We’re here to support you through the entire process of organizing, hosting, and following up on your pharmaceutical meeting.
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.
Registration – Includes sending out customized invitations and a customized online registration process.
Customized Meeting App – Easily provide up-to-the-minute updates and meeting logistics to attendees via a customized app.
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 pharmaceutical 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.
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 provide assistance.
Audio/Visual Management – Coordination of all aspects of audio/visual including: simultaneous interpretation, Audience Response Systems, content capture, digital content delivery and video recording/reproduction.
Off-site Dinner – Coordinate and oversee any off-site dinner events.
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 tax forms.
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 also provide quarterly HCP Spend Reports for all meetings.