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Investigator Meeting Event Planning for Clinical Trials

ClinDatrix Investigator Meeting planning professionals have a proven track record of organizing successful meetings for anywhere between 10 to 10,000 attendees. Our established relationships with event industry specialists will ensure your Investigator Meeting exceeds your expectations while still adhering to your budget and timelines.

The ClinDatrix team specializes in planning quality Investigator Meetings with customized pharmaceutical sponsor support. We offer an Investigator Meeting Event Management Planning Program that is tailored to your specific needs.

Our Investigator Meeting Event Planning professionals will provide comprehensive Investigator Meeting Event Planning services, including but not limited to:

  1. Event Location Analysis/Selection

    2. ClinDatrix will recommend top rated meeting venues in cities throughout the US and Europe accompanied with a location budget forecast for each venue (including flight cost analysis).

  2. Hotel Contract Negotiation

    3. ClinDatrix, with their well established venue contacts, will negotiate the best rates for accommodation, meeting rooms, Audio Visual packages, and Food and Beverage selection.

  3. Travel Management

    4. ClinDatrix will book flights and accommodations based on personalized communication with all Investigator Meeting attendees. Our client specific travel management forms and processes will minimize flight changes and cancellation fees.

  4. Meeting Materials

    5. ClinDatrix will design and produce custom invitations, welcome packages, and name badges, created by our expert graphic artists. ClinDatrix will provide unique promotional materials (within regulations) that will include all Clinical Trial documents and Investigator Meeting presentations.

  5. Event Registration and Onsite Event Management

    6. ClinDatrix will manage the registration table to ensure all attendees sign-in and receive their meeting materials.

  6. Investigator Training – Site Personnel Training

    7. ClinDatrix will manage presentation scheduling and rehearsals to ensure timely, informative interaction with Investigators.

  7. Dining and Entertainment Management (within regulation guidelines)

    8. ClinDatrix will organize ticket bookings, restaurant reservations and meal planning.

  8. Attendance Documentation

    9. Sign-In Forms for the Investigator Training sessions will be collected to record proper documentation of Investigator Training.

  9. Reporting and Summary

    10. A complete event and budget summary will be provided for client review and approval.

  10. Expense Reimbursement Services

    11. ClinDatrix will provide a systematic process designed to ensure a timely return of all expenses.

  11. Budget Reconciliation

    12. Final cost analysis and reconciliation.

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