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Guide to KOL Mapping & KOL Identification 

Developing and nurturing relationships with key opinion leaders, or KOLs, is a significant investment for any team in the pharma industry. The right KOL can provide valuable insights that inform better decision-making across therapeutic areas, specialties, and geographies.

However, it’s essential to identify the right KOLs before executing virtual advisory boards or other KOL engagements. This is where KOL mapping comes in. KOL mapping ensures that you identify the right experts to help you achieve your team’s goals, regardless of their location or clinical area of expertise.

What is KOL Profiling?

KOL profiling is a critical process for healthcare and life sciences companies to find the right Key Opinion Leaders to achieve their business objectives. It involves identifying and analyzing experts in a particular therapeutic area, specialty, or geography to understand their expertise, influence, and network. KOL profiling provides a comprehensive view of the KOL landscape, enabling companies to make informed decisions about who to engage with and how best to engage them.

Pharma companies use quantitative and qualitative methods to profile KOLs at a global, national, and regional level:

  • Quantitative methods involve collecting data on KOLs’ publications, citations, grants, and clinical trial involvement to assess their level of expertise and influence.
  • Qualitative methods involve interviews or surveys with KOLs to understand their views, opinions, and networks.

Effective KOL profiling requires a deep understanding of the therapeutic area, the competitive landscape, and the company’s objectives. It also involves selecting the right metrics and analytical tools to ensure that the data collected is accurate, relevant, and actionable.

KOL profiling is crucial for companies looking to engage with Key Opinion Leaders effectively. By using quantitative and qualitative methods, companies can identify the right experts, understand their influence and network, and make informed decisions about engagement strategies.

What is KOL Identification?

KOL identification involves identifying influential experts in specific therapeutic areas and within the appropriate geographic locations. This can be done by keeping track of who is regularly speaking at important medical congresses, publishing journal articles, or being frequently quoted in the media for their clinical expertise.

It’s also important to consider the needs of your KOLs. Are they more comfortable in a virtual setting or prefer face-to-face meetings? Are they rising stars who may be hesitant to speak up around more experienced clinicians? By understanding their preferences and personality types, you can create an environment in which they are most comfortable and likely to provide meaningful insights.

In the world of asynchronous discussions, knowing which KOLs are more comfortable and authoritative in this type of setting is crucial. By allowing KOLs to participate in the venue in which they are most comfortable, you can ensure that your team is able to collect a higher volume of actionable insights. This is a win-win situation for both your team and the KOL, as the latter are able to share their knowledge while continuing to establish their place alongside other experts in the pharmaceutical industry.

What Qualities Make an Ideal KOL?

An ideal Key Opinion Leader (KOL) is someone who possesses a unique set of qualities and attributes that make them influential and knowledgeable in their field. These individuals deeply understand the therapeutic area, disease state, or technology, and are well-respected within their professional community.

One of the key qualities that make an ideal KOL is their ability to communicate complex information clearly and concisely. They are skilled at tailoring their message to different audiences and can effectively articulate the benefits and risks of different treatment options. They can also listen to feedback and provide constructive criticism, which is essential for improving healthcare outcomes.

Another important quality of an ideal KOL is their ability to stay current with emerging trends and developments in their field. They constantly seek out new information and are well-read in their area of expertise. They are also able to evaluate new research and clinical data critically and can provide insights that are based on sound scientific evidence.

An ideal KOL is also someone who is well-connected within their industry and has a strong professional network. They are often sought out for their opinion on clinical trials, new product launches, and other industry-related topics. They also have the ability to influence the decision-making process of their peers and colleagues, which is essential for driving change and progress in healthcare.

In addition to these qualities, an ideal KOL is someone who is passionate about their work and is dedicated to improving patient outcomes. They are empathetic and compassionate and are committed to making a positive impact in their field. They are also ethical and transparent in their dealings, which is essential for building trust and credibility with their peers and patients.

Overall, an ideal KOL is someone who possesses a unique combination of knowledge, expertise, communication skills, and passion for their work. They are dedicated to improving healthcare outcomes and are well-respected within their industry. Identifying these individuals and leveraging their insights can be a key driver of success for healthcare and life sciences companies.

KOL Mapping and Virtual Engagement

Virtual engagement has become an increasingly popular method for KOL mapping in the pharmaceutical industry. With the rise of technology and the ongoing COVID-19 pandemic, virtual engagement provides a way for pharma teams to connect with KOLs regardless of their location or schedule.

One of the key benefits of virtual engagement in KOL mapping is the ability to engage with KOLs more flexibly and conveniently. Virtual meetings, webinars, and online forums allow for asynchronous discussions, giving KOLs the freedom to participate at their own pace and in their own time. This can be especially beneficial for KOLs with busy schedules or who live in different time zones, making it difficult to attend in-person meetings.

Another advantage of the virtual approach is that it allows for a higher volume of KOL engagement. With no limit to the number of participants joining an online discussion, pharma teams can engage with a larger group of KOLs at once, increasing the diversity of perspectives and insights. Additionally, virtual engagement allows pharma teams to engage with KOLs who may need help to attend in-person meetings, such as those with mobility limitations or who live in remote areas.

Overall, virtual engagement has become an integral part of KOL mapping in the pharmaceutical industry, providing a convenient and flexible way to connect with KOLs regardless of their location or schedule.

Implement a Virtual Approach to KOI Mapping with MTA

As a full-service event planning and management services provider, MTA specializes in creating and executing exceptional experiences within the virtual landscape. Our extensive experience in both life sciences and corporate events makes us uniquely well-equipped to navigate the complexities of KOI mapping in the modern age.

For more information about how to strategically plan your meetings and events, contact us today.

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Understanding Strategic Meetings Management

Have you ever found yourself stressed out, stretched thin, and seriously feeling the pressure of planning a meeting that checks all the right boxes? If so, you certainly aren’t alone – and you’ve probably thought to yourself, “There has to be a better way.”

And there is.

Strategic Meetings Management (SMM) is the solution that an increasing number of organizations are relying on to overcome the pain points of corporate event planning, and it could be the answer you’ve been searching for.

What Is Strategic Meetings Management?

