CRT Meetings, LLC Description of Services

CRT Meetings, LLC
Description of Services
CRT MEETINGS, LLC. CONFIDENTIAL
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TABLE OF CONTENTS
SECTION 1 ..................................................................................................................................................... 3
Capabilities ........................................................................................................................................ 3
SECTION 2 ..................................................................................................................................................... 3
CRT Meetings, LLC. Company Profile ............................................................................................... 3
SECTION 3 ..................................................................................................................................................... 4
Description of Services and Experience ............................................................................................ 4
SECTION 4 ..................................................................................................................................................... 5
Staff Competencies ............................................................................................................................ 5
SECTION 5 ..................................................................................................................................................... 6
Reference List ................................................................................................................................... 6
SECTION 6 ..................................................................................................................................................... 7
Conclusions ........................................................................................................................................ 7
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SECTION 1: Capabilities
CRT Meetings, LLC. is pleased to provide the following information regarding our meeting
planning and related services.
As a global meeting planning company, CRT Meetings, LLC. has successfully managed and
implemented multiple meetings in North America, Europe, Asia and South America and other
locations across the globe for the biopharmaceuticals industry. Meetings have ranged from
small 30-person Kick-off meetings, to large 400+ person Investigators’ meetings. Our staff are
fully qualified and experienced meeting planners with multi-cultural exposure and skills.
The following information provides an overview of CRT Meetings, LLC. as a global meeting
planning company, and our ability to conduct meetings in the venues listed above. Should you
require more information regarding potential meeting venues and size, CRT Meetings, LLC.
would be pleased to provide additional details.
SECTION 2: CRT Meetings, LLC. Company Profile
CRT Meetings, LLC. is headquartered in Boston, Massachusetts and has exceptional
experience in the area of Biopharmaceutical meeting planning. As founder of CRT
Meetings, LLC. Robert Kemp has been involved in meeting and event planning for two decades.
In addition to administrative help, CRT Meetings, LLC. employs only highly qualified meeting
planners. All employees have exceptional experience in the areas of general meeting planning,
clinical trials and logistical support.
Since it’s foundation in 1999, CRT Meetings, LLC. has organized domestic and international
Investigators’ Meetings for Phase I-IV Clinical Trials, as well as Kick-Off Meetings, DSMB
Meetings, Regulatory meetings for FDA submissions, Sponsor Advisory Boards, and other
large and small events and Conferences for the Pharmaceutical / Biotechnology industries.
The primary objective of CRT Meetings, LLC. is to provide high quality meetings, whilst being
budget-conscious, thus enabling our customers to concentrate fully on meeting content and
client satisfaction. One of CRT Meetings’ strengths is the emphasis that we put on client
satisfaction, quality and the thorough understanding of the client/sponsor's needs.
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SECTION 3: Description of Services and Experience
CRT Meetings, LLC. has conducted domestic and international meetings for numerous
biopharmaceutical companies. Our client list includes GlaxoSmith Kline, Acambis, Inc., Oscient
Pharmaceuticals, ID Biomedical, Fresenius, Altus Pharmaceuticals, Fold RX, Astra Zeneca and
numerous other large and small pharmaceutical companies. All of these meetings have
adhered to CRT Meetings, LLC. goal for perfection in meeting planning.
Services provided by CRT Meetings, LLC. include, but are not limited to:
1. Strategic Planning, Development, Implementation
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2.
Correspondence, Registration and Meeting Materials
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Meet with Sponsor to discuss meeting requirements, including objectives of
meeting, profile of meeting attendees, etc.
