event planning

ClinDatrix investigator meeting planning professionals have a proven track record of organizing successful meetings for groups of 10 to 500 attendees. Our established relationships with event industry specialists ensure that our investigator meetings exceed client expectations while still adhering to budgets 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 each client’s specific needs. Our comprehensive services include:

Event Location Analysis/Selection

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

Hotel Contract Negotiation

ClinDatrix, with our well established venue contacts, negotiates the best rates for accommodation, meeting rooms, audio visual packages and food and beverage selection.

Travel Management

ClinDatrix books flights and accommodations based on personal communication with all investigator meeting attendees. Our customized client-specific travel management forms and processes minimize flight changes and cancellation fees.

Meeting Materials

ClinDatrix designs and produces custom invitations, a welcome package and name badges, created by our expert graphic artists. We also provide unique promotional materials (within regulations) that include all clinical trial documents and investigator meeting presentations.

Event Registration and Onsite Event Management

ClinDatrix manages the registration table to ensure all attendees sign in and receive their meeting materials. Sign-in forms for the investigator training sessions are collected to record proper documentation of investigator training.

Investigator Training – Site Personnel Training

ClinDatrix manages presentation scheduling and rehearsals to ensure timely, informative interaction with Investigators.

Dining and Entertainment Management

ClinDatrix organizes ticket bookings, restaurant reservations and meal planning within regulation guidelines.

Reporting and Summary

Complete event and budget summaries are provided for client review and approval.

Expense Reimbursement Services

ClinDatrix follows a systematic process designed to ensure a timely return of all expenses.

Budget Reconciliation

We close out our investigator meeting projects by providing a final cost analysis and budget reconciliation.

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