible for capturing by electronic means the presentations at the podium as well as questions and comments made from the floor. Equipment used will be either two-track or four-track redundant tape recorders plus super-sensitive multi-directional microphones. FollowUp™ sound coverage can be provided for one, two, or more meeting rooms simultaneously as required.
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An On-Site Rapporteur. This person is chosen for his or her familiarity with the meeting subject matter, as well as skill and experience as a reporter and note-taker. The rapporteur requires a chair and a small flat writing surface upon which to rest a notebook, to collect handouts and other meeting ad hoc materials, and to secure (with masking tape) the two minimal pieces of backup equipment: a palm-size, battery-powered Olympus S-831 microcassette tape recorder/dictating unit (with cuing) and a 4-inch, battery-powered, multi-directional Olympus Ultra-Sensitive Conference Microphone (effective pickup radius: 40 feet). The on-site rapporteur is also responsible for producing within 10 working days a synthesized report of highlights, etc., drawn from his or her notes and augmented by the taped backup.
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A Transcriber. This person takes the raw audio record and prepares a typed verbatim transcript of the information captured on tape. The Transcriber will produce a double-spaced, 8-1/2 x 11 inch hard copy and a 3-1/2 inch diskette in ASCII text format.
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A Writer-Editor. This person will produce from the verbatim transcript a final edited and illustrated proceedings either as hard copy, CD-ROM, or Web posting.
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A Designer-Art Director. This person will design and lay out the Report for hard-copy publication. He or she also insures the proper use of organization logos and other trade-marked visuals.
-
An Illustrator/Researcher. If the meeting is rich with visual elements, such as charts, graphs, photos, or drawings, this person will secure them for the use of the Rapporteur and/or the Designer Art-Director, taking care to observe the rules of rights and permissions.
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A Project Manager. Every FollowUp™ contract is overseen by a corporate Project Manager to insure that all client instructions are followed, that proper attention is paid to project costs, and that the final product is the best one possible.
LEVEL TWO
| Labor/Task Category |
Commercial Rate |
Per Unit |
Government Rate |
Applicable Govt. Discount |
| Facilitator coverage planning & pre-meeting consultation to determine needs and draft final scope of work |
$240.00 (3-hr minimum, per person) |
$80.00 per hour, per person |
$72.54 per hour; 3-hour minimum for $217.62 |
10% |
| On-site electronic transcription (tape) service |
$240.00 per 4-hr half-day |
$60.00 per hour |
$54.40 per hour; 4-hour half-day minimum for $217.60 |
10% |
| Rapporteur to produce synthesized hard copy Report of highlights, drawn from on-site notes |
$560.00 (7-hour minimum) |
$80.00 per hour |
$72.54 per hour; 7-hour minimum for $507.78 |
10% |
| Transcriber to produce verbatim transcript |
$7.00 per page; $3.50 per 100 words |
125-page min. for $875; 12,000-wd min. for $420 |
$5.99 per page (100-page min.); $3.02 per 100 words (10,000-word minimum) |
15% |
| Writer-Editor to produce edited Proceedings from verbatim transcript for hard copy, CD-ROM, Website, other uses |
$960.00 (16-hour minimum) |
$60.00 per hour |
$54.40 per hour; 16-hour minimum for $870.40 |
10% |
| Designer-Art Director to design and lay out both the Report and the Proceedings for hard copy publication |
$875.00 (12-hour minimum) |
$125.00 per hour |
$109.72 per hour; 12-hour minimum |
12% |
| Project Management / Contract Supervision / Quality Control |
$1,250.00 (10-hour minimum) |
$125.00 per hour |
$113.34 per hour; 10-hour minimum for $1,133.40 |
10% |
Level Three: As in Level Two coverage, Level Three also captures the full gavel-to-gavel verbatim information for meetings of 50 to 500 attendees held on one or more full days. However, Level Three coverage also includes video recording and still photography and anticipates the need for coverage of smaller, simultaneous satellite sessions, also. For a Level Three event, FollowUp™ assembles a team composed of an appropriate combination of the following personnel and equipment:
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A Meeting Coverage Planner. This person works with the meeting planner or responsible meeting host to make sure that all sessions, activities, personalities, and subsets of the planned meeting will be appropriately covered by FollowUp™ personnel within prescribed budgetary limits. Products may include a hard-copy synthesized report, edited verbatim transcript, CD-ROM with searchable database, Website posting, etc. The Coverage Planner will work with the host/client to draft a consensus statement of work and propose a coverage budget, which may also include proposals or plans for coverage cost recovery.
