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6 ways we’ve partnered with clients to deliver flawless meetings and events

By Ashfield Meetings & Events


Ashfield Meetings & Events, part of UDG Healthcare plc, is a global full service, healthcare meetings and events agency. We deliver industry-leading meetings solutions to clients around the globe through recommended venues, creative concepts and out of the box ideas. Our teams meticulously take care of all the details from start to finish to ensure we deliver each meeting with no surprises.

We manage over 2,500 events annually in 55 countries, looking after 140,000 attendees. With our global reach, we have a reputation for delivering flawless meeting solutions and ensuring clients meet their clinical and commercial goals.

Here are some examples of how we have partnered with our clients to turn their vision into reality.

ONE: Inspiring employees to step outside their comfort zone with a festival feel

Partnering with our client, Sanofi, we conceptualized an event theme called Sanofi-FEST where attendees got to experience the values of the business, not just talk about them. Key event elements included a general session in a 700-person tepee, festival style food trucks, live music, fire walking and more - enabling them to garner feelings and memories that would last as they wiped away the final smudge of the glitter face-paint.

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TWO: Designing an escape room experience to education and entertain

As part of their annual Patient Safety Day program, and to help promote a recently-launched digital adverse event reporting tool, the pharmacovigilance team at Bayer wanted to design an escape room experience to temporarily install at their Green Park office.

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THREE: Transforming a constrained exhibit space into an immersive experience

Merck’s objective was to use ECRTIMS as a launch pad to ensure the product, MAVENCLAD®, was the most visible drug at the annual congress and raise awareness of the new project. This was the first commercial launch of a product for our client in over fifteen years so creating a positive impact was essential.  This proved both logistically and technically challenging to build in the allotted time of 4 days with ceilings only 10’ high. With ‘impact’ high on the agenda for our client, unique and innovative solutions were the only option.

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FOUR: True partnership throughout a products life cycle

Our client, a leading pharma company, was looking for a global team to plan 50 investigator meetings, as well as clinical advisory board meetings, protocol design and steering committee meetings, in 20 countries within a five-year span. We worked proactively, efficiently and effectively to seamlessly deliver meeting after meeting for our client.

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FIVE: Providing new technology for smarter working and in-depth analysis of spend

With a long-standing partnership in place with our client, our relationship and expertise allowed us to identify an opportunity to increase their efficiencies through a new attendee management system, which was needed to manage and track the spend of HCPs and HCOs across 180 meetings and events per year. Noticing that their current software was not fit-for-purpose, we approached our client to suggest a smarter working solution.

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SIX: Strategic venue sourcing team helps deliver huge savings

Our client set out to find a venue sourcing partner that would provide global account sourcing at a strategic level. The client was searching for a provider with attention to detail, one that was right for the account and one that would be able to advise on the best locations for their national and international clinical and commercial meetings based on experience and expertise. In the past year our team of three global strategic venue sourcers has helped our client realize a 25% average cost-saving on room rate.

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Our global, proactive, meetings and events agency is ready to use our expertise to exceed your expectations at every turn, delivering the operational excellence, flexibility and expertise you need – and more.

We work with companies large and small, who value authentic partnerships and need a responsive expert partner they can trust.

Activate Ashfield Meetings & Events. Click here to explore how we can be partners in your success.

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