Congress & Exhibit

Partnering to ensure the successful creation and delivery of a congress management programme

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team members

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congresses supported annually

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annual attendee interactions

Challenge

Our client, whom we were previously supporting across the delivery of their commercial and clinical meetings, came to us after they had disbanded their internal congress management structure. They were in search of a vendor to provide full congress management – including registration, ancillary meeting planning, housing and meeting venue sourcing, and financial management – across seven therapeutic areas. The historic leadership from the previous client team had moved on. Key to our client was partnering with a company who offered a strategic approach to congresses and a global footprint for their congress portfolio across Asia, Europe, South America and North America, and especially, for a partner that could drive the congress management process.

Solution

Pulling from our knowledge and history of the account, we reviewed how it was currently operating within internal systems, processes and billing departments. We compiled a team of congress experts – all of whom are experienced in the healthcare congress industry – and determined what processes of the congress management would remain from the previous structure and what would be different. Knowing that the congress system would have to be separate to the client’s other meetings, with different objectives, deadlines and deliverables – we set about updating and revitalising their congress management programme. We utilised our expertise and account knowledge to consult and advise our client on industry best practice, helping them build, define and execute operational and financial SOPs from scratch.

Result

In the initial stages of the partnership, our congress management team was a team of four, servicing 18 congresses. Five years later, our account has grown to 11 team members, supporting over 100 congresses and interacting with over 20,000 attendees – both HCPs and internal staff – annually. The operational and financial SOPs that we initially created in consultation with the client are still in place for internal teams to benchmark and drive progress. Our client has confidence and trust in our relationship and our portfolio of services continues to grow together. In addition to full congress management our team is now providing thought leadership engagement support and management through a unique HCP-facing app, allowing executives to book calendar appoints with HCPs, and managing product theatre and symposia logistics. Our client has voiced and displayed their continued confidence in us and our congress programme and our diligence and efforts has allowed them to focus more on other important areas of their business strategy.