The Event
A life sciences company with complex training needs contacted Miller Tanner Associates for planning guidance.
The Challenge
Our customer, a life sciences company, needed to deliver training on 5 different protocols to 600 HCP attendees from numerous European sites, many of whom required multiple trainings on different combinations of these protocols. To add to the complexity, this was a rolling site list with attendees being added, some with tight turnaround times on Visas.
The Solution
MTA partnered with our customer to provide comprehensive Strategic Meetings Management that would reduce costs and maximize time.
Rather than attendees needing to attend three separate investigator meetings at various locations, MTA proposed a solution to consolidate by training all sites simultaneously over 8 days in London, with staggered trainings and tailored agendas for each attendee. This approach aimed to minimize travel for the corporate team and site participants; offer efficient training for all attendees; and reduce costs and time for all participants involved.
MTA began by dividing the 600 attendees by countries to meet compliance standards. With time efficiency as a priority, MTA then strategically crafted an extensive agenda to accommodate 60 various protocol training combinations, tailoring a personalized agenda for each participant (in total 60 agenda versions). MTA orchestrated a comprehensive agenda for the entire event, incorporating general sessions, break-out sessions, parallel protocol training sessions (each included 3 days of content), and welcome dinners.
To optimize attendees’ time when not attending their respective trainings, MTA included a “connection lounge” for attendees. Here, sponsor representatives were available for one-on-one time with attendees for discussion and to answer questions, further building relationships with sites and site participants.
During the 8-day event, daily arrival and departure schedules were organized to accommodate each individual’s training requirements. MTA developed a communication strategy with our travel partners that included a keen understanding of the attendees’ roles and personalized agendas, to secure a smooth arrival and departure process for all participants.
Additionally, MTA utilized advanced technologies to enhance the attendee experience, to increase efficiency, accuracy, and overall attendee satisfaction.
- To streamline operations, MTA implemented digital sign-ins across 11 daily opportunities, eliminating the need for a cumbersome sign-in process. In turn, this also allowed for easy post-event data reporting.
- By leveraging MTA’s proprietary app, Attend, attendees could conveniently access personalized digital agendas and scheduling details from their mobile devices. Using Attend, our on-site team was able to quickly assist attendees when needed.
Through Strategic Meetings Management (SMM) and early planning, MTA leveraged our extensive logistics planning expertise, vendor partnerships, and advanced event technology, to produce a streamlined, 3-in-1 investigator training that prioritized time efficiency resulting in a significant cost savings of 25 percent – over 1 million dollars – for our customer.
Great to work with your team yet again! A huge shout out to Jenny, Conor, Christina, Miranda, Tricia, and the entire team! And I don’t know how but despite the jetlag Jenny has all the permutations/combinations in her head. Kudos! Looking forward to our continued collaboration through APAC and LATAM Meetings. – Customer, Program Operations Leader
