Series of Clinical Study Investigator Meetings

A global pharmaceutical company was spearheading an important clinical study including three international investigator meetings; the success of these meetings would have a significant effect on the study’s progress. Based on Bucom’s history, knowledge and meticulous handling of previous projects, we were given the opportunity to plan and manage this series, each with 120-150 participants. A thorough needs analysis determined that Chicago, Barcelona, and Shanghai would be optimal locations based on air accessibility, participant draw, convenient airlift, and overall budget maximization.

Working closely with the stakeholders, Bucom developed three meetings that had the overall goal of providing a consistent educational and experiential experience to the investigators, and study coordinators, while implementing the subtle nuances to meet the attendee expectations in each city. Customized registration websites that interfaced with Bucom Travel were used for all site participants. Polling was used prior to and during the meeting to ensure that the specific material presented was pertinent and retained. Study team meetings occurred on day one, followed by a welcome dinner with the Investigator Meeting held over a two-day period. The Bucom team secured and managed various vendors to synchronize seven simultaneous, rotating breakouts to highlight study-related processes such as reporting, ECG machines, and drug supply. For each meeting, the meeting set and layout were adjusted to best suit each location and production components included simultaneous translation, an interactive meeting app, as well as podcasts and webcasts for future learning. Bucom’s full-service delivery included the following for all three meetings:  air travel, hotel sourcing and negotiations, guest rooms and food and beverage management, meal and cultural needs planning in consideration of the multinational needs, meetings layout and management, audiovisual creation and production, simultaneous translation management, vendor management, marketing and meeting material delivery, mobile technology, transportation, project governance, and regulatory compliance and reporting, and on-site management of each meeting.

Successful meetings were held in each location with post-event surveys reflecting superior rankings for audience engagement and retention, and overall meetings satisfaction at  93%, 94%, and 95% respectively for each meeting.