Read how we worked with our global client and a multi-agency team to deliver an investigator update and engagement meetings series in four destinations across the globe.
We were awarded a competitive pitch to manage a mid-trial global meeting series for clinical investigators aimed at creating an environment for participants to share valuable local recruitment learnings globally.
Our role in this multiagency project was the logistical delivery of four in person meetings for a total of 800 site staff from 35 countries. The meetings took place in Europe (Madrid), North America (Chicago), South America (Buenos Aires) and Asia (Singapore). These one and a half day meetings were implemented in close succession and in strong partnership with our global clinical meetings client, country affiliates, and medical communications, production and travel partners.
Specific responsibilities for the TTA Team rested in the project management and delivery of healthcare compliant venue source and management; website development (using the Cvent event management software); invitations, registrations and participant communications; travel and transfer coordination (plus visa support); onsite management; design and print; budget management and transfer of value reporting for the healthcare professional participants.
Our extensive experience in implementing global investigator meetings series over 20 years, and our open, positive client partnership were critical in delivering the successful series. It was important to prioritise effective communication, solid project management and an agile responsiveness with all event stakeholders, as well as a seamless communication, registration and onsite experience for global customers, faculty and staff.
Of the challenges navigated by the multiagency team, the global transition from COVID lock down to live events, resulted in difficulties with project resource and service across the board, but manifested mainly in the areas of venue and travel management.
We worked in partnership with client stakeholders our TTA team and our partners to find solutions to these logistical complexities. For example, size challenges in the Madrid plenary room, alongside an uplift in expected participants, resulted in the decision to create a hybrid element to this meeting to maximise attendance both in person and online.
”With a joint effort we got everything in place and my overall impression of working with TTA is very good. I will be very happy to work with TTA on any of my upcoming meetings” Clinical Meetings Client
We received strong positive feedback about the project and the success of the meetings. Successes, learnings and improvements were shared with all partners and have been implemented successfully for the new 2023 meetings series.
“I just want to say a huge thanks for the last couple of days. It has been a pleasure working with all of you and you have really done an amazing job - what a team!!
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