Services
We are a full service meeting planner with our core services in-house and a wide network of approved suppliers for travel and meeting-local services. Listed below is a range of our core services but it is by no means exhaustive. If you need a service not listed here please contact us at the appropriate office and we will be sure to help with your request.
VENUE SEARCH
Each of our offices has a venue search team who compile thorough searches based on your request. Calling on our years of experience working in venues around the world and our extensive database to provide a choice of suitable venues, we produce a detailed report for your event. Taking into account current pharma guidelines we only propose venues which will be suitable for a clinical meeting without raising any compliance issues.
REGISTRATION
Registering your delegates couldn’t be simpler for your clinical meeting. Our online registration system provides a quick and easy way to invite, register and track all potential attendees. We aim to have 100% site representation so we don’t just rely on automated systems. Our Clinical Event Coordinators will follow up on any non-registered sites by email and telephone to try to maximise attendance.
EVENT MANAGEMENT
We understand that our clients are very busy people and they need to work with a meeting planner who they can trust to work on their behalf without having to give up too much of their valuable time. Our team of experienced Clinical Event Managers take control of every aspect of your event, giving you a single point of contact and keeping you fully informed of all progress. Working with their internal team of Clinical Event Coordinators they work with you to handle all of your requirements and will be onsite with their team to manage the event and ensure that everything runs smoothly.
TECHNICAL PRODUCTION
Our in-house Technical Production department manage our world-wide team of approved audio-visual suppliers. Working with our Clinical Event Managers they will assess your needs and choose the best provider for your meeting, negotiate the budget and handle all the logistics. We provide experienced Technical Producers who will be onsite to manage the AV team and look after all of your presenters in the meeting room. They will be able to brief your presenters and provide help with any PowerPoint or video they may require.
We also provide Web meetings – click here for more information
TRANSLATION
The majority of clinical meetings are conducted in English but often require simultaneous translation services for non-English speaking delegates. We partner with a number of companies that specialise in clinical meeting translation and we can provide a wide range of languages for both simultaneous translation and also the translation of printed documents should this be required.
DESIGN & PRINT
We can produce all your printed items for your meeting. From welcome packs and delegate badges to meeting signage we provide custom designed items which are professional and cost effective. We also design Study logos which can be used to brand all your study specific items. Whether you just require basic items with your company logo on, to a fully themed meeting with custom stage set, signage and other materials our professional team can help.
TRAVEL
We manage all meeting travel including ground transfers to and from the destination airport and the venue. We have a preferred travel partner but can also work with your internal travel department if this is required. For a clinical meeting our Clinical Event Manager will use your company travel policies and guidelines to define the scope for flight times, business and economy standards, preferred carriers and cost restrictions to create a travel specification for the meeting. This will then be used to find appropriate flights for your delegates and internal teams. We monitor all travel for any delays or cancellations and can make alternative arrangements where necessary.
REIMBURSEMENTS
We are able to provide a reimbursement service to your delegates for additional expenses which they incur when attending your meeting. We will provide your delegates with the necessary form in order to submit these expenses to us along with supporting receipts. Before payments are made to the delegates, we will ensure that all the expenses are wholly for the purposes of the meeting and also that they fall within the applicable guidelines.
