Designing Events Blog

No-Charge Investigator Meeting Venue Selection

Thu, 10 Dec 2009 11:26:00 GMT

Let Designing Events handle the venue selection for your next investigator meeting...free of charge.

Selecting the ideal location for your investigator meeting is an important part of a successful meeting. The details are endless and venue selection is one that cannot be overlooked. Along with venue selection, we will represent you when negotiating hotel contracts, ensuring the strongest contract possible.

Designing Events offers investigator meeting planning in all major cities around the world. When selecting a venue, success starts with keeping in mind where the sites are located and what would appeal to the most attendees. Designing Events will work with you to select the best city and venue, get the best prices and plan a successful investigator meeting from start to finish.

Here are three examples of ideal cities to consider for your next investigator meeting:

Dallas:
"Live Large. Think Big."
From the thriving culinary scene to the trendy entertainment districts, all things are possible in this richly diverse city. Dallas is a green city, and provides flexible meeting venues and great hotels. If you are looking for a city that you can easily get in and out of while keeping the costs down, Dallas is your venue of choice. From the Arboretum to the Museum of Art, this city is filled with attractions for attendees as well as their families.
For more information: Dallas Investigator Meeting Planner

Frankfurt, Germany: As the largest city in Germany, located on the Main River, this is an excellent meeting venue choice. Kempinski Hotel Gravenbruch Frankfurt and Sheraton Frankfurt Hotel & Towers Conference Center are two of the most attractive venues in the city to hold a meeting. Attendees can enjoy the city of Frankfurt by visiting the Saint Bartholomeus Cathedral, one of 10 skyscrapers within the city, and much more. Frankfurt is a central location at the heart of Europe and Frankfurt International Airport is a major aviation hub.

Chicago:
This city, often referred to as the friendly city, has a lot to offer conference attendees. Explore the city after the conference at one of the finest zoos in the country (for free), or enjoy the city from the 103rd floor of Skydeck Chicago. If you are looking for a green venue, try theWit Hotel, in the heart of the revitalized theater and Loop business district.
For more information: Chicago Investigator Meeting Planner

Venue Selection Team
Our Venue Selection Team follows a strategy-first approach, taking the time to learn about your organization and understand your goals and requirements. We develop a detailed requirement prospectus for the consideration of a group of pre-qualified properties.

Hotel Negotiations
Our services don't stop at venue selection. Designing Events will represent you when negotiating the hotel contracts too. We know the industry and what you are entitled to based on your room block, and food and beverage guarantees. You can count on us to obtain the strongest contract for you.

No-Charge Site Selection!
Even if you don't use our other investigator meeting services, you can have our Venue Selection Team secure the ideal location for your next investigator meeting at no cost to you. Whether your group is interested in Chicago or Frankfurt, we know how to find the best location, best service and best price.

The reason we don't charge you a fee for our service? Once your venue agreement is complete, the venue pays us a commission on the hotel rooms and doesn't raise your rates. Your group gets all the savings at no extra cost.

Contact our Venue Selection Team:
Call toll free 866-867-1933 or Click Now.

Let Designing Events Handle the Small Stuff.
We’ve delivered hundreds of successful meetings around the globe for the world's leading pharmaceutical, CRO and biotechnology companies for over 10 years. We know what works best at your meetings, what venues will attract your attendees, what programs will hold the attention of your audience and when they are most likely
to attend.

Designing Events handles a myriad of tasks and manages all the details, so you can focus on other critical elements necessary to achieve a successful meeting. Let us handle the small stuff
(and the big stuff).

Contact your Pharmaceutical Meeting Expert:
Call toll free 866-867-1933 or Click Now.

Investigator Meetings Offer Value, Hassel-Free. Find out how!

Tue, 17 Nov 2009 17:05:00 GMT

Designing Events knows that the key to a well-attended investigator meeting is its VALUE.
We're experts at making the sites show up...
hassel-free.

But what value does the Investigator Meeting hold for the Principle Investigator?

-- Education and training on the new protocols.
-- Support of the medical research ultimately affecting their patients.
-- How to get ahead in the industry with knowledge of those protocols.

We're experts at effectively communicating the value proposition of every investigator meeting, to ensure the sites show-up.

PhRMA Code
Besides all the paperwork that goes into conducting a clinical trial, we understand the importance of following the Pharmaceutical Research and Manufacturers of America (PhRMA): Code on Interactions with Healthcare Professionals. Designing Events is up-to-date on the PhRMA code as it applies to your meetings.

Our investigator meeting professionals take an active role in achieving your attendance goals. We utilize a vast array of methods to reach your site participants, help them understand the value and secure their attendance. A combination of e-mail, online registration, direct mail, fax and individual phone calls by trained personnel combine to get the job done.