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Transcription Technicians. These persons are responsible for capturing by electronic means the presentations at the podium as well as questions and comments made from the floor of any main session. Additional technicians would be assigned to provide FollowUp™ quality sound coverage in one, two, or more meeting rooms simultaneously as required. Equipment used will be either two-track or four-track redundant tape recorders plus super-sensitive multi-directional microphones.
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On-Site Rapporteurs. These persons are chosen for their familiarity with the meeting subject matter, as well as skill and experience as reporters and note-takers. Each On-Site Rapporteur requires a chair and a small flat writing surface upon which to rest a notebook, to collect handouts and other meeting ad hoc materials, and to secure (with masking tape) the two minimal pieces of backup equipment: a palm-size, battery-powered Olympus S-831 microcassette tape recorder/dictating unit (with cuing) and a 4-inch, battery-powered, multi-directional Olympus Ultra-Sensitive Conference Microphone (effective pickup radius: 40 feet). Each On-Site Rapporteur is also responsible for producing within 10 working days a synthesized report of highlights, etc., drawn from his or her notes and augmented by the taped backup.
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A Video Technician. This person is responsible for capturing on videotape all presentations made at the podium of the main meeting room. Equipment will consist of a tripod-mounted DVCam to produce a digital tape record for later, post-edit transfer to VHS; wireless (lavalier) microphones will be used at the podium to assure synchronicity.
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A Transcriber. This person takes the raw audio record and prepares a typed verbatim transcript of the information captured on tape. The Transcriber will produce a double-spaced, 8-1/2 x 11 inch hard copy and a 3-1/2 inch diskette in ASCII text format.
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A Writer-Editor. This person will produce from the verbatim transcript a final edited and illustrated proceedings either as hard copy, CD-ROM, or Web posting.
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A Designer-Art Director. This person will design and lay out the products of the Rapporteur (synthesized report) and Writer-Editor (proceedings) for the designated media (hard copy, CD-ROM, etc.). The Designer-Art Director insures the proper use of organization logos and other trade-marked visuals and supervises the Still Photographer.
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A Still Photographer. This person provides the necessary still color photographic record of key presenters and attending personalities, displays, special events, and other requirements, as determined by the Meeting Coverage Planner, host Meeting Planner (the client), and the Designer-Art Director. Equipment will be 35mm SLR camera (Nikon or Hasselblad), hand-held strobe flash, and not less than fine-grain (200 ASA) color film.
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An Illustrator/Researcher. This person will secure the meeting’s visual elements, such as charts, graphs, photos, or drawings, for the use of the Rapporteur, Writer-Editor, and/or the Designer Art-Director, taking care to observe the rules of rights and permissions.
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Electronic (CD-ROM) Producer. This person or subcontractor is responsible for the technical production and duplication of the CD-ROM master.
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A Project Manager. The corporate Project Manager makes sure that all client instructions are followed, that proper attention is paid to project costs, and that the final FollowUp™ products represent the best quality work possible.
LEVEL THREE
| Labor/Task Category |
Commercial Rate |
Per Unit |
Government Rate |
Applicable Govt. Discount |
| Facilitator coverage planning & pre-meeting consultation to determine needs and draft final scope of work |
$240.00 (3-hr minimum, per person) |
$80.00 per hour, per person |
$72.54 per hour; 3-hour minimum for $217.62 |
10% |
| On-site electronic transcription (tape) service |
$240.00 per 4-hr half-day |
$60.00 per hour |
$54.40 per hour; 4-hour half-day min.for $217.60 |
10% |
| Video Technician and tripod-mounted DVCam to capture presentations and personalities. |
$560.00 (4-hour min.) |
$140.00 per hour |
$126.94 per hour; 4-hour minimum for $507.76 |
10% |
| Transcriber to produce verbatim transcript |
$7.00 per page $3.50 per 100 wds |
125-page min. for $875; 12,000-wd min. for $420 |
$5.99 per page (100-page min.); $3.02 per 100 words (10,000-word minimum) |
15% |
| Still Photographer to record personalities, presenters, and events on 35mm color film. |
$360.00 (4-hour min.) |
$90.00 per hour |
$81.60 per hour; 4-hour minimum for $326.42 |
10% |
| Writer-Editor to edit Proceedings from transcript for hard copy, CD-ROM, Website, other uses |
$960.00 (16-hour min.) |
$60.00 per hour |
$54.40 per hour; 16-hour minimum for $870.40 |
10% |
| Designer-Art Director designs and lays out Proceedings for hard copy |
$875.00 (7-hour min.) |
$125.00 per hour |
$109.72 per hour; 7-hour minimum |
12% |
| Illustrator/Researcher to secure photos, charts, graphs, etc., for edited Proceedings |
$280.00 (7-hour min.) |
$40.00 per hour |
$36.27 per hour; 7-hour minimum for $253.88 |
10% |
| Electronic (CD-ROM) Producer |
$600.00 fee |
$600.00 fee |
$544.03 fee |
10% |
| Project Management / Contract Supervision / Quality Control |
$1,250.00 (10-hr. min.) |
$125.00 per hour |
$113.34 per hour; 10-hour min. for $1,133.40 |
10% |
Level Four: This is the most sophisticated and complex level of FollowUp™ meeting coverage. It is custom-designed to provide meeting coverage for gatherings of 500 to several thousand attendees. Personnel and equipment are the same as those employed in Level Three events, except that there may redundant employments to achieve coverage on a larger scale. The event may have several or many large and small meetings occurring at the same time, some of which may require on-site FollowUp™ coverage. Careful planning and a long lead time are requirements in order to satisfy the needs of the host within budget.