Establish comprehensive outline of program components with corresponding
assignments of responsibility
Develop time and events schedule from initiation of project through
post-event reconciliation
Communicate and ensure understanding of program logistics
Prepare appropriate working budgets
Participate in regularly scheduled meetings or conference calls to update and
revise plans and procedures as required
Provide Sponsor with regular updates
Organize operating procedures with designated airlines
Negotiate reduced airfare rates through airlines
Negotiate hotel contracts
Identify attendee mailing list
Online registration and travel services
Develop all relevant mailings pertaining to meeting, including but not limited to:
invitational letters, confirmation letters with meeting details, and welcome packets
(per Sponsor approval)
Maintain database of registrant names, addresses, and institutional affiliations
Coordinate printing of pertinent meeting materials and ship to meeting site
Coordinate attendee registration
Presentation Slides
Meeting Management
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Liaise with hotel prior to, during and after the event to ensure meeting success
Review meeting specifications with hotel to ensure appropriateness of meeting
space
Secure and coordinate participant accommodations
Design meeting room layout
Identify, secure and coordinate appropriate audiovisual requirements
Negotiate rates for equipment and technical support
Provide Sponsor with on site personnel to manage logistics
Plan menus for all functions
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On-Site Management
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Conduct pre-event meeting with hotel catering, audiovisual and convention
services personnel to ensure execution of services as specified
Confirm all room reservations with hotel manager
Meeting Registration
Confirm billing procedures with hotel accounting personnel
Supervise meeting room set-up
Provide personnel for on-site assistance before and during the event
Host all meal functions
Place directional posters and meeting announcements
Distribute meeting binders
Monitor Audio Visual requirements
Monitor Ground Transportation
Audio Visual Support
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Design and produce name badges
Develop registration procedure and manage registration desk
Review all bills for accuracy
Coordinate issuance of tickets for air travel
Prepare hotel rooming list
Organize ground transfers
Prepare presentation slides
Convert slides to PDF and load memory sticks
Design room diagrams specific to selected rooms
Supply all necessary AV equipment and experienced crew
Provide appropriate music
Support any online meeting needs (e.g., WebEx)
Support Audience Response System (ARS) requests
Translation/interpretation services and equipment
Work with client on slide reviews/rehearsals
Post Meeting Follow-Up
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Review all bills and invoices for verification of charges
Provide Sponsor with final analysis of expenses
Maintain financial documentation
Client feedback questionnaire
SECTION 4: Staff Competencies
CRT Meetings, LLC. employs highly qualified, multi-cultural meeting planners who have
experience planning domestic and international meetings for the biopharmaceutical industry.
Areas of expertise include, but are not limited to: hotel and flights, contracts, venue selection,
audio-visual and EDC requirements, attendee correspondence packages, etc.
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SECTION 5: Reference List
Kathleen Kirby
President, Viridian Strategies
(978) 479.7648
[email protected]
Stephen Cincotta
President
Clinical Research Management, Inc
(413) 821 0022
[email protected]
Michael Cirlincione
Specialist, Study Management
Aptalis Pharma
Tel: (908) 429-4479 # 4069, (800) 552-9226
[email protected]
Irving Dark
Vice President of Clinical Research
Cytel, Inc.
(617) 661-2011
[email protected]
Joelle Lufkin
Director, Clinical Operations
Flexion Therapeutics
[email protected]
David Browning
Vice President Clinical Operations
Medelis, Inc.
(615) 297-6105
[email protected]
Judy Bonfiglio
Clinical Consultant
(919) 303-5452
[email protected]
John Balser
President
Veristat, Inc.
(508) 429 7340
[email protected]
Jeff Cehelski
Senior Director of Clinical Operations
Alnylam Pharmaceuticals, Inc.
(617) 551 8200
[email protected]
Rick Falzone
Director of Clinical Operations
Alnylam Pharmaceuticals, Inc.
(617) 682 4086
[email protected]
Nicole Soule
Project Manager
Aptiv Solutions
(508) 597 6000
[email protected]
Gina Newton
Millennium Pharmaceuticals
(617) 444-2140
[email protected]
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SECTION 6: Conclusions
At CRT Meetings, LLC, we offer an alternative that provides you with unprecedented quality of
service and attention to detail, in a cost effective manner. One of CRT Meeting's strengths is the
emphasis that we put on client satisfaction, quality and the thorough understanding of the
client/sponsor's needs. The focus of CRT Meetings, LLC is to successfully manage the logistics
involved in meeting planning. We provide you with peace of mind – ensuring that all of the many
details are handled with precision and care. The result: your organization can concentrate fully
on meeting content and client/attendee satisfaction.
www.CRTMeetings.com
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