FACE-TO-FACE SERVICES

Making sure you shine, beginning to end

We’re here to support you through the entire process of organizing, hosting, and following up on your pharmaceutical meeting.
PRE-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.
ON-SITE
  • 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.
POST-MEETING
  • 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.

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