Let us play an active role in making sure the sites show up and the process to get there is hassle-free.

Contact Our Investigator Meeting Team:
Call toll free 866-867-1933 or Click Now.

Designing Events is the Industry's Hassel-Free Leader.

We are celebrating more than 10 years of delivering successful investigator meetings and delivering outstanding value to clients. We have the in-depth knowledge, expertise and proven systems to handle every aspect of your meetings.

-- Full-Service Meeting Management
-- Worldwide Venue Relationships
-- Global Travel Management

Learn more about our: Investigator Meeting Services

When Costs are Down and Attendance is Up..Life is Good.

Tue, 17 Nov 2009 16:36:00 GMT

Designing Events is changing investigator meetings around the globe with its focus on increased attendance, unrelenting cost control and a remarkable dedication to our clients' success.

Custom-Tailored Meeting Strategy.
Predictable Results.
While we use proven processes to deliver successful investigator meetings, we don't take a cookie-cutter approach to meeting planning. Each study and every group is different. You know what your organization and sites need. We use your input to develop a meeting strategy that delivers the critical results you require - attendance, participation, satisfaction - at the right price.

We Make Sure the Sites Show Up

Our investigator meeting professionals take an active role in achieving your attendance goals. We utilize a vast array of methods to reach your site participants and secure their attendance. A combination of e-mail, online registration, direct mail, fax and individual phone calls by trained personnel combine to get the job done.

Designing Events is the Industry's No-Worry Leader.

We are celebrating over 10 years of delivering successful investigator meetings and delivering outstanding value to clients. We have the in-depth knowledge, expertise and proven systems to handle every aspect of your meetings.

-- Worldwide Venue Relationships
-- Global Travel Management
-- Full-Service Meeting Management

Learn more about our: Investigator Meeting Services

Investigator Meeting Worries? We Make Sure the Sites Show Up

Thu, 15 Oct 2009 13:35:00 GMT

Attendance and participation at three recent meetings managed by Designing Events exceeded expectation.

The result? Everyone is happy.

What’s our secret? In one word: Strategy.

But, not just any strategy -- certainly not one used last year -- times have changed.

These days, a successful investigator meeting begins with a custom-tailored strategy that is founded on a deep understanding of the clinical trial process, the sponsoring organization and how to strengthen the engagement of principal investigators.

A winning investigator meeting strategy combines a clever mix of timing, venue, proactive communications, personal attention and value -- with more than a dash of experience.

Designing Events knows how to consistently deliver high-performance investigator meetings that play a major role in our clients’ success.

Of course, we do a great deal more than strategize. We plan, implement and execute investigator meetings with a relentless dedication to the goals. We make adjustments when needed, but we’re not distracted by the problem du jour.

If your current meeting planner is working on the décor and the lunch menu before the strategy, you really should talk with us.

We make sure the sites show up and leave happy!

Designing Events is a premier provider of planning, management and marketing services for the pharmaceutical industry. We recognize the unique needs of pharmaceutical organizations. We offer a comprehensive range of services and have extensive experience across the globe.

-- High-performance meetings in compressed timeframes
-- Consistently high attendance
-- Global venue network
-- Air and ground transportation
-- Full-service budget, logistics and reporting

Learn more about our: Investigator Meeting Services

Contact Our Investigator Meeting Team:
Call toll free 866-867-1933 or Click Now.

For more information about Designing Events

Call toll free: 866-867-1933

or click here!

Increase Attendance With Online Registration

Wed, 02 Sep 2009 15:22:00 GMT

Increase Attendance with Custom-Tailored Online Registration

E-mail based meeting invitations and information coupled with easy-to-use online registration boosts attendance while reducing labor costs. Our powerful, yet flexible, online registration system delivers an online registration experience that is tailored to your meeting and attendees.

One-Size Does Not Fit All!
Most off-the-shelf meeting registration services can't be customized to fully serve the needs of investigator meeting attendees. Our online meeting technology was built from the ground up to support all aspects of investigator meetings. We built-in a final layer of customization to ensure a unique experience for each client's meeting.

More about: Online Technology

We'll Handle the Meeting
Designing Events handles virtually every aspect of an investigator meeting. We have the in-depth knowledge, expertise and proven systems to get it done right.

Our total service approach includes:
-- Site Selection & Contract Negotiation
-- Budget and Logistics
-- Attendee Invitations and Phone Canvassing
-- Global Travel Management
-- Ground Transportation
-- Onsite Personnel
-- and Much More!

We are celebrating 10 years of creating successful investigator meetings and delivering outstanding value to clients. Learn More.

Call toll free 866-867-1933 or Click Now!

We'll Handle the Investigator Meeting!

