Discover how we delivered a compliant Investigator Meeting on behalf of a global client looking to review patient-reported outcomes from a clinical trial.
Our client, a global healthcare provider, was looking to bring together 160 clinical investigators and study staff from 24 countries for an educational programme on the design and objectives of a large-scale clinical trial. We were appointed to deliver the event, drawing on our extensive experience of implementing investigator and monitor meetings, our compliance expertise, and a thorough understanding of our client’s internal processes.
Our first task was to identify a convenient European destination for the meeting that would facilitate attendance of the globally-dispersed HCPs, without compromising on compliance. We centred on Frankfurt for its versatility as a travel hub, and sourced an HCP-compliant hotel with a self-contained event space ideally suited to the confidential and security-conscious nature of the meeting.
Our remit included pre-event planning, budgeting and communications, full onsite support and post-event follow-up. In the lead-up to the event, we liaised with the client’s affiliates across 24 countries to ensure compliance before managing delegate registration and automating the distribution of pre-event communications through the Cvent platform.
Agile project management was required throughout the process, including budgetary monitoring, timely ongoing status updates, and regular liaison with the venue and in-country stakeholders, as well as providing post-event reporting on transfer of value and certificates of attendance.
We streamlined the check-in process on the day through the Cvent OnArrival app. This enabled HCPs to sign in quickly and effortlessly via tablet devices, with accurate badges printed on demand within seconds of validation. By eliminating queues and bottlenecks, we were able to set a professional tone for participant registrations in real-time through the portal.
Our project team was on site to oversee the smooth running of the event. This included all venue management, client liaison, delegate registration, and delegate movement for the plenary and break-out sessions. Our responsibility for F&B included the management of off-site and on-site dining for delegates and the study management team.
This was the first time our client contact had managed an event of this scale, and our experience, expertise provided strong support allowing her to focus on the educational priorities of the event. Our successful delivery of the programme enabled the client to meet her communications objectives, and the healthy attendance and the complimentary feedback from HCP participants validated our approach.
"I would like to wholeheartedly thank you and your teams for the amazing collaboration on this event. We got a lot of positive feedback and from my own perspective I can say you were both absolutely perfect! It was the first time I had to organize such a big IM and you've given direction and full support from the beginning. A massive thank you and looking forward to the next event with you!"
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