Strategic Meetings Management is a corporate event planning approach that is focused on achieving measurable results through the effective management of an event’s processes, metrics, standards, activities, suppliers, and data. Generally, Strategic Meetings Management utilizes a comprehensive platform to automate many of the processes involved in planning, executing, and assessing an event.

According to information from the Global Business Travel Association, SMM is designed to help organizations:

  • Accomplish specific objectives that are in line with their unique strategic vision;
  • Reduce costs;
  • Improve the overall service/event quality provided to event attendees; and
  • Prioritize risk mitigation.

Who Uses Strategic Meetings Management?

SMM is specifically crafted for large companies that regularly plan complex, enterprise-wide events. However, SMM can offer benefits for virtually all companies, including small, mid-sized, and large organizations.

Benefits of the Strategic Meetings Management Approach

Without a strategic approach to planning and management of events, it’s not unusual for an organization’s planning teams to end up working in silos. A lack of visibility results in unnecessary amounts of time and money being spent on the event, as well as missed opportunities to craft a cost-effective, high-quality event experience.

Your organization could benefit from SMM if:

  • Reducing event costs without sacrificing quality sounds appealing;
  • You want to ensure that attendees get the most out of a meeting/event;
  • You’ve struggled with minimizing the risks associated with event planning/management;
  • You’re interested in seeing measurable results and using data-driven insights; and
  • There is a need to reorganize and centralize the planning process.

SMM in Action

An organization is planning to have a presence at an upcoming conference, one in which many of their customers will be attending. A strategic plan is needed in order to make the most of this opportunity. 

By having a Strategic Meeting Management Plan in place, the organization can begin planning months in advance to accomplish specified goals and outcome deliverables, such as a communication plan with customized products and brand guidance; a detailed strategic blueprint including best practices and strategies to maximize and manage key deliverables and data integration; oversight and management strategy of the planned meetings and events while on-site; and post event/s debriefs. This proactive approach to meeting management ensures a path to success.  

Even in this brief example, you can see how Strategic Meetings Management benefits organizations in a multitude of ways. Let’s take a closer look at some of the most useful advantages of using SMM, illustrated by a report from the Aberdeen Group.

Improved ROI Measurement

Are you able to offer up quantitative evidence of an event’s success? With SMM, organizations have been shown to improve their ROI measurement by more than 60%, whether their key performance indicators focused on employee productivity, profits, sales, or another metric.

Significant Savings

Regardless of your organization’s business objectives, decreasing events expenses will always be considered a win. But cutting corners isn’t the right way to save money – especially because reducing event quality will have more than a few negative effects. SMM empowers organizations to save 10-25% via standardized procurement procedures, the selection of preferred vendors, and improved visibility.

Higher Compliance

Regulatory and internal policies are an oft-neglected aspect of event planning and management, and the repercussions can be severe. An SMM program can make it possible to achieve nearly 50% higher compliance, with upwards of 78% higher compliance within reach for companies with well-established SMM programs.

Modernize Meeting Planning and Management with Miller Tanner Associates

 Discover the ways in which SMM and other expertly-developed event management tactics can benefit your team when you connect with the professionals at Miller Tanner Associates. 

MTA approaches SMM development through a deeply collaborative process with our customers. Following an initial discovery phase, MTA will develop key deliverables, including best practices, communication plans, and overall execution, to provide a cohesive and consistent strategy for overall success. 

We are an industry-leading provider of event planning and management services with over 25 years of experience worldwide. We would love to chat about how we can help you create outstanding events with measurable results. Contact us now to get started!


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Event Risk Management Planning: How To Plan For Crisis

Event risk management planning refers to the process of assessing and mitigating risks associated with hosting an event. It involves identifying potential risks, evaluating their likely impacts, developing strategies and procedures for dealing with them, and putting plans in place to reduce or eliminate their occurrence. Proper event risk management planning is essential for events of any size, from small conferences to large-scale festivals.

When it comes to creating a successful event risk management plan, it’s important to understand the types of risks that events face. To help companies address the risk associated with their events, the best practice is to use a triage system. This system can help identify and evaluate risks in an orderly manner so that suitable countermeasures can be applied.


Stage One: Adapt

The first stage of event risk management planning is to adapt. This involves understanding the event and its potential risks before any steps can be taken to mitigate them. Companies should identify the key stakeholders involved in the event, as well as their responsibilities and objectives. They should be aware of the various stakeholders’ interests and concerns, as well as any regulations or laws that may apply to the event.

Once a basic understanding of the scope, scale, and risks associated with an event has been established, it’s time to assess these risks. During this stage, planners will need to evaluate each risk in terms of its likelihood and severity. 

Conduct a Risk Assessment

The first step is to determine which type of risks are most likely to affect your event. Risks can be divided into three categories based on severity: low, medium, and high. Low-risk factors are those that don’t significantly affect the success or failure of your event; medium-risk factors are those that could significantly disrupt normal activities; and high-risk factors are those that would greatly jeopardize the launch or continuation of your event.

Categorize Your Potential Risks

Once you have identified the risk levels, create a list of potential hazards in each category by asking yourself questions about what sort of situations may arise during execution. The hazard list should include specific risks such as weather issues, terrorism threats, political unrest, IT security breaches, and personnel conflicts as well as more general risks like power outages or financial insolvency. While some of these threats may never materialize, it’s important to prepare for them in advance so you can respond quickly if they do occur.

Prioritize Your Risks

Next, you will need to prioritize the risks on your list according to likelihood and impact. The probability/impact matrix will allow you to easily see which risks will require immediate attention and which ones can wait until later stages in your planning process when more information is available. It also serves as a useful tool when allocating resources between risk management initiatives and general operations tasks such as marketing or operations planning.


Review Refund Policies and Financial Implications

In some cases, it’s simply better to reschedule or repeat your event rather than risk a potential disaster. If the risks are too great, you may decide to switch to an online format or postpone the event until the risk has dissipated. In either case, it’s important to communicate any changes to attendees and vendors in a timely manner so they can adjust their plans accordingly.


Choose To Reschedule or Pick Another Format

Once you have identified and assessed potential risks, you may decide that it’s better to reschedule or switch to a different format. For example, if the threat of a significant weather event is looming, you may want to consider postponing your event until the risk has passed. Alternatively, if the risk of terrorism or civil unrest is high, you may want to switch to an online format so attendees can participate without putting themselves in harm’s way.