Tue, 28 Jul 2009 15:22:00 GMT

We'll Handle the Meeting!

Designing Events handles virtually every aspect of an investigator meeting. We have the in-depth knowledge, expertise and proven systems to get it done right.

We are celebrating 10 years of creating successful investigator meetings and delivering outstanding value to clients. Learn More.

Call toll free 866-867-1933 or Click Now!

The Cure for Investigator Meeting Anxiety!

Wed, 15 Jul 2009 15:22:00 GMT

Stop worrying...

Designing Events has the in-depth knowledge, expertise and proven systems to handle every aspect of your investigator meetings. We deliver!

-- Delighted Attendees
-- Lowest Costs
-- Peace-of-Mind

We are celebrating 10 years of creating successful investigator meetings and delivering outstanding value to clients. Learn more.

Call toll free 866-867-1933 or Click Now!

Hosting Your Pharmaceutical Meeting on a Cruise Ship

Fri, 15 May 2009 07:09:00 GMT

Over the past few years, cruise lines have been building and releasing ships that are more geared toward meetings - making cruise ships more attractive to planners. These new ships are equipped with more meeting space, a greater variety of services, and in some cases onboard meeting services managers. In addition to meeting space being a consideration on new ships, older ships are also being renovated to accommodate larger meetings.

Cruise ships bring other perks too - they are all-inclusive and the ships thrive on successfully being able to serve a large number of people. Cruise lines are also claiming that their rates have remained more stable while hotel rates are ever-increasing.

Hosting a meeting on a cruise ship is different and exciting – for the right group, it will surely draw attendees. But there are many things to consider determining if this will work for you and your group.

Demographics - Carefully consider the demographics of your attendees. What activities on the ship will interest your group most? Will they be bringing their families along? Are there activities for younger children? Is there a specific cruise line or destination(s) that would cater better to your demographics?

Location - Cruises only leave out of certain ports in the US as well as internationally, you still have to consider travel to these locations.

Time of Year - The cruise industry has definite high and low periods. If you book at a slower time, the cruise line may be more willing to offer concessions, take advantage of it!

Space - If you have a very large group, you may even be able to charter the ship and have a complete take over. This will give you a lot of flexibility in personalizing your event. Keep in mind that there is more to consider than the sleeping rooms, the meeting space must be able to accommodate a complete take over as well. As a rule, if your attendance will equal to more than 50% of the passenger population, you will most likely have to charter the ship or go with a bigger one.

Time Away - Some planners and attendees are concerned with time off and business calendars when it comes to being isolated on a ship for 5, 7 or even 10 days. To help with this, many cruise lines have modified their schedules to offer shorter cruises.

Planning - Ideally, you will need to book a meeting on a cruise at least a year and a half in advance. You will also need to come to the meeting completely prepared for any situation. If you are in a ship out in the ocean, you won’t be able to run over to Kinko’s to make extra copies. Bring extras of everything. Also consider bringing your own AV equipment.

Want to learn more about Designing Events? Get connected

Planning Checklist for a Green Pharmaceutical Meeting

Thu, 16 Apr 2009 15:15:00 GMT

There are very simple changes you can make when planning your pharmaceutical meeting to make it more environmentally friendly. If everyone made just a few of the changes listed below, we could make a huge impact! Going green is not just a passing fad, we believe it will soon be a staple for all meeting planners, so start now!

Site Selection

Inquire about existing green programs
If a program does not exist, at the property you chose, create your own

Reuse and Recycle

Many locations already have recycling programs in place, make it easy
for attendees to participate
Reuse any on-site items that you can, such as name badge holders
and lanyards

Save Some Trees

Use other methods besides printed materials to market your meeting and on-site.

Have a comprehensive meeting website
Offer all promotional prices as downloads on your website
Use electronic materials on-site
Print any materials on recycled paper

Food and Beverage

This is an area when your green meeting can have a lot of impact.

Don't use disposable service ware, if possible
Have water coolers instead of bottled water
Minimize individualized servings of beverages and condiments

Want to learn more about Designing Events? Get connected.

Pharmaceutical Meeting Function Room Set-up Checklist

Thu, 26 Mar 2009 10:35:00 GMT

Function room set-up is an important consideration when planning a meeting. Ensuring that the function rooms are properly set-up, can be changed easily if needed and are comfortable for attendees and planning for any "what ifs" can be a daunting task .

Below is a checklist to help make planning function room set-up at your conference more manageable.

