Who? 200 Principal Investigators, Study Coordinators, Clinical Research Associates and Contracted CRO Staff of global pharmaceutical company.

What? Investigator Meeting consisting of 2 1/2 days of intensive training, several breakout sessions (including an on-site lab), and 2 off-site events (including a lunch cruise and several special off-site events).

Why? Train and update clinical sites and staff on study and new trial protocol. Conduct and train physicians in lab procedures.

Our job? Create, plan and execute the details of the meeting goals and objectives. The comprehensive multi-day educational sessions had to include an element of sophistication, elegance and whimsy. Our job included: Program development, Site visits, Hotel selection, Contract negotiation, Vendor selection, Attendee registration, Menu planning, Creation and publication of meeting materials, Ground transportation management, Room block management, Décor planning, Arrange all shipping to and from site, Accounting and budget tracking, Liaison in between hotel staff, vendors and sponsoring organization staff and setting up,arranging and breakdown of on-site laboratory.

Result? A unique, memorable meeting that provided all the necessary trainings, allowed attendees to relax and retain information in a comfortable setting and provided them with a unique and sophisticated taste of the San Francisco Bay Area.

Strategic Result? An additional $25,000 was saved to the sponsoring company by POLARIS’ successful contract negotiations.

Memorable Moment: On the last day of the meeting, one of the attendees from Spain needed to change his flight and car schedule to return home sooner than expected. This particular attendee spoke German fluently but knew little English. After several attempts of trying to understand his needs in English, French was used to understand his needs and communicate his flying preferences, car needs and hotel preferences. As a result, we were able to successfully get this very appreciative attendee home!