International Meeting Planners
International Meeting Planners is the meetings division of The Special Event Company, focusing on full service delivery of meetings and launches for the pharmaceutical and biotechnology industries.
We provide a unique ‘one-stop shop’ for meeting services including: venue sourcing, audio visual production, physician recruitment, registration, attendee logistics and meeting collateral.
Through our US headquarters, located in the heart of the Research Triangle Park, in Durham, North Carolina and satellite offices in California, London and Sydney, we have the internal structure to support meetings and programs on a global basis with seamless continuity in KOL liaison, currency exchange and meeting compliance.
Speaker Trainings
Advisory Board Meetings
Investigator Meetings
Sales Training Meetings
Exhibitions & Congress Events
Road Shows
Consultants Meetings
Product Launches
Incentive Trips
Virtual Meetings
Since the company's inception in 1987 we have produced meetings or events in:
Australia
Austria
Bahrain
Belgium
China
Chile
France
Germany
Greece
Hong Kong
India
Italy
Netherlands
South Africa
Spain
Switzerland
United Kingdom
United States
Management Capabilities
Onsite Management
- Overall logistics coordination
- One point of contact for all vendors
- Staff hospitality and registration desks
- Produce and distribute meeting collateral
- Setup and organize meeting rooms
- Coordinate food and beverage and ensure accurate BEOs
Staffing
- Professional, qualified trip directors
- Local language staffing
Content
- Develop content with help from medical education partners
- Produce binders and meeting collateral
Technical Production
- Manage all technical requirements
- Create production schedule and agenda
- Produce set design options
- Coordinate filming, audio taping, transcribing
Creative
- Develop theme for meetings and events
- Produce branding plan
- Create unique, country-specific launch concepts
- Décor and entertainment options
Compliance
- Assure compliance with domestic and international regulations
- Adhere to internal brand guidelines
Budgeting
- Budget preparation, reports and management
- Final bill reconciliation
Hotel & Venue Management
- Site selection and contract negotiation
- Provide detailed room layouts
- Coordinate rooming lists
- Select menus
Attendee Management
- Create and distribute invitations and attendee information
- Manage online registration site
- Prepare and distribute pre-meeting materials
- Manage reimbursements and honoraria
KOL and Speaker Management
- Physician recruitment
- Single point of contact for KOLs and speakers
- Obtain authorization for recording
- Speaker rehearsals
Transportation
- Air, rail and ground transportation
- Meet and greets
