The Investigator meeting is a 2-1/2 day meeting in Paris, France that hosts 125 attendees plus event management. The purpose of the Investigator meeting is to provide researchers and the leadership team the guidelines needed to enter their product into phase 3 clinical trials. The meeting provided the attendees an opportunity to test the product on cadavers to ensure their implementation procedures are within the regulatory guidelines.

The Situation

The client needed to ensure that a sound environment would be provided to allow the researchers and leadership team the ability to focus on their product.

This investigator meeting would travel around the globe and the need to stay focused on the budget was crucial.

Client Needs

The client wanted to provide a bright non-distractive setup in the general session room to promote a well-focused and highly organized meeting.

They wanted to utilize technology to the fullest extent to certify that everyone in attendance could focus on the processes and procedures for future reference.

IMS Solution

The first area we concentrated on was the visual portion of the event. Our goal was to create a general session that would focus the attendee’s attention to the presenters and their presentations. We did this by designing a clean backdrop behind the stage and large bright screens to clearly illustrate the content that was being introduced.

We finished the room by draping off the left and right sides of the screens to eliminate any distractive lighting or décor that was present in the room.

During the discovery phase, it was determined that some of the presenters were very soft spoken and would need to have a well-tuned audio system that would project the presenter’s voice clearly throughout the room.

The final goal was content management.

IMS uncovered that many of the presentations have been mismanaged in the past and this caused delays and unneeded stress for the planning staff and presenters. IMS injected processes into the flow of the meeting that would ensure all presentations were accounted for, ran properly and were organized to eliminate any future stress.

The other part of content management was the video and audio capturing of the presentations including the Q&A session.

The client needed to clearly present the procedure of their product but could not afford the time necessary to show the procedure in a small group setting. IMS’s solution was to use a roaming HD camera that captured each step of the implementation process in real time on the large projection screens.

This also allowed us to capture the procedure on camera and provide a video file back to the client for future use.

Results

The researchers, meeting planning staff and the leadership team were very pleased with the outcome of the meeting and requested IMS to produce all of their national and international investigator meetings.

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