No matter which option you choose, be sure to communicate any changes to attendees and vendors as soon as possible so they can make the necessary adjustments. Additionally, clearly outline any refund terms in case people decide not to attend your event due to the change in format or timing.


Communicate Changes As They Happen

As a meeting or event planner, it’s important to know how to communicate event changes as they happen. A big part of this is being proactive about informing any stakeholders of any changes or updates. A successful event requires effective communication. In this article, we’ll discuss ways to communicate event changes as they arise in an efficient and professional manner.

Send Out Written Notices & Emails

Written notices and emails are the first steps in communicating event changes to stakeholders and attendees. This can be done through email or other notification services like text messages, depending on the situation and who the intended recipient is. Make sure the notice contains pertinent information about the change or update and provide suitable contact information for any questions.

Hold Meetings and Promote Open Communication

Whether virtually or in person, it’s important to hold meetings with all stakeholders on a regular basis (e.g., weekly) so that everyone is aware of pending changes and/or updates that may affect their participation in the event. Help promote open communication by encouraging stakeholders to ask questions and provide feedback during each meeting.

Create Visual Elements

Another way to help ensure that everyone involved in an event knows about its updates or modifications is by creating visual elements like posters, banners, infographics, etc., which will make known upcoming developments easy for all attendees to view at a glance – without having read any emails or physical notifications beforehand. This can also work as a backup just in case someone misses out on receiving materials due to incorrect contact information being given out initially (or if they simply didn’t read them).


Stage Two: Evolve

Once you have assessed the risks associated with your event and developed emergency procedures, it’s important to create a plan for the future. This will ensure that your organization is prepared if similar risks arise in the future.

When developing a plan for the future, be sure to consider both short-term and long-term strategies. Short-term strategies might include establishing new protocols and processes in order to address any immediate needs or concerns that may arise. Long-term strategies can involve creating policies and procedures that will be in place for future events and planning ahead to mitigate potential risks.


Create a Plan for the Future

When creating a plan for the future, be sure to consider both proactive and reactive strategies. Proactive strategies involve anticipating and preparing for potential risks before they arise by doing things such as conducting regular risk assessments, obtaining insurance coverage, and training staff in emergency response procedures. Reactive strategies involve responding to risks swiftly when they do arise by having an Emergency Action Plan in place and implementing any necessary changes quickly.


Develop Policies and Procedures

Having protocols in place is essential if something goes wrong during your event. Make sure that everyone involved knows what to do in case of an emergency so that they can take action quickly and efficiently if necessary. Part of this should involve delegating roles within your team so that each person has a specific job to do when something unexpected happens.

Provide Adequate Training For Staff And Volunteers

An important part of creating policies and procedures around Event Risk Management is providing adequate training for staff members or volunteers who will be on-site during the event so they know what protocols they must follow in different scenarios, such as extreme weather conditions or fire demonstrations that went wrong. Ensure that everyone involved understands their role well before anything happens on site, so everyone knows what needs to be done if something does go awry during an emergency situation.


Invest in Event Tech

To plan and successfully host an event requires a thorough risk management strategy. Event technology can provide considerable help when it comes to managing the safety risks associated with events. This article outlines the advantages of investing in event tech for your next event and covers specific areas where investment is most beneficial.

Embrace Automation Where Possible

Automation is essential when it comes to managing large crowds so investing in digital solutions that support self-regulated processes will be invaluable for keeping everyone safe. A prime example is an automated contactless check-in system which cuts down the manual effort required from security personnel at entrances by eliminating long queues; automatically scanning tickets; assigning virtual wristbands equipped with labeling information or accessibility details; and maintaining health records for every attendee for contact tracing if necessary.

Prioritize Cloud Security Features

Event tech also helps ensure cloud security features are prioritized, as data protection/breach prevention is paramount if personalized marketing campaigns need to be sustained during challenging times. Such systems allow hosting environments in remote locations (e.g., on cloud servers) that offer better scalability, cost savings, uptime rates, resiliency threshold access control, etc.), to ensure customer data is secure throughout their event’s life cycle.


Stage Three: Evaluate

It’s important to review your policies for event risk management plans regularly so that you can keep up with any changes or updates relevant to safety protocols after periods of evaluation following past events or activities run through your organization. This way, you can make sure everything remains up-to-date in terms of safety/risk measures taken by you as a professional to handle it well every time.


Streamline Your Event Risk Management with Miller Tanner Associates

Whether you are a seasoned event professional with limited in-house resources, or a company in need of an event risk management strategy, one way to simplify event risk management is by using the services of an experienced event consultant like Miller Tanner Associates (MTA). With MTA’s help, you can easily streamline your event risk management processes and be better prepared. To read our risk management success stories, click here. 

Miller Tanner Associates is a leading provider of event risk management services in the United States, specializing in providing cost-effective and comprehensive solutions for creating, managing, implementing, and tracking detailed event plans. The company prides itself on being able to provide both organizational and technical expertise across all types of events – from small conferences to large-scale international celebrations – allowing for more effective decision-making when it comes to managing potential risks before, during, or after an event. Relying on the extensive know-how provided by experts such as Miller Tanner Associates’ team when preparing for your next event means that potential risks are eliminated before they become reality.

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What is a Steering Committee?

steering committee

The Role of a Steering Committee in Achieving Project Success

A steering committee is a group of stakeholders that provide oversight and guidance to ensure the successful completion of a project. The committee’s responsibility is to help make sure the project is completed on time, on budget, and with the desired results. It is a key part of the project’s success and can ensure that the project follows the right direction. This blog post will explore the roles of a steering committee, how it supports project success, and how Miller Tanner Associates can help with steering committee meetings and related events.

How Does It Support Project Success?

Also known as a project steering committee, a steering committee is a group that works together to make sure that a certain business goal is met. The overall responsibility of the steering committee is to provide guidance, oversight, and direction to meet the desired goal. 
In order to achieve success, the steering committee must be effective. This means ensuring that all members are informed, involved, and committed to the project scope.

