Event planning and management
Our event management team developed a programme that opened with a compelling patient video, and featured interviews throughout. They recommended that the client feature a diverse range of speakers, so that delegates could understand the study from a variety of perspectives.
This saw a combination of different speakers selected for each location, to ensure resonance and maximise educational opportunities, and they joined the meetings either face-to-face or virtually.
Here patients shared their experiences, study coordinators discussed how they are implementing the trial across sites, and healthcare professionals delved into best practices. These took the form of fireside chats, ensuring attendees had the opportunity to ask questions of each speaker both verbally, and via individual iPads.
The team developed a bespoke stage set for the Chicago event, and this shifted to a highly sophisticated LED screen across Singapore and Rome. It could be adjusted depending on the speaker numbers, housed all slide content and background animations, displayed videos, and could be seamlessly resized to show multiple virtual participants. Furthermore, it acted as a more sustainable option, in that it could be reused across multiple events.
In Singapore and Rome, the meeting included a live demonstration of an ultrasound system, given that as part of the study, the ultrasound image would be displayed on an iPad. For the purpose of the meeting and demonstration, the iPad was therefore connected to the main screen in the plenary room, and a table was set up with the equipment at the back of the room, and this was designed to allow the sites to get hands on with the system and equipment.
Our event experts also handled all travel, accommodation, venue management and catering, ensuring the venue was accessible to all. This involved sourcing portable headsets for a key speaker who had a hearing impairment, providing an attentive level of service to a presenter who was on crutches, and ensuring the individuals leading the demonstration were equipped with the technology and rehearsal support they required.
Digital strategy and implementation
The agency’s digital experts developed a virtual platform that ensured remote attendees were able to engage throughout the meeting, and managed it onsite.
All in-room sessions were live streamed through the platform, and multiple cameras panned to different areas of the space, so as to create an engaging TV-style viewing experience.
The platform also housed dedicated sessions for virtual delegates, including exclusive content that was streamed to them during physical attendees’ meal breaks – a strategy that was designed to maximise their time and keep them engaged, along with all key meeting information, and it featured Q&A and polling functionalities.
They edited all pre-recorded interviews, which for Singapore, included managing the output of multiple language captions for select videos that were originally recorded in English.
