CRT Meetings, LLC Description of Services
CRT Meetings, LLC Description of Services CRT MEETINGS, LLC. CONFIDENTIAL 1 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 CRT MEETINGS, LLC. CONFIDENTIAL 2 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. CRT MEETINGS, LLC. CONFIDENTIAL 3 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 2. Correspondence, Registration and Meeting Materials 3. 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 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 CRT MEETINGS, LLC. CONFIDENTIAL 4 4. On-Site Management 5. 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 6. 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 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. CRT MEETINGS, LLC. CONFIDENTIAL 5 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] CRT MEETINGS, LLC. CONFIDENTIAL 6 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 CRT MEETINGS, LLC. CONFIDENTIAL 7
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