Responsibilities of a Steering Committee:


• Develop a clear and concise mission statement for the project.
• Monitor progress and provide feedback on project performance.
• Create a timeline for completion and adjust it as needed.
• Communicate regularly with stakeholders about progress and changes.
• Evaluate results of the project against the desired objectives.
• Provide clear guidance and direction when needed.
• Make final decisions regarding any disputes or disagreements.

What is the Structure of a Steering Committee?

Project steering committees are typically composed of representatives from various departments and business areas, who come together to ensure the successful implementation of a project. They are responsible for providing guidance, oversight, and decision-making support throughout the entire project lifecycle. The main purpose of a steering committee is to ensure that the project meets the organization’s business objectives and stays within the established scope. 


The structure of a steering committee should be tailored to fit the specific needs of the project. Generally, a steering committee consists of executive leadership, senior managers, and project stakeholders. Executive leaders provide direction and set the overall vision for the project, while senior managers are responsible for guiding the progress and ensuring that business objectives are met. Project stakeholders represent their individual interests and ensure that their requirements are being met.

What are Some Different Types of Steering Committees?

Project steering committees are typically structured around a particular set of business objectives. The specific scope of the project can vary and is often determined by the committee itself. Depending on the organization, there may be different types of steering committees that can be established to ensure successful project delivery. 

A few common types of steering committees include:

  • Executive Steering Committees: These committees are composed of upper management, including executives and board members, who have an oversight role in guiding the project. They are responsible for ensuring that the project remains within its scope and budget.
  • Compensation Committees: These committees are built as an authority over salary, benefits, and other forms of compensation for senior team members. Both non-profits and corporations will establish this committee. 
  • Privacy Committees: Exist to ensure that the organization is in awareness of new data protection technology and compliance with security regulations.

Partner With Us to Plan Your Steering Committee Meetings 

At Miller Tanner Associates, we understand that forming an effective project steering committee and hosting successful corporate events are essential to meeting your business objectives. We offer a range of services designed to help you achieve your project scope and get the most out of your steering committee meetings. Our team has experience in planning meetings, conferences, seminars, and workshops for a wide variety of industries, enabling us to create corporate events that drive results and bring value to your team. 

 
We believe that the most effective steering committees and corporate events should be tailored to fit the specific needs of your company. Our team works with you to customize each event to meet your unique goals and objectives so that you can rest assured that your upcoming steering committee meetings and other corporate events will be successful and memorable. We recommend at least a 16-week lead time to start planning your meetings and events. Reach out to us today to learn more about how Miller Tanner Associates can help you plan project meetings and related corporate events. 

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Congress Planning Best Practices

congress management

Planning successful ancillary and auxiliary events and medical congresses can be a challenging task for healthcare organizations and the pharmaceutical industry. It’s important to have a Congress management best practices checklist in place to help make the process easier. This checklist will not only provide an insights-driven congress strategy but also yield deeper, more actionable insights that will ensure the success of your congress meeting management. 

At Miller Tanner Associates, we have years of experience in congress management services and can help you achieve your goals. Contact us today for assistance and best practices for planning your congress management. At Miller Tanner Associates, we specialize in providing expertise and advice to help you create an insights-driven congress strategy that will make your event successful. 

What Is The Difference Between A Congress And A Conference?

The primary difference between a congress and a conference is the size. A congress is typically much larger than a conference, often hosting hundreds to thousands of attendees.

A congress also has a more formal atmosphere that requires registered participants, unlike conferences, which can sometimes be open to the public or impromptu guests. The content of medical congresses is also generally more specialized and focused than conferences.

Additionally, congresses are becoming increasingly innovative in utilizing interactive technologies to engage their audiences. Virtual reality (VR) and augmented reality (AR) experiences have become common elements at these events, allowing attendees to explore an immersive environment in a way not possible with traditional presentations.

What is Medical Congress?

Medical congresses are large, annual meetings within the life science industry that bring together researchers, medical affairs teams, and medical science liaisons to share information essential to developing life science advances. These events provide an opportunity for individuals to establish themselves and build their reputations as opinion leaders.

The COVID-19 pandemic has changed how medical congresses connect people. Before the pandemic, medical congresses were primarily in-person events. But with the emergence of digital technology, some sessions have been held virtually. As such, medical congresses will likely be live-virtual hybrids from now on and require new best practices.

Congress Management Best Practices

From engaging with key stakeholders to organizing multiple vendors, there is a lot to consider, from finding the right spaces and setting up the agenda to catering to the needs of guests and speakers, and managing multi meetings taking place on-site throughout the Congress or Conference week. While successful congress management requires attention to detail and good execution, it is also important to ensure that the events meet the organization’s goals and that deeper, more actionable insights are gained in the process. That’s why having a comprehensive strategy and a robust set of best practices for congress management is essential. 

Congress Planning Best Practices Checklist

Before you start organizing your congress, here are some important elements to consider:

• Establish the goals and objectives of the congress: What do you hope to achieve? Consider whether you would like to increase engagement with key stakeholders, generate industry-wide interest in a particular research topic, or establish an educational platform for medical professionals. 

• Understand the compliance and regulation requirements. 

• Identify the key attendees: Depending on your goals and objectives, identify who should be attending your congress events. Consider potential attendees’ areas of expertise, roles, and interests. 

• Develop a customized agenda: Once you have identified who will be attending the congress, create an agenda that caters to their needs and interests. This could include talks by key speakers, discussion panels, training sessions, or networking events. 

• Utilize modern technology: Modern technology, such as video conferencing and virtual meeting software, can help make the event more efficient and increase engagement among attendees. Consider leveraging technology for your congress management strategy. 

If in-house resources are limited, reach out to experts, like Miller Tanner Associates to manage your complex logistics and on-site event execution. 

Following these steps ensures that your congress events run smoothly and provide attendees with a meaningful experience. However, if you’re still overwhelmed by the task, don’t hesitate to contact MTA for assistance. Our team of experts is here to provide you with the guidance and best practices you need for a successful event.

#1 Use social media listening to achieve your goals:

Social media is a powerful tool for connecting with attendees, creating conversations, and understanding the issues that matter most to those in the medical field. Utilize social media listening to identify key topics and audience interests and tailor your event accordingly. This will enable you to provide attendees with an engaging and meaningful experience.

