Internal Meetings

Preparing for a product launch

These projects were a series of meetings for a healthcare company that was preparing to launch a new device. Each of the meetings had a busy agenda - intensive work sessions during the day and a social activity and dinner in the evening.

As no physicians attended, full pharmaceutical compliance did not apply. The meetings were, however, subject to the company’s strict internal hospitality guidelines.

The Background 

These were small internal meetings:

• Run over 2 days

• Scheduled twice a year 

• Organised in the home city of one of the participants 

• Attended by the company’s European and Global marketing teams  

The evening social activity was:

• Based around something typical of the location

• Scheduled in the narrow window between the meeting close and the team dinner

• Limited by transfer times during the evening rush hour

The hotel options – from the client’s mandatory, pre-approved list of hotels – often had limited facilities or were not centrally located.

The Role

Kay was the main contact for the meeting logistics.  She managed: 

• All venue and social programme arrangements

• The preparation of delegate meeting materials

• Day-to-day liaison with client and meeting attendees  

 To identify the most suitable combination of hotel and activity option, Kay worked with her Destination Management Company (DMC) contacts in each city. Using detailed local knowledge, the DMC was able to:

• Advise on hotel choice 

• Identify evening options that worked with the potential venues, the limited time frame and the hospitality guidelines  

Working on a freelance basis for the total of five meetings, Kay was able to bring a high level of personalised service to these small, focussed events and developed excellent working relationships with the client and attendees.

What They Said

“As always both work and fun. These times with our colleagues from other countries are very valuable to us. Thank you again for all your hard work and input into yet another successful meeting.” 

Local Marketing Manager

“Thank you for such a well-organised meeting. Thank you again for managing to find something that would fit with our tight meeting schedule and get us out of the hotel for the evening.”

Global Medical Manager