Investigator Meetings

Overview

mdlifesciences was tasked with the challenge of arranging a series of investigator meetings in six countries, for over 1855 delegates.

The meetings, which focused on a large-scale clinical study, took place at Atlanta Omni Hotel, Hilton Munich Park, Hilton Prague, Seri Pacific Kuala Lumpur, Sheraton Lima Hotel and Convention Centre, and Sofitel Wanda Beijing.

What we did

The series presented a number of logistical and cultural challenges which required seamless navigation.

We provided high-touch delegate management throughout, thus gaining the maximum site representation needed to successfully handle the volume of delegates arriving from all around the world. This was particularly important in Russia, where the scale of the country led to complicated travel arrangements and ground transportation requirements.

Consistency and quality across all meetings was a big focus. We called on key players across all our global offices, ensuring we had people on the ground from the offset. This ensured a high-quality experience without the need to outsource, which kept costs down and ensured consistency of service both on and off-site.  

Using regional suppliers and understanding cultural needs were also key to the success of the series. We were able to offer translations in all languages and provided help with complicated visa and insurance requirements, particularly for delegates travelling from Russia and parts of Asia.

For those unable to attend the series, we provided digital solutions to increase the impact and reach of the study. With customized apps and digital platforms, we ran live streaming from the events and created interactive forums to increase participation while meeting compliance regulations across the board.  

During the series, a dedicated team of compliance experts monitored international guidelines carefully to ensure all codes were met. They also managed all consultancy agreements and contracts on behalf of the client, overseeing honoraria payments and compliant expense processing, and meticulously reporting on all deliverables.

Outcome

The Russian delegates were extremely impressed that we were able to coordinate and manage their requirements through our Russian office, many stating they had never attended such a well-organised investigator meeting.