#2 Conduct asynchronous meetings during the congress:

Asynchronous meetings are an invaluable tool for ensuring that all participants can participate in the conversation, regardless of their location or availability. Consider establishing a forum for asynchronous meetings during the congress so that all attendees can access the same resources and provide valuable input.

#3 Refocus asynchronous interaction and social listening after the congress:

It’s not enough to focus on asynchronous interaction and social listening during the congress – you should also be sure to do so afterward. This will help you gain insights into how the congress went and what kind of feedback people provided. It will also help you make necessary changes for future events.

Following these steps ensures that your medical congress runs smoothly and provides attendees with a meaningful experience. However, if you’re still overwhelmed by the task, don’t hesitate to contact MTA for assistance. Our team of experts is here to provide you with the guidance and best practices you need for a successful event.

After Medical Congress: Best Practices

Once the medical congress is over, it’s important to track the results and measure the outcomes. This will allow you to evaluate your success and identify areas where you could improve future events.

When tracking outcomes, consider the following:

  • How did attendees rate their experience?
  • Were there any technical issues that impacted the event?
  • What kind of feedback did you receive from sponsors?
  • What kind of response did you get from the media?
  • What actions did attendees take after the event?

By measuring the outcomes, you can better understand what worked and what didn’t, so you can continue refining your congress planning strategy and creating even more successful events.

Contact MTA for professional congress planning assistance and best practices to ensure that your next medical congress runs smoothly and yields deeper, more actionable insights. With our help, you can craft a congress strategy that works for your organization and produces valuable results.

Other Types of Congresses To Consider

No matter the type of congress, it is important to remember that attendees should be engaged and have meaningful experiences. To ensure this, consider utilizing interactive technologies such as augmented reality and virtual reality. These tools can provide engaging visuals for presentations, lectures, and other events during the congress. Additionally, they can provide real-time participant feedback, allowing organizers to adjust the event in real-time.

Ensuring that all participants feel welcome and respected when attending a congress is also important. This means implementing an inclusive culture without discrimination or bias. Additionally, strive to create an atmosphere where all ideas are welcomed and openly discussed.

Contact Miller Tanner Associates for Congress Planning Assistance

If you’re looking for experienced professionals to help with your medical congress planning, look no further than Miller Tanner Associates. With years of experience in the healthcare and pharmaceutical industry, our team of specialists can provide you with a tailored congress strategy that yields deeper and more actionable insights.

From creating engaging agendas to developing marketing and communications plans, we will use our expertise to ensure your medical congress succeeds.

They understand the nuances of effective medical congress planning and offer various services to help you achieve your goals. Whether you need assistance with program development or logistics, MTA will be there to provide the guidance and support you need. Their team of experts will work with you to create an insights-driven congress strategy that delivers measurable results.

For additional information about their services and how they can help you maximize the success of your medical congress, contact Miller Tanner Associates today. Our team of professionals is available to answer any questions you may have and provide assistance every step of the way. We will have the expertise to make your next medical congress a success.

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What is a Medical Congress?

Medical Congress

The medical congress/conference is a concept that has been around for decades and, though having gone through significant changes, continues to be an important part of the healthcare industry. In addition to being a great opportunity to learn about the latest treatments and trends in the industry, they also provide a chance to establish vital networks and partnerships with peers.

Let’s discuss the role of medical congresses/conferences in the pharmaceutical industry and how working with Miller Tanner Associates can help to facilitate these events across the nation and around the world, allowing for a wider range of professionals to participate. Discover why these events are so valuable and how technology-driven events and virtual engagement are increasingly shaping them.

What is a Medical Congress/Conference?

Medical congresses and conferences are large, annual meetings that bring together researchers, medical affairs teams, and medical science liaisons. These gatherings are essential to the development of life science advances and provide an opportunity for people to establish themselves and build their reputations as opinion leaders. A medical congress is a large-scale event focusing on a particular field of medicine or pharmaceuticals, usually lasting for multiple days. While similar to conferences, congresses are more comprehensive and typically feature an abundance of educational offerings from healthcare organizations and clinical experts.

Congresses have a long history of successfully advancing the field of medicine, with the earliest known congress taking place as far back as 250 BCE in Greece. While physical events are still an important part of the industry, virtual options have become increasingly important for gathering relevant information. The COVID-19 pandemic has forced a change in how medical congresses connect people. Today, medical congresses provide numerous opportunities for pharmaceutical companies to reach out to healthcare professionals, medical researchers, and other key stakeholders worldwide.

Before the pandemic, medical congresses were primarily in-person events, but now digital technology permits some sessions to be held virtually or hybrid in-person events with virtual options. This allows attendees to join congresses safely, no matter where they’re located. This also allows for a greater variety of attendees to participate and expands opportunities for those who might not have been able to attend in person.

Attending medical congresses is no longer limited to just physical events. With the introduction of virtual engagement, healthcare professionals can now attend more events worldwide and connect more easily than ever before. Through presentations, workshops, networking events, and other interactive activities, the medical congress gives companies a chance to showcase their products and services to a global audience.

What Makes a Medical Congress or Conference So Valuable to Attendees?

Medical congresses’ ability to facilitate meaningful conversations between attendees is what makes them so valuable. Pharmaceutical companies can use this platform to start discussions about their products and services, educate healthcare professionals on their offerings, and even gain insights into the ever-changing needs of their target market. For healthcare professionals and those in the pharmaceutical industry, medical congresses offer a unique opportunity to learn, network, and develop professionally.

Educational Benefits: At medical congresses and conferences, attendees can attend lectures and workshops, hear from leading experts in their field, and learn about new developments in the medical field and pharmaceutical industry.
Networking Opportunities: Attending medical congresses and conferences allows attendees to connect with industry professionals, learn from one another, and discuss their work in a professional setting.
Personal Development: Medical congresses and conferences provide the perfect platform for attendees to expand their knowledge base, grow their professional networks, and explore new opportunities.

How Medical Congresses and Conferences are Moving Into Technology-Driven Events

The use of technology-driven events has revolutionized the way medical congresses and conferences are conducted. By providing flexible and accessible options for healthcare professionals and pharmaceutical companies, these conferences can bring together experts from around the world in ways that weren’t possible just a few years ago.

