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SCOUT MEETINGS
Support for meeting objectives
Strategic agenda management
Face-to-face, virtual & hybrid services
Clinical Meeting Planning Services
Plan and manage life sciences industry meetings with precision to chart a clear course for success.
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.
Delivering seamless on-site management for an impactful, smooth-running event.
- Hotel Management: Supervise all meeting-related elements including rooming list, meeting room set-up, and banquet functions.
- On-Site Staff: We provide our own professional, experienced, courteous on-site travel staff including the Program Manager who organized the meeting.
- Ground Transportation: Coordinate all ground transportation including airport and off-site event transfers.
- Private Help Desks: On arrival, each attendee is provided with a customized welcome information packet at our registration desk. In addition, our on-site staff members are always available at the hospitality desk to help.
- Audio/Visual Management: Coordination of all aspects of audio/visual including: simultaneous interpretation, iPads, Audience Response Systems, content capture, digital content delivery and video recording/reproduction.
- Off-Site Dinner: Coordinate and oversee any off-site dinner events.
Ensuring every detail is accounted for, even after the meeting concludes.
- Expense Reimbursements: Approved attendee expenses are processed on-site or post-meeting and the itemized compensations are included in your final bill.
- Honoraria: We process your honoraria as well as all necessary reporting.
- Financial Closeout: Once all program costs have been reviewed and reconciled, we send you a detailed, line-item financial report of actual costs.
- Evaluation Forms: Provided to attendees for completion at the end of the meeting. Completed forms are provided to you with the financial closeout and full survey metrics may be provided upon request.
- Reporting: Any ad-hoc reporting and metrics are fully customizable and is provided upon request. As a standard, we provide HCP Spend Reports after each meeting based on actual spend, not projected spend.
Face-to-Face Meeting Planning
Experience memorable, enjoyable, and productive meetings with Scout's meticulous planning and personal touch.
Pre-Meeting Services
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.
On-Site Services
Delivering seamless on-site management for an impactful, smooth-running event.
- Hotel Management: Supervise all meeting-related elements including rooming list, meeting room set-up, and banquet functions.
- On-Site Staff: We provide our own professional, experienced, courteous on-site travel staff including the Program Manager who organized the meeting.
- Ground Transportation: Coordinate all ground transportation including airport and off-site event transfers.
- Private Help Desks: On arrival, each attendee is provided with a customized welcome information packet at our registration desk. In addition, our on-site staff members are always available at the hospitality desk to help.
- Audio/Visual Management: Coordination of all aspects of audio/visual including: simultaneous interpretation, iPads, Audience Response Systems, content capture, digital content delivery and video recording/reproduction.
- Off-Site Dinner: Coordinate and oversee any off-site dinner events.
Post-Meeting Services
Ensuring every detail is accounted for, even after the meeting concludes.
- Expense Reimbursements: Approved attendee expenses are processed on-site or post-meeting and the itemized compensations are included in your final bill.
- Honoraria: We process your honoraria as well as all necessary reporting.
- Financial Closeout: Once all program costs have been reviewed and reconciled, we send you a detailed, line-item financial report of actual costs.
- Evaluation Forms: Provided to attendees for completion at the end of the meeting. Completed forms are provided to you with the financial closeout and full survey metrics may be provided upon request.
- Reporting: Any ad-hoc reporting and metrics are fully customizable and is provided upon request. As a standard, we provide HCP Spend Reports after each meeting based on actual spend, not projected spend.
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.
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