A Pharmaceutical Kickoff Meeting Masterly Planned

To provide comprehensive event management services:

• Venue sourcing, site inspection.
• Comprehensive comparison report and precise assignment of all function space based on client criteria and agenda.
• Hotel contract negotiations, management of master bill.
• Custom communications: invitation, online registration, pre-welcome, and informational communications.
• Custom badges, branded lanyards, well-designed directional signage.
• Travel coordination to and from the airport and off-site activities.
• Group hotel accommodation and room block management.
• F&B management, varietal menu design.
• Agenda scheduling.
• Concept design and theme for evening events creating immersive and visually appealing experiences.
• Audio-Visual, lighting design, event production.
• Entertainment: DJ and live music entertainment sourcing and contract management.
• Group activity planning: golf, spa, and private yacht charters.
• Event budget estimation, cost tracking and itemized financial reconciliation.
• On-site staffing and operations management.

In June 2022, we initiated the search for the optimal venue for a four-day pharmaceutical kickoff meeting, considering three potential dates in January and February 2023. Exploring 29 diverse properties across Arizona (Greater Phoenix, Scottsdale Area), Florida (South Florida, Orlando, Greater Tampa Area, Amelia Island), Texas (Austin), South Carolina (Charleston) we meticulously evaluated each for suitability.

Following a thorough review, we presented a comprehensive venue sourcing analysis to the client. Our reports encompassed essential details such as date availability, room rates, minimum food and beverage spend, function space rentals, and precise location of meeting room allocations.

We identified the ideal venue that aligned precisely with our client’s requirements and agenda:  The Ritz-Carlton, Fort Lauderdale. We contracted the hotel for all meeting space on the third and fourth level including the pool deck for a private signature event.

Monday

Upon arriving at the hotel, attendees had the opportunity to unwind in a hospitality lounge offering snacks, beverages, and lunch, allowing them some relaxation time before the meeting commenced.

The general session began with a town hall that captivated attendees providing a meaningful and informative start. Each evening event demanded a distinctive design concept and culinary journey. As attendees transitioned from the town hall to the ocean view foyer for a lively reception with a DJ spinning tunes, the general session space was transformed with unique design concepts that complemented the brand's vibrant color palette, setting the stage for a memorable program and multi-course dinner. Following the program, the DJ resumed the music, treating guests to an after-party featuring delectable dessert bites.

Tuesday

The general session began with a CEO introduction and a virtual HCP and patient experience session followed by rotational Key Account Manager workshops.

Tuesday evening featured the highly anticipated Poolside Dinner Event. We curated the design, blending tropical patterns with earthy, nature-inspired tones. Champagne linens, woven chargers, and tropical napkins were complemented by stunning floral centerpieces and rattan chairs. LED light towers illuminated food, beverage, and lawn areas, while bistro string lighting cast a soft glow over dining tables. Colorful LED pool spheres added a captivating touch to the overall ambiance.

A delectable BBQ spread delighted appetites with offerings like ceviche, coconut shrimp, Peruvian wahoo, grilled lobsters, Florida orange chicken, and beef tenderloin, all complemented by an array of vegetables, and crowned with miniature dessert delights including tarts, trifles, puddings, and cupcakes. To elevate the atmosphere, we enlisted a talented trio to perform soul, funk, reggae, world, and Cuban rhythms, ensuring a memorable experience for all attendees.

Wednesday

The morning featured Rotational Workshops in Compliance, Marketing, Market Access, and Medical Affairs followed by afternoon activities. Participants had the option to partake in a private yacht excursion along the intercoastal waterway, golf, or a spa retreat. We arranged group reservations at various restaurants, allowing everyone to unwind in the company of colleagues in a relaxed dining setting.

Thursday

Regional breakout sessions, a compelling virtual patient storytelling session, and a sales leadership closing rounded off the event, expressing gratitude to all attendees for their contributions.

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Pharmaceutical Kickoff Meeting, January 2023: Meeting Logistics meticulously planned an event that unfolded over four days at The Ritz-Carlton, Fort Lauderdale. From the initial venue search across multiple states to the seamless execution of each day's agenda, our team ensured every detail aligned with the client's vision. Attendees enjoyed a blend of informative sessions, interactive workshops, and memorable evening events, culminating in a successful gathering that celebrated collaboration and achievement. Our comprehensive services, spanning from venue sourcing to on-site management, ensured a flawless experience for all involved.

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