In addition, virtual conferences offer an improved experience by presenting a wide array of speakers and allowing for an open interchange of thoughts and understanding. Through virtual platforms, attendees can participate in real-time Q&As with speakers, interact with other participants during workshops and breakout sessions, and access exclusive materials available only during the event.

Technology-driven events are quickly becoming the new norm for medical congresses and conferences, as healthcare professionals and pharmaceutical companies alike can reap tremendous benefits from engaging virtually. In addition to the traditional physical events, virtual options allow healthcare professionals to stay informed and up-to-date on the latest advancements in their field without having to travel.

Virtual Engagement is Adding Value in Medical Congresses and Conferences

Attendance of virtual medical conferences has become a widespread trend, providing enormous advantages to healthcare professionals and pharmaceutical companies. By participating in such events online, healthcare workers can keep themselves updated on the most recent developments in their profession without needing to travel physically.

Virtual technology also allows medical conferences to reach a broader audience. Instead of limiting participation to those able to travel, online streaming opens up access to individuals who are unable to attend in person due to personal or professional commitments.

Furthermore, virtual events can help save money on travel expenses, which can be especially beneficial for smaller pharmaceutical companies or those with limited budgets. Virtual engagement also reduces the environmental impact of medical congresses, meaning pharmaceutical companies and healthcare companies can be good corporate citizens and make an impact on sustainability efforts.

The future of medical congresses looks bright, with more events offering hybrid models featuring both physical and virtual elements. Virtual elements can increase the inclusivity and diversity of attendees while also allowing for more creative approaches to presenting ideas and engaging with participants.

Not only do these options allow for a broader range of speakers, but they also provide attendees with an enriched experience that encourages the open exchange of ideas and knowledge. By attending both in-person and virtual events, medical professionals can learn from a wide variety of perspectives, making them more well-rounded practitioners. As medical congress increasingly embraces technological advances, we can look forward to more innovative event formats that will further advance the development of life sciences and improve access to valuable resources for healthcare professionals and pharmaceutical companies.

Partner With Miller Tanner Associates for Congresses and Conferences Management

By partnering with Miller Tanner Associates (MTA), healthcare organizations and the pharmaceutical industry can ensure their congress management strategy is taking full advantage of the opportunities presented by Medical congresses around the globe. The MTA Team can assist with all of the details from engaging with key stakeholders to organizing multiple vendors; our team can support venue sourcing, budget management, AV Production, compliance and GDPR, ancillary and auxiliary meetings, creative services, targeted registration, exhibit space design, on-site management, pre-conference management and more! We service every level of complexity and every set of requirements, no matter how unique to deliver successful strategic congress management.

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How to Make Events More Accessible and Inclusive

From small events to large conferences, accessibility is important. Every attendee needs to feel welcome, so it is essential to ensure that your event acknowledges and includes the needs of everyone. If you want to increase accessibility for your organization, making your events more inclusive is crucial.

Making Meetings & Events Accessible

For any meeting or event, you should consider the needs of all attendees.

Check Your Venue in Advance

When reserving a venue, look for one with the best accessibility features and can accommodate a variety of attendees’ under all circumstances. Venues that are ADA compliant and are used to accommodating large groups will be a great place to start.

  • Check the Lighting – dim or strobe lighting may cause issues for those with vision impairments, epilepsy, or other concerns.
  • Services for Hearing Impairment – Will there be assisted listening devices available? Audio recordings? Or captioning options available? Will an ASL interpreter be needed?
  • Assess Parking and Transportation – Is there accessible parking or easy access from public transportation? Is there ramp access and an elevator? Will accessible transportation be needed/available?
  • Restrooms – Look for facilities that are accessible and gender-neutral.
  • Electrical Outlets – Is there plenty of space for those who need to use laptops or adaptive devices?
  • Seating – You want to ensure that the seating and dining areas accommodate wheelchairs, walkers, service animals, and more.
  • Hotel Rooms – If you are reserving a block of hotel rooms, it is imperative to reserve enough accessible rooms

Service Animals

Individuals with certain medical needs, such as visual impairments, hearing loss, or PTSD, may use service animals. Your event coordinator should be prepared for guests who may bring a service animal.

Staff or event volunteers should be prepared to accommodate the attendees and their service animals. Not only should the venue have enough space for service animals to assist their handler comfortably, but there should be a plan in place if other guests are uncomfortable or unable to be near the animal (fear, allergies, or other similar issues).

Make Information about Accessibility Clear in Your Communications

When promoting the event or registering attendees, including accessibility information is key to addressing concerns. Clear statements such as “The south entrance is fully accessible, and the elevator is to your left” or “Sign language interpreter available” are important. They let attendees know that you will address their concerns and that they can fully participate.

Use pre-event polling or outreach to understand specific accessibility needs. You can identify learning styles ahead of the event and plan to provide other on-site communication, such as assisted listening devices and simultaneous translation if needed.

Make Sure Slides and Presentations are Accessible

Consider prioritizing your speakers so they fully represent your audience in gender, ability, and ethnicity. This ensures a diverse gamut of perspectives that can be more relatable and inclusive for your audiences.

Train your speakers on the importance of accessible presentations. If your organization or guest speaker will be doing slideshows and visual presentations, you may want to do a test run. Use images that are of high quality and large, clear fonts. Everything should be visible from all angles and the very back of the room. Ensure there is enough color contrast for individuals with visual impairments like low vision or color blindness. Include live captions for those with hearing impairments.

You should also include a Q&A session, giving attendees time to interact and for anyone to clear up something they may have missed or misunderstood. Also, make plans to share the meeting or live event as a recording with accurate transcription and video captions after the event.

Ask, Then Address the Needs of Your Guests or Attendees

Registration is the perfect time to ask your guests if they have any needs or requests. Planning for special requests can be challenging, so asking ahead of time can be a big help. Designate a place on the registration form for individuals to note any necessary accommodations or dietary restrictions, or requirements.

Also, be sure to let them know that the lines of communication are always open. You may even consider having a designated number for them to call with questions or concerns about mobility, hearing, visual, or other impairments or restrictions.

