How to Plan a Clinical Investigator Meeting
A clinical investigator meeting is given by a clinical trial sponsor to conduct protocol and GCP training and allow participants an opportunity to ask questions about clinical trial conduct. The meeting typically includes clinical research associates, clinical research coordinators, clinical investigators, medical monitors, quality assurance and senior management. Here are some things that should be considered when planning a clinical investigator meeting.
- Difficulty:
- Moderately Easy
Instructions
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Location is everything.
Location really is everything. Sponsors try to organize the meeting in a location the investigators will be interested in visiting such as Spain, Portugal, Las Vegas, Turkey, Paris, Montreal, Quebec City, etc. To choose your location, look at the list of investigators and where they are located. Try to find a place that is centrally located but enticing to the overall group. If the place isn't interesting enough, the turnout could be low.
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Secure an adequate number of rooms and coordinate transportation.
Since the clinical trial sponsor typically pays the entire bill, don't be wasteful. Make sure people RSVP before setting up rooms for them. Make it clear that rooms will only be available for those who RSVP. Organize roundtrip transportation to the hotel.
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Coordinate presentations.
Make sure all presenters get their slides to you in advance for review. Additionally, coordinate the presentation room with the meeting center's management to ensure there is adequate lighting, space and functioning equipment. Don't forget the handouts. Attendees like having a copy of the presenters slides to refer to later during the trial.
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Meals
Check for special dietary needs when planning the meeting. You do not want to offer seafood to people who are allergic or provide food cooked in peanut oil when some guests might be allergic to peanuts.
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Include after meeting activities.
Organize a tour for attendees and give them an opportunity to relax in an environment outside the meeting. For example, when I attended a meeting in Turkey, the sponsor planned a dinner cruise with entertainment, guided sightseeing tour, and time for attendee's to explore on their own.
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Include company ambassadors.
Don't forget to include people who are familiar with the clinical trial. Their job will be to interact with your guests and answer any questions they might have about the protocol or clinical trial conduct during dinner or other gatherings. Some may be too shy to ask questions in a forum and prefer asking somebody in a less intimidating setting - like dinner.
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Arrive early.
Plan to arrive at the meeting place about 1 or 2 days before the meeting to ensure everything is in order.
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First Impressions are Lasting Impressions!
If you have not planned a large-scale meeting before, hire a company that specializes in meeting planning. Remember, this is about impressing the clinical investigators. If the meeting comes off as disorganized, the investigators might expect the clinical trial management to be just as disorganized and decide to withdraw participation.
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Tips & Warnings
I am a firm believer that "When in Rome do like the Romans" so if you decide to have the meeting in a foreign country, respect their culture. A brief leaflet about the country can accompany the invitation.
Don't forget to include Good Clinical Practice training. The protocol is important, but ensuring quality data comes from placing an emphasis on "quality".
If all planning responsibilities are delegated to a Contract Research Organization (CRO), keep in constant touch to ensure plans are proceeding accordingly.
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