FAQ's

Calibre Events always recommend choosing a location that has a higher percentage of delegates based nearby in order to help reduce overall travel time and costs while also complying with Pharmaceutical Guideline Regulations. Choosing a location that provides a large international airport or considered a ‘central hub’, offers more direct flight routes, keeps flight costs to a minimum and is convenient for travel. These are some of the most important factors that lend incentive towards delegate attendance.

Most meeting budgets are comprised of two main elements: location and travel. When assessing a meeting in the pre-organisation stages, Calibre Events always suggest locations in which either the project team or a large percentage of delegates are based, enabling a reduction in overall travel costs. Additionally, our global experience and long established relationships with suppliers and conference venues, allow Calibre Events utilise a strong buying power, resulting in excellent negotiations on behalf of the client.

The majority of man-hours required for the organisation of a clinical event are mainly related to delegate management— handling delegate correspondence, queries and travel arrangements. Calibre Events utilise tools such as specialised databases, on-line registration and multiple delegate communication tactics, which can reduce organisational time by up to 30%. Additionally, our 20 years combined experience within event management gives us an intimate knowledge of client requirements, allowing us to “jump start” meeting needs.

Calibre Events believe there are a number of key components to encourage and enhance attendance rates. These key components which can have an important impact are: quick and timely invitation distribution, complete and accurate contact information, locations offering direct travel and easy access routes, warm climates and ‘one to one’ direct contact. An important aspect of successful high attendance is due to our delegate non-response database which enables us to personally contact each delegate to encourage attendance. Additionally, Calibre Events try to recommend locations that encourage delegate attendance by being seen as “exciting,” yet are still safe and convenient for travel while complying with Pharmaceutical Guideline Regulations.

Holding a dinner reception helps to encourage networking between the Investigator Staff and Project Teams in a more informal setting, which increases the clinical team’s overall ability to maintain and improve Investigator Relationships and Project Motivation. It also gives clients the opportunity to meet and discuss study topics directly on a ‘one to one’ basis with site staff and answer questions which may not be addressed during the main conference, quite often due to language barriers.

Calibre Events have 20 years combined specialised event management experience working within a leading global CRO resulting in a clear understanding of clients’ needs. This experience has led to familiarity with requirements surrounding clinical studies including acknowledgement and awareness of Pharmaceutical Guideline Regulations. We at Calibre Events will tailor your meeting to your exact specifications, enabling project teams to focus on the more important clinical aspects and providing a reliable resource in terms of time and money.

Regardless of the size of your meeting, whether it’s an Expert Meeting or a large Investigator Meeting, Calibre Events will guarantee 100% commitment, focusing on your project from the beginning right through to finalisation thereby providing you with a ‘one stop shop’ for your meeting organisation.

While conducting current market research, Calibre Events have been found to be within or under competitor pricing standards. Additionally, Calibre Events can agree on a ‘Fixed Fee’ while all out-of-pocket expenses used, are given as pass-through costs, so there are no hidden commissions from any of our suppliers. We monitor budgets and costs very closely to stay price competitive, and we have strong global buying power which gives us an advantage in rate negotiation.

Calibre Events understand that clients do not like ‘surprises’ when it comes to budgets and costs. Therefore, our quotes are transparent from the outset without compromising on quality.

With a combined 20 years global experience specialising in Investigator Meetings, Calibre Events are accustomed with the requirements exclusive to the Pharmaceutical Industry, demanding the topmost quality products and service from both our suppliers and team networks across the globe. Because of this extensive experience with numerous pharmaceutical and biotech clients covering, Europe, USA, Asia Pacific, South Africa and South America, we pride ourselves on running large clinical culturally-aware conferences over different continents and time zones from Phase II to Phase IV successfully. With our established global networks in place, we at Calibre Events can organise your meeting anywhere in the world ensuring professionalism, continuity, excellence and local knowledge providing our clients and delegates with a proficient service.