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Face-to-face event planning

F2F meeting solutions that make an impression

When key stakeholders need to come together, there’s no substitute for the F2F meeting. From the first planning call to the final session, Scout makes sure yours runs smoothly so your team can connect and collaborate.

That means you get to foster engagement, share insights, and drive progress. Not bad, right?

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Planning that gives you confidence on meeting day

Create an environment where participants can learn and stay engaged. With Scout, every stage of your F2F meeting is handled with precision and care.

Smart planning starts early.

From choosing the right venue to mapping every detail, we make sure your event runs like clockwork.

  • Agenda development that keeps sessions sharp and focused
  • Budget and contract management to protect your bottom line
  • Venue, food, and beverage selection that fits your goals and your guests
  • Invitations, registration, and travel coordination with full transparency
  • Custom-branded materials that elevate the attendee experience

Learn more about end-to-end services →

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F2F investigators' meetings that
drive trust and alignment

Face-to-face investigators' meetings are critical to the success of clinical trials. They build trust, spark real conversations, and make sure everyone leaves aligned—something no screen's going to replace.

Scout creates in-person experiences that stick with attendees. Our team blends logistics and learning design so each session builds understanding and confidence throughout the trial. And because compliance is baked into everything we do, you can trust that every meeting runs cleanly and stays audit-ready.

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Scout's F2F meetings approach

When people walk out of the room, they should leave sharper, clearer, and ready to do something with what they just learned.

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Agendas that work

No filler. No wasted time. Every F2F meeting agenda keeps the conversation focused on what matters most to your study and your team.

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Engaging content

We help presenters turn the dense stuff into stories worth listening to. The kind that keep everyone on the same page long after the meeting’s over.

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Interactive sessions

Breakouts, workshops, vendor fairs, and patient recruitment sessions turn information into collaboration—and collaboration into progress.

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Scout Academy for meeting engagement

Training that lasts beyond the meeting

Keep the learning (and the impact) going long after the meeting ends. With Scout Academy, your meeting recordings, materials, and modules live in one easy-to-access place—so nothing gets lost between sessions.

That means teams can revisit key information anytime and build on what they’ve learned. Updates, new trainings, and ongoing study communications can all be added over time, keeping everyone aligned from first investigators' meeting to last close-out visit.

 

Eco-friendly event venues for sustainable solutions

When sustainability’s top-of-mind, our ecoScout approach helps you choose eco-friendly event venues, reduce waste, and make conscious choices at every step.

  • Green venue partnerships: Certified spaces that prioritize energy efficiency and waste reduction

  • Sustainable materials: Digital agendas, reusable name badges, and locally sourced catering

  • Smart transportation: Coordinated transfers, hybrid options, and group travel solutions

Check out ecoScout → 

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Start your next in-person meeting with Scout

When collaboration and clarity matter most, Scout makes it easy.

From expert planning to sustainable execution, our team builds F2F meetings that bring people together—and move studies forward.

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