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Key factors for a successful investigator meeting


W


hy investigator meetings are important for the Success of a Clinical Study


While there continues to be tremendous innovation throughout the clinical trial industry, everything from decentralized trials to remote monitoring to eCOA solutions and everything in between, having motivated and highly- trained healthcare professionals (HCPs) remains paramount to achieving quality patient enrollment and clinical study data. Pharma/biotech sponsor companies


continue to prioritize relationship building with their sites in person in a face-to-face meeting format to enable more collaboration among HCPs, and enhance overall engagement and quality of investigator meetings for successful outcomes.However, the clinical research sector is facing a significant challenge of limited resources that impact at the site level, pharma, biotech, and CROs alike. This challenge becomes more magnified when planning investigator meetings, resulting in late initiation of planning with critical downstream effects on program success. These factors directly impact attendance ratios, costs, and overall success of the investigator meeting. By implementing a few proactive strategies, sponsors can mitigate potential challenges to ensure a more successful investigator meeting:


Lead Time Leads to Success One key factor for guaranteeing a successful investigator meeting is lead time. A 16-week planning lead time for an investigator meeting will significantly improve the sccess of the meeting. An adequate planning timeline allows the stdy team to clearly define the agenda to achieve their goals and objectives, work through venue sourcing / selection / contracting, launch invitations to provide adeate notification to the s, and eecte all other detailed logistics planning including attendee travel booings, content finaliation, etc.


20 | Outsourcing In Clinical Trials


Miller Tanner Associates’ research has shown a direct correlation and significant increase in investigator meeting attendance as a result of more advanced lead times. For eample, a recent highperforming event with a 90-day advance launch of invitation ahead of an investigator meeting resulted in 97% attendance ratio (actual attendees as a percentage of projected). Comparatively, a low- performing event with 31 days from invitation launch to event start date resulted in only 5 attendance. The etra days lead time on invitation lanch reslted in a significant increase in attendance ratio leading to the large majority of sites receiving consistent, high- quality training. Also, through our in-depth analysis of 2023


life science events to determine reasons for decline in attendance, the data indicated that 85% of declines were due to the timing / lead time of the event for HCPs. Lead time is truly the greatest opportunity for improving conversion rate and increasing attendance ratio.


Driving Audience Engagement Longer lead time also allows for a more focused, intentional agenda that can be structured to accommodate various learning styles and designed strategically, whether that be with more targeted presentations, collaborative breakouts, and networking opportunities for peer engagement. Content engagement can be strengthened by incorporating polling, Q&A sessions, and gamification into the agenda. The agenda can be optimized to not only address the meeting goals, but also engage the audience for overall maimm learning otcomes. To increase audience engagement, consider


a more creative approach. or more comple training material such as complicated lab sample collections or the use of a unique device, have the vendor do a hands-on training during breaks. Again, incorporating polling


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