Virtual Investigator Meeting
Moving a previously scheduled face-to-face investigator meeting to a virtual platform and securing 100% attendance.
The Challenge
A clinical-stage biopharmaceutical company developing novel therapies for autoimmune diseases needed to move a scheduled investigator meeting online due to the COVID-19 travel embargo. Without a successful virtual investigator meeting, essential site training would be delayed, jeopardizing study timelines.
The client faced multiple challenges: engaging delegates across time zones, managing registrations, avoiding connectivity issues, providing translations, tracking attendance, and creating engagement, all on a new, non-Webex platform.
The Solution
Finding the Perfect Platform
First, we facilitated a call with all key stakeholders and suppliers to ensure we fully understood their requirements, and it was possible to accommodate these in a virtual setting. We worked with our partner AV production company to identify a virtual meeting platform that would not only allow the meeting to take place, but also enable the client to record the presentation for future use, and allow for translations into Thai and Korean.
Creating a Seamless Process
After we fully understood the client’s requirements, we were confident we could meet them and facilitate a successful virtual investigator meeting to replace the previously planned in-person event. The next step was to map out a seamless step-by-step process to ensure the virtual meeting would run smoothly.
Our process included:
- Sending out save-the-date notifications to delegates
- Creating an easy-to-use registration website for delegates
- Working with our AV partner to ensure that registration links to the platform were managed in a timely manner
- Ensuring that presentation materials and the meeting agenda were received in good time for our suppliers and translators to incorporate them into their respective platforms, ensuring a seamless experience on the day
- Ensuring delegates received connectivity instructions and user guides on how to test their connections before the live event, giving us the best chance of addressing any connection issues in advance
- Scheduling pre-meeting training with presenters so they were comfortable using the new platform for the virtual meeting
- Attending the virtual meeting and monitoring attendees and presentations
- Providing post-event certification and follow-up
The Outcome
“Thanks to mdgroup, the site initiations can go ahead as planned without delay, and the study can start rather than being delayed.”
The virtual investigator meeting ran seamlessly, with 100% attendance from all registered delegates. Presenters felt confident using the new platform, translations were delivered smoothly, and post-event certification was provided without issue.
Most importantly, site initiations proceeded on schedule, meaning the study could start without costly delays. The client gained confidence in adopting new virtual solutions and praised mdgroup’s agility, technical expertise, and support.
Want to find out more about our event services?
We can support you with organising both physical and virtual meetings, through a variety of virtual solutions and platforms, depending on your needs.
mdgroup manages a wide variety of pharmaceutical events and investigator meetings across the globe, focusing on each stage of the clinical journey.
We work with a strong network of suppliers, providing a local service with a global reach. With 30+ years of experience in designing, building, and executing meetings and events, we pride ourselves on our flexible, highly adaptable approach.
97% of clients who partner with us return to use our services again. Contact us today.