Study the Physical Aspects, Including

Attendee Comfort
Environment that Matches Goals of Event
A/V Feasibility
Unobstructed Site Lines (columns, chandeliers, etc.)
Speaker Focus
Accommodations for People with Disabilities
Traffic Flow
Restroom Accessibility
External Noise
Food & Beverage Service (convenience)
Availability of Floor Plans with Dimensions

Focus on the Condition of the Room

Cleanliness
Furnishings
Ventilation
Lighting (on audience and on presenter)
Power Requirements
Acoustics
Accessibility
Obstructions
Soundproofing

Plan for Contingencies

Concurrent Groups
Change in Your Group's Size
Availability of Larger and Smaller Rooms (conditions, charges)
Facility Renovations
Weather Conditions (tent, canopies)
Feasibility of Temporary Structures

Consider Pre- and Post-Event Space Requirements

Additional Events
Office Space
Equipment and Supplies Storage Space
Other

Setup Configurations

Choose Configurations for Each Function
Sketch Set-ups on Scaled Diagrams and Provide Copies to Facility

Do a Pre-Function Check of

Lighting and Lighting Controls
Ventilation
Facilities
Equipment
Services
Staff, Crews
Cleanliness
Adequate Signage
Fire Exits

List Equipment Requirements, Including

Chairs (stack, swivel, upholstered, armchairs)
Tables
Half-rounds — 30- or 60-inch (76- or 152-centimeter)
Quarter-rounds
Rectangles — 6- and 8-foot (1.8- and 2.4-meter) long; 18- and 30-inch (46- and 76-centimeter) wide
Rounds — 60-, 66- and 72-inch (152-, 168- and 183-centimeter
Stage (permanent, temporary)
Guard Rails, Draperies, Carpeting
Lighting (regular, spotlights, controls)
Lectern
Podium

Platforms

6, 12, 16, 24 or 32 inches (15, 30, 41, 61 or 81 centimeters) high
4-by-8 foot (1.2-by-2.4 meter) or 6-by-8 foot (1.8-by-2.4 meter)
Ramp to Stage
Public Address System (mixer, operator)
A/V Equipment (see Chapter 31)
Electricity (AC-DC current, capacities, outlet locations)
Extension Cords
Blackboards, Bulletin Boards, Easels
Supplies (name cards, note pads, pencils, water pitchers, glasses, flags, signs, banners, wastebaskets, table coverings)

Inventory Facilities Equipment, Labor and Supplies

Supplement with Outside Suppliers, if Necessary
Determine all Charges
Inquire about Union Regulations

Equipment Services, Policies Checklist

Telephone Hook-Up
Data Ports
High-Speed Phone Lines
Sign Posting Policy
Staff Management Schedules
Beepers, Walkie-Talkies
Facility Personnel Responsibilities, Phone Extensions
Availability of Temporary Secretarial Service
In-house A/V Services
Rental availability of Office Equipment (computers, typewriters, furniture)

Accessibility

Contact Attendees with Special Needs
Arrange for Special Accommodations

Access to the Function Room

Elevator to Function Room Level (not a service elevator)
Ramp that Meets ADA Requirement

Seating in a function Room

36 to 42 inches (91 to 107 centimeters) of Table Space per Wheelchair
6-foot (1.8-meter) Wide Aisles, Minimum
Contact Special-Needs Attendees about Seating Preferences
Get Permission for Back-Row Placement
Place Signer in Sight Line of Screen and/or Speaker
Place Guide Dogs on an Aisle or in Place of Adjacent Chair

Access to the Stage

Provide Ramp with Railing to the Stage at Least 1 Foot (.3 meters) Long for Every 3 Inches (7.5 centimeters) in Height

Want to learn more about Designing Events? Get connected.

7 Tips for Creating an Effective Pharmaceutical Meeting Planning Timeline

Thu, 12 Mar 2009 10:38:00 GMT

No matter how big or small, a Pharmaceutical meeting will not be successful without proper planning. One of the key components of planning is a meeting is a timeline. Much more than a to do list, your timeline creates a roadmap for what needs to be accomplished, assigns tasks and ensures that everyone is on the same page.

Below are some tips to help you create an effective timeline for your next meeting.

1. Starting On the Right Foot – Your timeline will constantly change, so you need to create it in a way that makes edits and manipulations easy. Excel is commonly used for creating timelines. Spend some time thinking this through so you set it up the way you want from the beginning.

If you have multiple meetings with multiple planners create a template that everyone can start from to avoid confusion when moving between conferences.

2. Deadlines – One of the most valuable parts of a timeline is managing deadlines. Some deadlines are hard deadlines and can’t be moved, while others are more flexible. Find a way to note the hard deadlines in your timeline – perhaps by making them a different color.

Once you have all of your deadlines in the timeline, sort by deadline so you can get a clear picture of your work load. If you have 10 deadlines in one week, you may want to adjust some of the soft deadlines so you are not overwhelmed later.