If the event is particularly large, or you have many registered guests that have noted a disability or request accommodations, you may have a separate Accessibility Desk at the entrance. Providing a designated area for questions, concerns, or assistance requests will make them feel much more welcome at your event.

Plan an Inclusive Event with Miller Tanner Associates

When planning a fully accessible and inclusive event, you can be assured that the experienced event planners of Miller Tanner Associates will cover all of your needs.

Whether securing assistive listening devices or audio recordings, planning for captioning services, or even catering to dietary restrictions, we will ensure that attendees with specific needs feel welcomed, included, and comfortable throughout the event.

Contact us today to get started!

Image Source: Africa Studio / Robert Kneschke / Shutterstock

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The Value of Face to Face Meeting Planning

Face to Face Meeting where business woman is talking on stage.

While the rise of digital technology has transformed daily communication, in-person meetings remain crucial for developing business relationships. A face-to-face meeting allows you to increase engagement, improve communication, obtain loyalty, and build trust among coworkers and clients. To understand why in-personal meetings are still relevant, let’s look at some of the many benefits they offer. 

Benefits of Face-to-Face Meetings

Building Strong Relationships 

Why are face-to-face meetings so important for building quality, long-term relationships? First, clients need to know they are important, and meeting them in person demonstrates that you value their business. Personal attention shows that you are actively involved and invested in the business relationship.

Generate Ideas 

When it is time to brainstorm and collaborate, a face-to-face meeting is ideal for allowing everyone to participate. Following nonverbal and social cues, participants can tell when someone else is finished talking and can be confident they will not talk over each other. Finally, in-person meetings allow the team to brainstorm tangibly with a whiteboard and collaborate more naturally. 

Limiting Technology Issues 

The ability to communicate with multiple people across the building or worldwide without having to leave your seat is undoubtedly useful. However, there are times when technology, such as camera and microphone difficulties, make it challenging. In addition, internet connections may drop or lag, making people feel disconnected. With face-to-face meetings, everyone can be engaged in the meeting and presentation. 

Interpret Nonverbal Cues

A quick email or conference call may work for relaying simple messages, but communication goes far beyond words. Even video conferencing can make it challenging to interpret nonverbal cues, especially with technological issues. If you want to read the room, you need to be able to read facial expressions, gestures, and overall body language in real-time.

Engage in Purposeful Small Talk 

Casual small talk can help people relax. It is another simple way to strengthen relationships because you can find common interests and show interest in them as an individual, not just as a business associate. Sometimes small talk leads to useful information that can benefit future projects and business endeavors. Allow a few minutes before or after face-to-face meetings for casual conversations. 

Address Sensitive Issues

The best way to address sensitive issues is in person. It will allow you to explain the problem thoroughly and leaves less room for misinterpretation. Additionally, it will enable you to express empathy, which can be hard to convey through an email. Working through issues together can be more effective when everyone is present and actively involved. 

Increased Focus

It can be tempting to multitask or easy to lose focus when on phone or video conferences. However, face-to-face meetings limit distractions and can increase focus when everyone is in the same space. 

Increase Engagement and Participation 

To increase engagement and participation, you need participants to be fully present. Many of the benefits previously mentioned, such as being able to read nonverbal cues, eliminating technology problems, and increasing focus, will allow everyone to be fully present for the experience. When everyone is in the same room face to face and gets a feel for the tone of the meeting, they are more likely to engage and positively contribute to the conversation. 

Face-to-Face Meeting Tips

Follow these meeting planning tips for a more productive face-to-face meeting, have a specific purpose for the meeting, and make sure everyone understands the purpose of the meeting. 

  • Create an agenda so participants know what topics will be addressed and can be prepared to contribute. 
  • Schedule the proper amount of time – if you don’t reach your objective by the end of the meeting, schedule a follow-up instead of expecting everyone to stay over. 
  • Allow participants to engage and contribute by asking questions and leaving time for open dialogue. 
  • Hire a professional event planner to ensure that important meetings and conferences are handled properly. 

Miller Tanner Associates understand the Importance of Face-to-Face Events 

When your schedule is packed, but you have a crucial meeting to execute, there is immense value in trusting an expert event planner like Miller Tanner Associates. With our decades of experience, we know how to deliver superior experiences every time. 

Contact us today to begin planning a meeting that exceeds your expectations. 

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9 Sales Meeting Theme Ideas

Do you want to add some spice to your meeting? Keynote speakers and motivational themes can turn a monotonous sales meeting into a memorable one by driving each point back to one central theme that is a vital topic for your current company. Here are nine possible themes and sales meeting ideas for making your next meeting count!

Celebration Themes 

Highlighting recent wins of any size and focusing on turning these successes into habits that help your company achieve long-term goals is a strong starting point for nearly any sales meeting. 

Highlight Success Within Teams

Success within your company is always worth celebrating, especially when it is directly connected to specific growth. From honoring your top performing employees to sharing statistical data highlighting your organization’s overall performance during a particular timeframe, celebrating individual and organizational success can demonstrate to your staff how their hard work has been recognized, motivating them to continue to work harder.

Being A Leader

Working toward becoming a forerunner in your field should be the goal of any company, and success in this area is always a reason to celebrate. If your sales team just made another record-breaking sale or successfully completed a project that was above expectations or exceeded budget, then highlighting that success should be the main focus of your sales meeting. This shows how much value you place on top performance and its important role in your business.

Rise Above the Competition

Getting ahead of your competitors is one of the most critical steps to making your company as successful as possible. Celebrating your company’s growth throughout any period can be very exciting especially if your data reveals that a significant amount of your brand-new customers have switched to your company from one of your usual competitors. 

Motivation and Provocation Themes

No matter how well your company does, meetings focused on inspiring your employees to sell more products and boost your profits can help you reach new heights.  

Continue Innovation and Growth

Sticking to how things were done in the past may work well enough, but it doesn’t necessarily mean it’ll continue to work in the future. We must take advantage of new cutting-edge methods to improve upon what was once good enough. Giving your team the chance to explore new ideas and expand their knowledge base is one of the greatest ways to encourage innovation and help you grow as an organization.

