Investigators Meeting Planning Services

We are experts in planning high quality investigators meetings for clinical trials as we are clinical trial practitioners for the past 20 years.  We are committed to our clients to meet the challenging timelines of a clinical trial while at the same time maximizing quality and minimizing cost.  We offer expertise in the design, structure, organization and delivery of the meeting to ensure it meets the motivation and education of the clinical team.   A successful Clinical Investigators Meetings allows a fast start to quality clinical trial conduct.

We provide a wide range of meeting planning tasks to ensure the Investigator Meeting is run smoothly so that you could focus on the critical task of the clinical trial.

Pre-meeting services include:

  • Identify Meeting Objectives
  • Provide expertise in planning of the Investigator Meeting Agenda
  • Detail budget proposal development
  • Create a comprehensive timeline
  • Site selection and negotiate and administer best contracts for venues, accommodations, equipment, transportation, etc.
  • 24/7 secure online meeting registration
  • Project Management and Reporting
  • Manage air and ground  transportation
  • Multimedia and PowerPoint presentation development
  • Design, production and shipping of meeting materials
  • Establish audio/video plan
  • Market to attendee list
  • Plan hospitality needs
  • Food and beverage planning
  • Special event planning
  • Event budget management and vendor coordination

On-site investigator meeting services:

  • On-site liaison with venue’s conference services manager
  • Manage all on-site equipment and logistics
  • Receive and position shipped materials
  • Setup and staff registration/welcome desk
  • Setup and maintain meeting rooms and event areas
  • Complete food and beverage management for meals, breaks, receptions etc
  • Facilitate arrivals/departures
  • Monitor audio/visual equipment readiness
  • Oversee special events
  • Daily accounting of meeting expenditures
  • Manage social activities and off-site events
  • Coordinate return shipping

Post-meeting services:

  • Coordinate return shipping
  • Comprehensive invoice reconciliation and evaluation
  • Conduct post-event feedback and evaluations
  • Provide event/meeting attendee electronic data file
  • Distribute thank you correspondence to attendees, speakers, and VIPs