3. Make It Comprehensive – You don’t want your timeline to be confusing, but the more information you include, the better. Besides just the task item and the due date, consider adding who is responsible for each task, task type and an area for notes.

4. Categorize – Assigning categories to each task will help you get a clearer picture of what needs to be done.

5. Update, Update – Update your timeline on a regular basis, with any changes and the dates that tasks are accomplished.

6. It’s Not Really Over – Your timeline shouldn’t end when your meeting does. Be sure to include any post-meeting tasks that need to be accomplished.

7. Use it as a Guide – if you manage the same meeting type of meeting, use last timeline as a guide for creating the next one. If you have been consistent with updating your timeline and entering in competition dates, it will provide a great guide future planning.

Want to learn more about Designing Events? Get connected.

Making Your Pharmaceutical Meetings Green

Tue, 03 Mar 2009 10:38:00 GMT

Tips for hosting environmentally friendly Pharmaceutical meetings

You may have noticed that green is the new black - more people are becoming environmentally conscience and as a result, many companies are making efforts to be more green. This new trend of corporate responsibility has made its way to the meeting planning industry. There are some very simple changes that you can make when planning your meeting that can have a positive impact on the environment and soon being green will become second nature.

Site Selection
Many hotels and meeting centers have green programs in place. When you are selecting the location for your next meeting, inquire about green programs that the potential sites have. During the meeting, you can promote the programs or create your own.

Reuse and Recycle
Recycling is an obvious effort that should be made for a green meeting. Hopefully, the location of the meeting already has a recycling program in place, which will make this an easy one.

At a recent meeting that Designing Events managed, we found a unique way to reuse the travel sized toiletries provided by the hotel. Large boxes were set up around the meeting to collect unused toiletries and after the meeting they were donated to a local woman’s shelter.

Save Some Trees
Postcards, brochures, direct mailings, registration books – promoting a meeting is traditionally done through a large amount of printed materials, cutting back on these will save some trees and save on costs. But what about my marketing efforts you may say? The internet and e-mail marketing can play a large role in promoting your meeting. An online meeting marketing program is environmentally friendly, cost effective and timelier than printed materials. While some printed materials will always be needed, limit them whenever possible.

Electronic Materials – Instead of a large book of materials, consider saving all of the materials on flash drives that can be distributed to attendees on site. You can also offer the materials for download on your website.

Print on Recycled Paper – When you do need to print materials, be sure they are printed on recycled paper. There are many options available for papers, as well as soy and vegetable based inks that are friendlier to the environment.

Downloads – Instead of mailing all of your printed materials, offer them as pdfs that can be downloaded from your website.

Food and Beverage
This is an area when your green meeting can have a lot of impact.

No Throw Aways - Ensure that all china and service ware is not disposable – real plates and silverware send a better impression and is better for the environment.

Water, Water Everywhere – Have water coolers set up around the meeting area instead of providing bottles of water. Consider including a water bottle with the meeting logo on it as a giveaway to encourage people to reuse!

Individualized Servings – When possible, minimize individual servings of beverages and condiments. Those small bottles of ketchup are cute – but they lead to a lot of waste.

Together, We Can Make a Difference!

If everyone made just a few of the changes listed above, we could make a huge impact! Going green is not just a passing fad, we believe it will soon be a staple for all meeting planners, so start now!

Want to learn more about Designing Events? Get connected.

Pharmaceutical Meeting Food and Beverage Checklist

Mon, 16 Feb 2009 09:49:00 GMT

One of the largest costs in hosting a meeting is the food and beverage. Food and beverage can also play a huge factor in an attendees experience and the overall success of your meeting. Below is a checklist to assist you with planning the food and beverage for your next meeting.

Records of Previous Functions

Projected Versus Actual Attendance
Number, Type of Functions
Menus, Including Special Dietary or Religious Restrictions
Number, Type of Drinks Served per Person at Meals
Number, Type of Drinks Served per Person at Receptions
Projected Versus Actual Budgets
Guarantee, Deposit Figures
Size and Setups of Rooms
Gratuities Policy
Room Service Patterns
Hotel Outlet Usage

Schedule for Each Function

Is function primarily business, social, hospitality?
Are musicians, entertainers, emcee, ushers needed?
Will timing conflict or overlap with other events at the facility?
Is time allowed for movement of attendees?
What is the expected attendance at each function?
Who will handle which responsibilities?

