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Support for meeting objectives

Strategic agenda management

Face-to-face, virtual & hybrid

Clinical Meeting Planning

Plan and manage life sciences industry meetings with precision to chart a clear course for success.

Scout podium

Meeting Protocol is now Scout!

Learn more about our 29-year legacy — and our path forward.

Face-to-Face Meeting Planning

Experience memorable, enjoyable, and productive meetings with Scout's meticulous planning and personal touch.

Masterfully executing every detail before the meeting, ensuring your objectives are met within budget.

  • Hotel/Venue Selection: Rate and availability studies to secure the best possible location for your meeting. 
  • Meeting Objectives: Evaluate and prioritize meeting objectives to maximize both site attendance and budget. 
  • Line-Item Budget: Itemized, detailed budgets based on the parameters of your meeting as well as ideas to maximize the effectiveness of your budget. 
  • Contract Negotiations: Negotiated contracts with all vendors including attrition and cancellation policies to minimize costs. 
  • Dedicated Meeting Planner: One Program Manager who will organize your meeting from start to finish. 
  • Polling/Surveys: Gather useful data from attendees quickly and easily ahead of the live meeting. 
  • Registration: Includes sending out customized invitations and a customized online registration process. 
  • Travel Documents: Customized travel information packets dispatched to all attendees. 
  • Travel Arrangements: We minimize your costs by expediting the registration process and purchasing tickets via our global network of travel agencies. 
  • Visas: Our in-house visa specialist will arrange any required visas for your attendees. 
  • Agenda Consultation: Utilize our life sciences meeting experience to help achieve your meeting objectives and to make the meeting a positive and productive experience for all who attend. 
  • Production: Provide innovative and eye-catching production inside the meeting room to engage your audience and keep them involved in the meeting. 
  • Branding: Creation of PowerPoint templates and study logos for use throughout the study. 
  • Meeting Materials: Production of binders, mini-protocols/CRFs, CDs, and USB drives. 
  • Off-Site Functions: Coordinate off-site dinner events including venue, transportation, menu, and entertainment. 
  • Amenities: Creative amenity ideas that fit your guidelines, budget, and objectives. 

Face-to-Face Meeting Planning

Experience memorable, enjoyable, and productive meetings with Scout's meticulous planning and personal touch.

Pre-Meeting Services
On-Site Services
Post-Meeting Services


Virtual Meeting Planning

Stay on-target and on-message with secure, easy-to-use virtual services and tools.

Sponsor & CRO Benefits

Compliant, Scout-managed platforms for focused delivery, real-time engagement metrics and full post-meeting reporting.

Site Benefits

Interactive discussions, engagement tools, live technical support, and attendance certification–with no apps or software to download.

Go Beyond the Meeting

Preserve meeting presentation content and materials for anytime access through Scout Academy.


Hybrid Clinical Meeting Planning Services

Provide in-person and online attendees with the same high-quality experience and access to resources anywhere in the world. 

  • Leverage a Wide Range of Technology & Features 
  • Convenient, Flexible, Cost-Effective Approach to Global Meetings 
  • On-Demand Training & Resources with Scout Academy

Scout Out Your Next Meeting

We leverage decades of experience to support you before, during, and after your meeting.


Attend a Meeting

Log in to the Scout Meetings platform to access meeting information and join a meeting.