Case Study - Investigator Meeting
Client
Multinational Pharmaceutical Company
Brief
To provide full event management and production of a three day European Clinical Trial Investigators Meeting for 100 delegates, in a European city. This included a main plenary room, breakout & training rooms and two offsite dinners.
Objectives
To meet with regulations by educating clinical research monitors and investigation site staff on several pertinent areas of a clinical trial.
Solution
The Pan-European nature of the delegates meant the event destination had to be easily accessible from the majority of European countries. Several locations were considered, with Lisbon eventually being chosen based on its tremendous value for money and climate for the time of year (January).
The hotel chosen was the SANA Park Malhoa Hotel, Sana is a Portuguese chain of good quality 4 star hotels. The hotel had excellent flexible conference facilities, good bedrooms and met the hotel criteria within the strict Pharmaceutical industry regulations.
Two restaurants were sourced that met the requirements of size and budget but that also met the clients requirement to have typical Portuguese cuisine and surroundings.
To handle the delegate management side of the event FiveHats Event Management designed a bespoke online delegate management system. This system gave FiveHats Event Management the tools to be able to undertake such tasks as creating an event website, sending delegate invitations, collating registration information, creating rooming lists and booking delegate travel, to name but a few.
Operation
FiveHats Event Management handled the entire supplier liaison for the event including contracting and invoice payment. This included working with Lisbon based suppliers for transfers and airport assistance and included managing deadlines – bedrooms releases, deposits, etc.
The main stage set and AV equipment was designed and put together by FiveHats Event Management, with some equipment being sourced locally and some brought out from the UK. FiveHats Event Management provided the technical staff on site including AV operation and speaker support.
A logo and event ID was created for the event and this was used on the event website and initial delegate invite right through to the on-site signage, documentation and stage set.
The delegate management system ensured that we could support our client by handling all of the delegate management and logistical considerations. The FiveHats Event Management Delegate Manager was able to provide the attendees with all the event information they required as well as answering their queries directly. Individual Travel bookings were also made direct with the delegates via the clients travel agents.
The on-site management was provided by FiveHats Event Management expert team, who ensured the smooth running of the event and made sure the client’s team were able to fully concentrate on their content, delivery and networking opportunities.
Evaluation
The event was a huge success with both the client and delegates event objectives met. The client had been able to deliver their key messages to important clinical trial professionals, as well as conduct necessary training in one location. The delegates were able to discuss specific questions and issues with each other and the client’s representatives, in both formal and informal environments.
