Clinical Meeting Planning

Masterfully executing every detail before the meeting, ensuring your objectives are met within budget.

• Hotel/Venue Selection: Rate and availability studies to secure the best possible location for your meeting. 
• Meeting Objectives: Evaluate and prioritize meeting objectives to maximize both site attendance and budget. 
• Line-Item Budget: Itemized, detailed budgets based on the parameters of your meeting as well as ideas to maximize the effectiveness of your budget. 
• Contract Negotiations: Negotiated contracts with all vendors including attrition and cancellation policies to minimize costs. 

• Dedicated Meeting Planner: One Program Manager who will organize your meeting from start to finish. 
• Polling/Surveys: Gather useful data from attendees quickly and easily ahead of the live meeting. 
• Registration: Includes sending out customized invitations and a customized online registration process. 
• Travel Documents: Customized travel information packets dispatched to all attendees. 
• Travel Arrangements: We minimize your costs by expediting the registration process and purchasing tickets via our global network of travel agencies. 
• Visas: Our in-house visa specialist will arrange any required visas for your attendees. 
• Agenda Consultation: Utilize our life sciences meeting experience to help achieve your meeting objectives and to make the meeting a positive and productive experience for all who attend. 
• Production: Provide innovative and eye-catching production inside the meeting room to engage your audience and keep them involved in the meeting. 
• Branding: Creation of PowerPoint templates and study logos for use throughout the study. 
• Meeting Materials: Production of binders, mini-protocols/CRFs, CDs, and USB drives. 
• Off-Site Functions: Coordinate off-site dinner events including venue, transportation, menu, and entertainment. 
• Amenities: Creative amenity ideas that fit your guidelines, budget, and objectives. 

Delivering seamless on-site management for an impactful, smooth-running event.

• Hotel Management: Supervise all meeting-related elements including rooming list, meeting room set-up, and banquet functions. 
• On-Site Staff: We provide our own professional, experienced, courteous on-site travel staff including the Program Manager who organized the meeting. 
• Ground Transportation: Coordinate all ground transportation including airport and off-site event transfers. 
• Private Help Desks: On arrival, each attendee is provided with a customized welcome information packet at our registration desk. In addition, our on-site staff members are always available at the hospitality desk to help. 
• Audio/Visual Management: Coordination of all aspects of audio/visual including: simultaneous interpretation, iPads, Audience Response Systems, content capture, digital content delivery and video recording/reproduction. 
• Off-Site Dinner: Coordinate and oversee any off-site dinner events. 

Ensuring every detail is accounted for, even after the meeting concludes.

• Expense Reimbursements: Approved attendee expenses are processed on-site or post-meeting and the itemized compensations are included in your final bill. 
• Honoraria: We process your honoraria as well as all necessary reporting. 
• Financial Closeout: Once all program costs have been reviewed and reconciled, we send you a detailed, line-item financial report of actual costs. 
• Evaluation Forms: Provided to attendees for completion at the end of the meeting. Completed forms are provided to you with the financial closeout and full survey metrics may be provided upon request. 
• Reporting: Any ad-hoc reporting and metrics are fully customizable and is provided upon request. As a standard, we provide HCP Spend Reports after each meeting based on actual spend, not projected spend.