Establish a Working Budget

Room Rental Fees
Food and Beverage Costs
Services/Labor Costs
Gratuities/Service Charges
Extra Tips
Entertainment Fees
Union Requirements
Maintenance
Taxes
Special Equipment
Souvenirs, Awards, Gifts
Decorations

Inquire About Local Laws and Regulations

Union Regulations on Minimum Number of Waiters, Musicians, Bartenders
Overtime
Facility Setup Staff
Liquor Laws
Facility Policies on Outside Liquor Supplies
Lounge, Room-Service Hours and Regulations
Fire Codes

Inquire About Special Services

Elevators/Escalators
Checkrooms
Transportation
Traffic Control
Garage, Valet Parking Service
Telephone, Message Service
Security

Contract for any Additional Services

Audio/Visual
Photographer, Videographer
Entertainment
Lighting
Florists
Security Guards
Decorator-Designer
Transportation
Media Coverage
Religious
Host, Hostess
Souvenir Supplier

Negotiating Cost

Negotiate prices based on numbers of sleeping, meeting rooms,
exhibit space booked.
When negotiating food costs more than six months out,
agree on a percentage to pay above present prices.
Decide how you want to be charged: signed guarantee, number
of meal tickets collected, quantities consumed.
Set Cut-Off Date
Determine percentage above guarantees facility will supply,
and incremental price, if any, for latecomers.
Negotiate Beverages Prices
Determine minimum number of servers and bartenders for each
function, and charges for them.
Clarify the Basis for Federal, State and Local Tax Charges
Inquire About Any Other Surcharges: Ice, Corkage, Setups,
Minimum Labor Fees for Small Groups
Plan Menus Accordingly
Specify All Agreements in Contract

Want to learn more about Designing Events? Get connected.

Developing an Effective Pharmaceutical Meeting Budget - Top 5 Tips

Wed, 04 Feb 2009 09:49:00 GMT

The meeting budget is an essential part of the meeting planning process and should be one of the first steps in planning a pharmaceutical meeting. Without a well thought out budget your event may not live up to its full potential.

1. Break down budget into 2 categories. There are a number of aspects that go into the meeting budget so it may be helpful to break your costs into two categories, expenses items and income items. This will help you have a clear understanding of just how much money you have to disperse among the various components of your meeting. Below are some examples of income and expense items.

Expense Items

Shipping
Equipment Rental (Computers, Copiers)
Phone
Bank Charges (Processing Credit Cards)
Postage
Registration Booths
Production
Staffing Costs (Salaries, Benefits, Travel, Housing, Meals, Phone)
Overhead (Rent, Office Supplies, Equipment)
Legal Fees
Insurance
Site Selection Costs
Space/Facility Rental
Audio/Visual Services
Speakers (Honoraria, Travel, Meals, Other)
Food and beverage
Program Committee (Volunteer) Costs
Temporary Staffing
Gratuities
Design and Production of Print Material
Printing, Photocopying
Advertising Costs

Income Items

Registration Fees
Guest Tour Fees
Sponsorships
Advertisement Sales
Interest earned
Sporting Event Fees (Golf Outings, Other)
Tickets (Banquet, Dinner, Other)
Exhibit Booth Sales

2. Pay attention to detail. There are a number of costs that go into planning a meeting and keeping track of all the costs is important so there are no big surprises. Money goes quickly so if you are not careful with spending and keeping accurate and up-to-date records of your spending you could find yourself out of money with an unfinished event.

3. Keep it flexible. It is crucial to keep your meeting budget flexible. There are almost always unforeseen costs that come up through the course of planning an event.

4. Create a contingency fund. Having a contingency of about 10 percent into your total budget can help to plan for any unexpected costs that may arise.

5. Research. Always make sure to view more than one venue or supplier before booking. There are so many options out there so make sure you get the one that is most cost effective for your particular event.

Want to learn more about Designing Events? Get connected.

Checklist for Successful Pharmaceutical Meeting Online Registration

Wed, 28 Jan 2009 09:49:00 GMT

Online registration is a helpful tool when planning a pharmaceutical meeting. When done correctly online registration can cut back on time, save money and even help assist in the success of meetings and marketing for your meeting. The ease and convenience of online registration is paramount to assure high attendance for your meeting. The more detailed the registration is, the more beneficial it will be.

1. Include tools to monitor and assess registrants.

- Detailed demographic Information. Finding information such as where the registrants’ location is, their areas of interests and expertise, and how large their company is can all play a big role in planning out future marketing activities. For example, when you know the specific location of a particular registrant you can target your marketing efforts more specifically to appeal to that demographic. Collecting more information will lead to developing a tight niche target audience.

- Know the registrants area of interests. Each year a company hopes to improve their meetings and boost attendance. By finding out what the registrants are interested in will assist in modifying future meetings to make them more appealing and valuable to the past registrants, which will then in turn hopefully entice them to attend the meeting again.