Sales Team Motivation 

Focusing a sales meeting on why your team is doing is important can help keep them engaged and focused on achieving outstanding results for your business. This can also boost morale within your organization, so they continue to strive towards achieving the goals set out for them.

How We Are Getting Things Done

 Extra motivation may be all it takes to inspire your team members to get even the most minor tasks done to the best of their ability. Meetings that focus on providing tangible ways to be as productive as possible can benefit your team in nearly every area of their professional and personal lives, increasing your company’s overall accomplishments. 

Information Themes

Many sales meetings focus on sharing ideas that can benefit your sales team and the rest of your company. Bringing your sales teams together will ensure everyone’s input is valuable and important.

Sharing Solutions

No matter how successful your company is, there is always room for improvement. Whether you are looking to zero in on solving a specific problem your sales team is experiencing or identifying inefficiencies that can help your sales department run more effectively, finding and sharing solutions to any aspect of your business can result in improvements. 

Creating Customer Connections 

Your customers want to be seen as more than just a number, and putting effort into creating solid connections with them is an essential step in ensuring they keep coming back. Meetings that focus on customer appreciation and retention can help your team members find meaningful ways to connect with your customers and each other. 

Exceed Expectations 

Willingness to go the extra mile to make your company as profitable as possible is a desirable quality in any sales team; however, not every team knows how to exceed expectations sufficiently without constant guidance. Focusing on this idea can help your team build independence and decision-making skills, allowing them to do even more for your company. 

Partner With Us to Plan Your Next Themed Sales Meeting

At Miller Tanner Associates, we help companies across six continents determine what types of sales meetings are likely to be the most beneficial for your specific situation and plan corporate events with the strongest potential to meet your goals.

Our commitment to excellence ensures that working with us will make your sales meetings and other events stand out and provide value to everyone involved. Contact us today to learn more about our services or to start incorporating themes that work into your upcoming sales meetings!

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Corporate Event Management & Event Planning

Impactful corporate events are a must for any successful business. Whether the event’s goal is to deliver important announcements, gather for networking purposes, or build brand equity, corporate events are an important time for businesses to come together and unify. 

Planning a corporate event can be a daunting task that adds stress to an already maxed-out workload. When you hire a professional corporate event organizer, you ensure your next event is a hit while you focus on what matters most: your business. 

Miller Tanner Associates specializes in the planning, execution, and follow-up for corporate and executive events. We pride ourselves on crafting memorable, strategically tailored experiences to be purposeful, enjoyable, and impactful. Our team can work with your goals and vision to create an exemplary event that exceeds expectations.

Here are some of the event styles we plan and manage for our clients: 

Conferences

A conference can be a powerful catalyst for problem-solving, collaboration, strategy, and skill development, all of which can contribute to company growth and progress. But how do you keep attendees engaged? Miller Tanner Associates offers innovative solutions to help your next conference succeed and enrich your business. 

Executive Events

Not all meetings are just fun and games. Executive events usually imply business consulting and strategic planning. These events grow your company and allow you to reach new financial goals. A professional event planner can take care of stressful logistics concerns like venue sourcing, travel arrangements, and catering while you take care of business. Event planners can also offer consultation on event operation, attendee motivation, and unique incentive opportunities to make your event an experience that elevates your team. 

Industry Ceremonies

Industry ceremonies are a time for celebration, networking, community, and togetherness. Employees should be basking in their success and meeting others in their industry. Let a corporate event planner take care of the minutiae. Corporate event planners can coordinate every part of the ceremony, from venue selection to elite productions. Talk with our corporate event planners about your next industry ceremony. 

Shareholder Briefings

It’s no secret that shareholder relations are among the most challenging events to plan for any organization, but mastering these critical assemblies is essential to your company’s growth. With the high pressure of shareholder demands, these meetings take weeks of copious, careful preparation to succeed. When a shareholder meeting goes wrong, it can have devastating effects on your company’s future. Let the event experts at Miller Tanner Associates make your next shareholder briefing everything you hope for and more.

Social Events

Social events should aim to connect and enrich attendees, and they should also be fun. Consider renting a unique space or building to make it memorable, and brainstorm ways to make your events amazing. 

You might include:

  • Educational and inspirational sessions
  • Team-building exercises
  • Charitable integrations
  • Games and participation rewards 

You should also consider diversity, equity, and inclusion (DEI) factors for every event you plan. These considerations should include speakers, vendors, and imaging. You want your event to reflect the audience it’s meant to serve, and we live in a diverse and inclusive society, so make sure there is equitable representation across all platforms for your event. 

Event planners and managers can assist with all aspects of the event, including invitations, location, catering, themes & decor, performances, and transportation. Don’t let your next social event flop. Hire a professional event planner to get to what’s important: having fun. 

Product Launches

Product launches create public excitement about upcoming products. Don’t risk the success of your new product on a lack of event planning experience. Let Miller Tanner Associates put our 25-plus years of event planning experience into your next product launch. We can offer various consulting services to best present your event so that viewers and attendees remember it for years to come. 

Annual Company Meetings

Regardless of the size or scope, an annual company meeting sets the stage for training, celebrations, and whatever else you may need. Make the most of the opportunity to level up your organization when you call on the meeting planners and managers from Miller Tanner Associates. Annual company meetings allow corporate executives to showcase their achievements and produce yearly reports to inspire confidence in the company’s future. These are often high-stress times for all employees, and efforts should focus on the actual business, not catering. Miller Tanner Associates offers top-class event planning services for companies of all sizes. Talk to us today about organizing your next company meeting. 

Elevate Your Next Corporate Event with Miller Tanner Associates

It’s time to take your corporate events to the next level — if you’re going to invest in an event, you should be able to see a clear and measurable return. Miller Tanner Associates has more than two decades of corporate event planning and management under our belts, with a track record of successful events in Boston, New York, San Diego, San Francisco, and countless other cities worldwide. Whether you’re hoping to host an event that delivers increased sales, improves employee collaboration, empowers shareholders, or any different desired result, Miller Tanner Associates is the team you can trust to do it right. 

Miller Tanner Associates can help with in-person events, virtual assemblies, and everything in between. Our expert staff can handle all aspects of your event planning and managing. Don’t get bogged down with the logistics of your next event. Contact us today to start planning your next corporate event.

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