LEVEL FOUR
| Labor/Task Category |
Commercial Rate |
Per Unit |
Government Rate |
Applicable Govt. Discount |
| Meeting coverage planning / pre-meeting consultation to determine needs and draft final scope of work |
$240.00 (3-hr minimum, per person) |
$80.00 per hour, per person |
$72.54 per hour; 3-hour minimum for $217.62 |
10% |
| Facilitator to assure meeting goals are achieved and minority and majority views are expressed |
$375.00 per 3-hr half-day |
$125 per hour |
$113.341 per hour; 3-hour min. for $340.02 |
10% |
| On-site electronic transcription (tape) service |
$240.00 per 4-hr half-day |
$60.00 per hour |
$54.40 per hour; 4-hour half-day min. for $217.60 |
10% |
| On-site rapporteur to take notes, identify highlights, obtain verbatim resolutions, etc. |
$240.00 per 3-hr half-day |
$80.00 per hour |
$227.43 / $71.82 per hour |
10% |
| Video Technician and tripod-mounted DVCam for podium presentations and personalities. |
$560.00 (4-hour minimum) |
$140.00 per hour |
$126.94 per hour; 4-hour minimum for $507.76 |
10% |
| Transcriber to produce verbatim transcript |
$7.00 per page; $3.50 per 100 wds |
125-pg min. for $875; 12,000-wd min. for $420 |
$5.99 per page (100-page min.); $3.02 per 100 words (10,000-word minimum) |
15% |
| Rapporteur to produce synthesized hard copy Report of highlights, drawn from on-site notes |
$560.00 (7-hour min.) |
$80.00 per hour |
$72.54 per hour; 7-hour min. for $507.78 |
10% |
| Still Photographer to record personalities, presenters, and events on 35mm color film. |
$360.00 (4-hour min.) |
$90.00 per hour |
$81.60 per hour; 4-hour min. for $326.40 |
10% |
| Writer-Editor to produce edited Proceedings from verbatim transcript for hard copy, CD-ROM, Website, other uses |
$960.00 (16-hour min) |
$60.00 per hour |
$54.40 per hour; 16-hour min. for $870.40 |
10% |
| Designer-Art Director to design and lay out edited Report and Proceedings for hard copy, CD-ROM, and Website and to design CD-ROM packaging, as needed |
$875.00 (7-hour min.) |
$125.00 per hour |
$109.72 per hour; 7-hour minimum |
12% |
| Illustrator/Researcher to secure photos, charts, graphs, etc., for edited Proceedings |
$280.00 (7-hour min.) |
$40.00 per hour |
$36.27 per hour; 7-hour min. for $253.88 |
10% |
| Electronic Producer for CD-ROM master |
$600.00 fee |
$600.00 fee |
$544.03 fee |
10% |
| Database Indexer to generate a digitized Searchable Database of key topics, issues, data for CD-ROM or Website use |
$315.00 (7-hour min.) |
$45.00 per hour |
$40.29 per hour; 7-hour min. for $282.03 |
10% |
| Facilitator |
$375.00 per 3-hr half-day |
$125 per hour |
$113.34 per hour; 3-hour min. for $340.02 |
10% |
| Project Management / Contract Supervision / Quality Control |
$1,250.00 (10-hr min.) |
$125.00 per hour |
$113.34 per hour; 10-hour min. for $1,133.40 |
10% |
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