About 500 members attend the bi-annual ECOG-ACRIN Group Meetings to discuss the results of cancer related clinical trials toward the growth and development of patient treatment and scientific advancements. During their first combined meeting, the leadership of ECOG and ACRIN recognized the complementary scientific programs and expertise of the two groups and reiterated a shared commitment to involve patients and advocates in their research efforts and to address critical issues related to underserved populations and rare cancer. Together, they work toward the common goal of controlling, effectively treating, and ultimately curing cancer.

The Situation

Several sessions during the 2012 Group Meetings experienced lackluster AV service and equipment failures with unacceptable response times by the in-house AV staff.

Due to late response times, these sessions suffered the loss of valuable time and content sharing to participating attendees.

Client Needs

• Ensure a seamless event flow with no delays or interruptions (important data / info during sessions).
• Ensure critical communication and pre-planning through “go-to” point of contact.
• Improve production team’s response time.
• Improve consistency and accountability from meeting to meeting.
• Improve Audio, Video and Lighting equipment quality.
• Eliminate stress/anxiety of AV partnerships.

IMS Solution

Dedicated National Account Manager, Production Manager and Technical Director to act as an extension of the ECOG-ACRIN Planning Team for all Group Meetings.

Dedicated Technicians in high-profile sessions. Dedicated Audio Engineer for large roundtable discussions using high quality Shure microphones.

Enhanced AV Staffing with CTS certified technicians to oversee General Session and Breakouts. Digital Signage to enhance sponsorship value.

7,000 Lumen Projectors in larger breakout rooms to ensure visibility of detailed research results. Custom Event Flow Chart created for ECOG staff to allow visibility of technical logistics and room changes.

Results

• Group Meeting Staff were extremely happy with the event and had confidence in our team.
• Feedback from leadership and attendees were equally excellent.
• 3 year signed partnership contract.

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