Stand-alone Events

Planning a 2-day symposium for 200 physicians

This project was a closed meeting for a pharmaceutical client of a medical communications agency. The brief to the agency was to handle the whole meeting from venue search to on-site delivery.

Kay was contracted on a freelance basis to manage all logistics.

The Background 

This was a 2-day scientific meeting for 200 key opinion leaders, invited by the client’s local markets in 23 countries. The programme was made up of:

• Plenary and workshop sessions

• A welcome buffet 

• A symposium dinner 

The venue was a 4-star, business hotel in Vienna. The symposium dinner took place at an external venue, a short drive away in the city centre.

The Role

 Kay’s role was to manage all delegate and venue requirements and to ensure that the arrangements fitted seamlessly with the needs of the scientific programme.

To deliver the project, Kay worked closely with a range of internal and external stakeholders including the client’s global and local teams, the client’s scientific agency and a local Destination Management Company (DMC).  

She used her meeting compliance experience to carefully select venues, to negotiate contracts and to ensure that both the regulatory requirements and the standards expected for a high-level, pharmaceutical event were met. 

She developed all delegate registration information and joining instructions.  She coordinated the complex audio-visual needs and worked with the scientific programme manager to make sure that all speaker requirements were in place.

With her extensive knowledge of the medical meetings’ industry and keen eye for detail, Kay was able to take the lead on all project logistics, allowing the account and the scientific teams to focus on the management of the programme and the meeting materials.

What They Said

“I cannot thank you enough for your support last week. We had great feedback from our markets. Thank you for everything that you did to make the event such a success.”

Global Marketing Manager

“Thank you for all the hard work that you put into the stand-alone last week. It was good to know that everything was in such good hands. Thank you for all your guidance along the way and for dealing so calmly and efficiently with all the last-minute requests and changes.”

Agency Managing Director

“I wanted to say a big ‘thank you’ on behalf of myself and my customers who came to Vienna last week. The arrangements were all perfect. Thank you for coping with all our changes. Everything thing was perfect. I always know that we’re in safe hands when I’m working with you.”

Group Leader, Local Market