10 WAYS TO ELEVATE YOUR INVESTIGATORS' MEETING

What if there was a way to transform your clinical meetings from good to exceptional, ensuring compliance and captivating your audience every step of the way? (You guessed it: there is!) 

Read on to learn about all the benefits of partnering with clinical meeting planning professionals – and even get a behind-the-scenes peek at how our Scout Meetings team makes magic happen. 

Why should you partner with clinical meeting planning specialists? 

Collaborating with clinical meeting planning specialists like our Scout Meetings Program Managers enhances the organization and compliance of your events. These professionals have a thorough understanding of the complex regulations that apply to clinical meetings, helping you avoid compliance issues and protect your reputation. Their expertise in facing the unique challenges of clinical meetings allows for efficient planning and execution, saving valuable time and resources. 

With access to the latest technology and strategies for engaging attendees, these specialists ensure your meetings are both impactful and cost-effective. They use their skills in negotiation and vendor management to make the most of your budget, delivering quality outcomes without overspending. Plus, their strategies for engaging participants foster a productive and collaborative environment.  

Risk management is also a critical component of their services. By identifying and addressing potential risks early, from data security to health and safety, clinical meeting specialists guarantee a secure, smoothly-run event. This attention to detail in planning and risk mitigation significantly contributes to the success of your meetings, underscoring the value of working with experienced meeting planning specialists. 

In short, collaborating with clinical meeting planning specialists ensures your events are well-organized, compliant, engaging, and cost-effective. 

Scout tips: 10 ways to elevate your next Investigators’ Meeting 

In Scout’s 30 years planning Investigators’ Meetings, we’ve learned a lot about how to make them stand out. Here are some of our Program Managers’ best tips to set your next Investigators’ Meeting apart from the rest. 

1. First impressions count.

“You never get a second chance to make a good first impression.”

– Will Rogers 

We live by this quote! Whether it’s the invitation or scheduling travel, welcoming attendees onsite or processing expense reimbursements, making your attendees feel significant sets the tone for the entire meeting. First impressions are crucial; these experiences create lasting impressions for how attendees think and engage with the study, CRO, and Sponsor moving forward.  

2. Be considerate.

Every decision has a domino effect therefore it’s important to be considerate of how each one will impact the attendees’ overall experience. From date selection to dietary needs, logistics or language services, to be truly considerate of your attendees you need to consider all the details and how these can impact participation and meeting engagement.  

3. Content is key!

The aim of hosting an Investigators’ Meeting is to educate! We recommend putting the content together as early as possible, so you have time to evaluate the necessity of every slide, session, and presenter. The sooner you are prepared with your content, the more opportunity you have to rehearse and refine, ensuring you are truly maximizing the time of your HCPs in attendance. 

4. Timing, timing, timing.

Our experience has taught us that attendees would rather attend a longer one-day meeting instead of a two-day meeting which eventually ends early. The attendees’ time is precious. It’s important to keep the speakers on time and evaluate the need for long Q&A sessions, which can often lead to meetings ending much earlier than anticipated.   

5. Engage the audience.

A full day of learning takes its toll on the mind and body. Without effective engagement, much of the important content you put together can be lost in the enormity of knowledge people are taking in. Great engagement helps keep people focused on the content and helps establish the information into their long-term memory.  

We deploy a range of strategies designed to captivate attendees and simplify the understanding of complex study information. By customizing these solutions to suit your specific needs, we ensure every participant walks away with a clear, comprehensive understanding of the topics discussed. 

6. Remember the “invisible audience.”

Don’t forget about your virtual audience because they need and want to feel engaged as well. Post-COVID, attendees expect hybrid participation options for times when they are unable to attend in person. Virtual attendees should be recognized during the meeting, ensuring good quality audio and video streaming so they can participate fully.  

By utilizing specialized meeting technology, you can enhance the attendee experience by offering a virtual environment that replicates the interactivity of in-person meetings with features like Q&A functionality, interactive polling, and live interpretation. 

7. Food, glorious food!

People love their food and it’s essential to any event! The importance of variety when considering delicious food options is just as important as including healthy choices, dietary considerations, and local cuisine. Furthermore, good food promotes great engagement: a key factor to a successful study. 

8. Make it memorable.

Besides our first-class customer service, we’re known for adding special touches to our meetings. With careful consideration of pharma guidelines, we will translate your brand identity into thoughtful keepsakes or photo opportunities which will serve as great talking points for your attendees. 

9. Get feedback.

You can collect feedback from attendees from the very beginning. For instance, a short poll to better understand your attendee’s date availability or preferred location can be crucial to the meeting’s overall success.  

Asking for feedback both before and after the meeting makes participants feel valued and can offer a different perspective that may impact the study or how future Investigator Meetings are delivered. 

10. Not goodbye – see you soon!

Just because the meeting is over doesn’t mean engagement or communication should end. A farewell reception is an excellent opportunity to network and genuinely thank attendees for their participation before departures begin.  

After the meeting, be sure to keep attendees up to date to keep the momentum strong once everyone is back to their everyday routines. Making your content and meeting recordings available on a platform like Scout Academy allows you keep attendees up to date with new study milestones, share content presented at the meeting for any new starters, or just to share some fond memories from the time spent together onsite. 

While this short list is a great start, our talented Program Managers will work with you to customize your next meeting, elevating it beyond your expectations. 

Would you like more detailed strategies or assistance with any specific aspect of planning your Investigators' Meeting? Reach out today via our easy-to-use contact form. 

Common challenges and solutions for better Investigators’ Meetings 

As studies stretch across the globe, we're seeing more challenges pop up – from juggling time zones to staying on top of tech troubles. Below, we explore some frequent challenges and how to handle them like a clinical meeting planning pro. 

Challenge 1: Diverse time zones 

One of the primary challenges of organizing investigators' meetings is coordinating across multiple time zones. This issue becomes particularly pronounced when participants span global locations, making it difficult to find a time that suits everyone. 

Solution: Utilize scheduling tools that offer a visual overview of participants' time zones to identify a common window that might work for the majority. For instances where no single time suits all, consider rotating meeting times or recording sessions for those who cannot attend live. This ensures inclusivity and respect for everyone's local time. 

Challenge 2: Language barriers 

Language diversity can enrich a meeting but also introduces comprehension and communication challenges. This barrier can hinder the effective dissemination of information and collaboration among investigators. 

Solution: Employ professional translation services or use real-time translation technology to facilitate understanding. Providing materials in multiple languages ahead of the meeting can also help attendees prepare and engage more effectively during discussions. 

Challenge 3: Technical difficulties 

Virtual meetings are susceptible to technical issues, ranging from poor internet connection to software glitches. These problems can disrupt the flow of the meeting and result in valuable time lost. 

Solution: Conduct a technical rehearsal before the meeting to iron out potential kinks and ensure all participants are comfortable with the platform. Choose reliable conferencing software known for stable performance. Also, have a tech support team on standby during the meeting to address any issues immediately. 

No request is too big or too small! 

Scout is committed to going above and beyond in every aspect of your Investigators' Meeting. Before, during, and after your meeting, we dedicate ourselves to ensuring that every detail is meticulously crafted and aligned with your vision.  

Our experience and tailored tips are just the beginning of how we can transform your meetings into memorable, impactful events! To explore our solutions for your next face-to-face, virtual, or hybrid clinical meeting, click here to request more information.