2. Option to bring a guest or pay for additional add ons. Have guests and add ons paid for at the same time as the registration, it keeps things more organized and will also make for a more accurate headcount. Optimize the registration process by creating a process that is comprehensive and includes other components than just registering for a meeting. Giving registrants the opportunity to become a member to an organization, selling subscriptions to a company newsletter, or offering promotions to products that are available through the company could be a great marketing tool. You have the persons’ attention during registration, why not offer them everything you have and let them either choose it or leave it.

3. Keep it simple. The look and feel for your online registration should have a clean, simple look, and should never appear cluttered. You don’t want to overwhelm your registrant with unnecessary information. Make sure the instructions are clear with as few words as possible. If you do require a lot of information from registrants it may be a good idea to make multiple pages. Creating multiple pages will spread out the process and will not be quite as overwhelming when the registrant first logs on to register.

4. Online payment processing. If there is a fee to attend your meeting, this is a helpful tool so registrants can pay online with a credit card. It also makes it easy for the meeting planner so they don’t have to track down invalid credit cards. If a credit card is invalid a message will immediately pop up so the registrant will know that their payment was not accepted.

Want to learn more about Designing Events? Get connected.

Rising Hotel Rates + High Demand = ?

Thu, 08 Jan 2009 09:49:00 GMT

It’s no secret that hotel rates are expected to continue to rise, but what does this mean for meeting planners?

Every few years, the tables turn from the meeting planners having the upper hand in negotiating to the hotels. For the past two years or so, at least, the demand has been so high that meeting planners have had less negotiating power then they are used to. This high demand is expected to continue through the year, which means negotiating hotel contracts until then will be tough – regardless of whether the meeting is this year or 2013!

So how can you make the most of it?

The Early Bird Gets the Worm - Search early and book early. The more hotels that are in the running from the beginning, the higher your chances are of finding one that will meet your needs.

The Final Four - Never decide on ONE hotel before the negotiations begin. Narrow your search down to three or four hotels and let the hotels know they are in the final running. They will work with you more if they know they are one of 4 much more than if they are one of 34 and not knowing if they have a real shot at the business.

Information - Provide as much information to the hotels as you can about your group history (room pick up, f & b actuals, etc.), history of side meetings or sponsored events that traditionally bring in additional revenue for the hotel (but don’t commit to this in your contract) and what concessions are actually important to you and in what order of importance.

Flexibility - Be flexible with your dates if possible. The more flexibility you can offer a hotel, the better rate you can secure.

Develop Partnerships - Treat the hotels as a partner with you…not an adversary against you. Develop a good working relationship with the hotels in the final running and they are more likely to be open and honest with how they can help to make your program work at their hotel.

Want to learn more about Designing Events? Get connected.

9 Ways to Improve Your Pharmaceutical Meeting’s Bottom Line

Sat, 03 Jan 2009 09:49:00 GMT

1. Be Prepared! - Set a portion of your budget (we recommend 10%) aside for emergencies. You never know what will pop up and could potentially put you over budget.

2. Have Clear Contracts - Be sure that your contacts with the hotel and other vendors are clear and include all charges – including any surcharges that may come up. Also include a clause that prohibits the addition of fees without your consent. If you are asked to pay for something extra that was not in the contract, dispute it.

3. Understand the Cancellation Clause – Be sure that this portion of the contract is clear and that both parties have the option to back out before a specific date. As with all contracts, don’t sign anything unless you are completely happy with it.

4. Complimentary Rooms – While working with the hotel on the contract, negotiate for complimentary or discounted rooms for speakers, staff and other important people. Upgraded rooms are also something you can request.

5. Room Blocks – Be conservative with estimating how many rooms you will need. Many guests may choose to stay at a discounted hotel nearby.

5. Food & Drink Negotiations – Negotiate paying for food on a consumption basis rather than a fixed price. Also, see if there is any dead stock wine – wine that is no longer on the menu. If so, you may be able to get great wine at a discounted price.

6. Increase Sponsorships - Entice more sponsors by offering flexible packages. One potential sponsors may really like is prime space in the exhibit hall while another may prefer a full page ad in the conference program. You can also offer sponsorships of special evening events, breaks and even the registration materials bag. And of course, making your sponsors feel like part of the program will help them come back next year.

7. Simple Signage – Keep your signage simple and invest in quality signage that can be reused. There are many new products on the market that enable you to quickly and inexpensively change part of a sign to make them more flexible.

8. Room Setup – Have simple room setups that don’t need to be changed from day to day.

9. Keep Track! – Review all invoices that you receive against the quotes. While at the conference, review your master account daily. You will be more likely to catch errors when the events of the day are fresh in your mind and can iron these out in person instead of over the phone.

Want to learn more about Designing Events? Get connected.

Are Your Meetings Accessible for Persons with Disabilities? 10 Ways to Make Sure They Are.

