Shared Success for Two Hybrid Investigator Meetings

The Event

• As part of a two-program series for our customer, a life science company, MTA planned and executed hybrid investigator meetings in both North America and Europe for a total of 147 in-person attendees and an additional 21 joining virtually. The meetings took place in both Chicago and Barcelona, central locations for global attendees. 

The Challenge

• Our team had a condensed planning period of less than six weeks for each program. The transparency requirements, venue availability, costs, virtual accessibility, and complex logistics (attendees for the EU program were coming from various countries including Israel, Belgium, Finland, Italy, and the UK) were all concerns. Despite these challenges, along with an unexpected departure travel situation, we successfully delivered these meetings. 

The Results

• To create consistency in messaging, branding, and overall experience the MTA team implemented comprehensive strategies that resulted in successful investigator meetings for our customer.     
• The events were hybrid, enabling virtual attendees to actively participate in discussions and presentations. 
• MTA used the same Production Team at each meeting as a strategy for effectively delivering the content and to ensure a seamless, consistent experience for both meetings.  
• Technology solutions for these events included general session audiovisuals, using multiple screens to enhance the presentations for greater digital capabilities.  
• To engage all participants throughout the meetings, AIS (Attendee Interactive System) was integrated to use for audience response capabilities, including polling, Q &A, etc. 
• Branded graphics reinforced overall branding and messaging including the study’s branded tagline using “footprint” decals to lead attendees into the general session room.  
• Strong partnerships with hotel and transportation vendors ensured clear communication and efficient transitions.  
• MTA selected hotel properties that were convenient to airport, flexible, and supportive of transparency requirements for participants representing multiple countries.
• The ground transportation partner was creative and accommodating of all travel requirements and requests.  
• When a transportation strike in Germany posed a challenge for some of our departing attendees, our travel and hotel partners worked in tandem with MTA to quickly pivot and accommodate our attendees’ needs.