Investigator meetings

Client: Leading Global Pharmaceutical
Number of attendees: 200
Location: Bangkok, Thailand
Duration: 3 days
Date: September 2010

Brief

A pharmaceutical client needed to run two separate investigator meetings back to back in the same location to accommodate international doctors participating in two separate clinical trials.

As many of the participating doctors were attending both events, it was important that one venue could hold both meetings and accommodate all the participants. Delegates attended from all over the Far East, Russia and Ukraine, so it was essential that the destination was easily accessible for all. Banks Sadler was asked to run the delegate management for both meetings as well as manage the logistics and on-site organisation of one of the meetings.

Solution

Banks Sadler proposed Bangkok as the destination due to the good flight routes from both the Far East and the former Soviet Union. Agreeable immigration rules in Thailand also meant that none of the delegates had to apply for visas in advance of travel. A client-preferred conference hotel in Bangkok was successfully negotiated and secured at a reduced rate, giving our client 26% savings on venue costs.

Banks Sadler managed delegate registration and communication for both meetings by creating an online registration site, which allowed delegates to register for either one meeting or both, depending on which studies they were involved with. This allowed for the seamless registration of delegates without them having to register for both meetings separately.

Banks Sadler also provided full on-site planning and management of the meetings using one of our specialist project teams; including the sourcing of local audio visual solutions and ground transportation. Thai Fusion restaurant Mahanaga, described as 5 star dining, was chosen for the evening entertainment.