Tue, 09 Dec 2008 09:49:00 GMT

By 2030, it is estimated that 24 percent of the U.S. population will be disabled; this is an increase of more than 30 million in 1997. Chances are that in the coming years some potential attendees of your meetings will have disabilities – do you know how to ensure that your meeting conference is accessible? Below are some steps you can take to ensure that this growing segment of the populations is not excluded from your next meeting.

1. The Americans with Disabilities Act (ADA) requires that all public facilities are accessible, but many just meet the minimum requirements, which may not be enough. Selecting a location that goes above and beyond the requirements is the most important step in making your conference accessible.

2. Include an ADA clause in all of your contracts that details the responsibilities’ of the venue and the meeting planner in making the location accessible. This can be especially important if the conference is being held in a location that is not legally required to meet the ADA laws, such as a historic location or one built prior to the enactment date of the ADA.

3. Make sure that you and your staff are knowledgeable about proper disability etiquette. A great resource is The United Spinal Association’s Disability Etiquette Guide.

4. Provide a registration system that is accessible and an opportunity during the process to self-identify as a person with a disability and detail any accommodations that are needed.

5. Provide print material in alternate media - this request may be made by both Visually impaired people and people with learning disabilities. (Communicate with the person making the request. The alternate media can be Braille, large-print text, audiotape or computer files.)

6. Encourage exhibitors and speakers to also provide materials in alternative formats.

7. Request room sets that accommodate wheelchairs and guide dogs.

8. Provide interpreters for deaf and blind attendees. Provide sign language interpreters. (Communicate with the person making the request as to the type of interpreter: American Sign Language, Pidgen Signed English, Signed Exact English or Oral Interpreters.)

9. Offer assistive listening devices (ALD) for people who are hard of hearing.

10. Provide sighted guides and orientation and mobility specialists for visually impaired attendees.

Want to learn more about Designing Events? Get connected.

Improve EDC Training with eLearning

Wed, 03 Dec 2008 09:49:00 GMT

The accurate and standardized collection of data plays a vital role in the success of a clinical trial. An important step in electronic clinical data management (eCDM) is electronic data capture (EDC).However, the success of EDC is dependent on how well-trained and knowledgeable the clinical research coordinators and associates are in the use of EDC. There are many options for training on an EDC solution – printed materials, but these can quickly become out of date and the success is dependent on how the individual uses the material, classroom training, but this can be expensive to conduct or webcasts, which can be more cost effective to conduct, but participants can get lost in the large number of participants that webcast can have.

What other options are out there to offer good EDC training to your attendees? eLearning, or computer-based training, is a good option to incorporate into your overall training plan. It may not be best to completely replace classroom or other types of training with eLearning, but by allowing attendees to work at their own pace on their own time, eLearning can be a valuable learning experience. The perfect platform to conduct EDC training is an Investigator Meeting, where attendees can receive one on one attention while going through the training process at their own pace.

eLearning solutions are more efficient and are easy to use. Many options are web-based, meaning they don’t require user to install anything on their own computers. This also means that the system can be accessed from any location via the internet or a CD. The content is easy to update and customized – if a change comes along, the training administer just needs to update the content on the system. The need to print out additional content for training manuals is eliminated. eLearning solutions also saves the results of any and all electronic test that are taking. These record can be easily access to show exacting competency and compliance with 21 CFR Code 11.

Need help setting up EDC training at your next Investigator Meeting? Contact Designing Events at info@designingevents.com or 866-867-1933.

Want to learn more about Designing Events? Get connected.

Designing Events Blog

No-Charge Investigator Meeting Venue Selection

Investigator Meetings Offer Value, Hassel-Free. Find out how!

When Costs are Down and Attendance is Up..Life is Good.

Designing Events is the Industry's No-Worry Leader.

Investigator Meeting Worries? We Make Sure the Sites Show Up

Increase Attendance With Online Registration

We'll Handle the Investigator Meeting!

The Cure for Investigator Meeting Anxiety!

Hosting Your Pharmaceutical Meeting on a Cruise Ship

Planning Checklist for a Green Pharmaceutical Meeting

Pharmaceutical Meeting Function Room Set-up Checklist

7 Tips for Creating an Effective Pharmaceutical Meeting Planning Timeline

Making Your Pharmaceutical Meetings Green

Pharmaceutical Meeting Food and Beverage Checklist

Developing an Effective Pharmaceutical Meeting Budget - Top 5 Tips

Checklist for Successful Pharmaceutical Meeting Online Registration

Top 20 Questions to Ask During a Site Visit

Rising Hotel Rates + High Demand = ?

9 Ways to Improve Your Pharmaceutical Meeting’s Bottom Line

Are Your Meetings Accessible for Persons with Disabilities? 10 Ways to Make Sure They Are.

Improve EDC Training with eLearning