Case Studies

Client: Top 5 Pharma Company

Challenge: A study was advancing, and the clinical team wanted to execute a 50-person investigator meeting in less than 6 weeks, and it was critical to attract the right attendees in order to make it worthwhile. On the day of travel, storms caused many flight delays and a few cancellations.

Solution: Our team quickly took action to find a location that was easy to reach. We also contacted the sites by email and phone to ensure maximum attendance. During the travel difficulties, our team worked with the travel agent in real time to find alternatives for impacted travelers.

eXceeding eXpectations: Despite the weather, the execution was seamless. The details of the meeting were all in place, and all the recruited sites were in attendance.

“[It] was organized perfectly and went extremely well. You were excellent, organized, and all participants felt supported by the way the meeting was set up. So, it was a success! Thank you again.” –Client

Client: Top 5 Pharma Company

Challenge: The client needed a turnkey provider for executing a 30-person investigator meeting. It was critical to stay within a tight budget and execute on short notice.

Solution: Careful negotiations and quick planning allowed us to present several options that met the client’s requirements.

eXceeding eXpectations: The meeting was a success and was delivered under budget, allowing us to deliver the client’s two major requirements without any issues.

“If you didn’t already know, the general consensus from EVERYONE was that [you] were fantastic. Infinix was mentioned over and over to be the best meeting planners, and I couldn’t agree more with my first experience. You guys were lovely, patient, professional, and anticipated our every need. Thank you so much and I hope to work with you again soon!” –Client

Client: Leading Biotechnology Company

Challenge: The client wanted to host a 500-person patient day event to elevate awareness of a disease, present their work, and celebrate early success in clinical trials. The event started as a smaller number of anticipated attendees, but with an overwhelming response, the client wanted to include as many patients as possible.

Solution: Our team obtained additional rooms for the growing attendee list and updated transportation on a constant basis in order to deal with the evolving needs. We also made sure that the venue was fitted to meet the increased demand.

eXceeding eXpectations: The patient event was well received, and we were able to go above and beyond the client’s requirements. From the food trucks, band, and bounce houses, the patient response was phenomenal. Planning for next year was already underway.

“Thank you sooooooooooooo much for making this event so fun! It was fabulous. The patients had a great time (and so did I)! I appreciate your efforts to make everyone happy.” –Client

Client: Leading Infectious Disease Company

Challenge: Our client wanted a high-quality 75-person investigator meeting within the budget constraints of a medical meeting that required open payment reporting. Our challenge was to maximize the experience within these budget constraints, while still exceeding our client’s expectations.

Solution: We worked together with the hotel and other vendors by leveraging our experience and volume of business. By doing this, we were able to deliver at a reasonable cost that stayed within the caps and overall budget.

eXceeding eXpectations: The meeting was a great success overall. We integrated some creative low-cost alternatives such as dining poolside at the hotel, which allowed the meeting to come in under budget.

“I just wanted to send a note to you to say thank you for your hard work. We appreciate all of your efforts and those of the entire Infinix team on our project. We had a debriefing meeting tonight, and our CEO shared with us that our lead PI told him that this was the most organized and well-run meeting he’s ever been to. That is quite a compliment. Again, thank you for everything you’ve done and continue to do for our meeting.” –Client

Client: Leading Medical Device Company

Challenge: Our client requested a 50-person practice development event for a group of doctors and practice managers. The meeting’s purpose was to discuss patient flow and marketing in order to increase patient adoption of an enhanced medical procedure. We were challenged to find enough space to hold the side meeting during a conference and stay within the budget, while still making the event inviting for paying attendees.

Solution: Our team maintained constant negotiations with the hotel up to the pre-conference meeting. We also continued to coordinate with other vendors throughout the day of the event in order to meet the client’s needs.

eXceeding eXpectations: We ensured that the customer’s needs came first in order to stay within the budget and still engage attendees. In the end, the theme was inviting to the attendees and established a new standard for future practice development events.

“Great event. Very well planned.” –Guest “I think this was an excellent meeting. I really learned new things and also had some points validated.” –Guest

Client: Leading Pharma/Medical Device Company

Challenge: Our client requested a 250-person team building and training event. They wanted to pull together several teams that had previously worked in silos, but needed training and cross-training while developing into a cohesive team. The group size increased more than twice during planning, which created a logistical challenge. We needed to coordinate the details from the different groups coming together for the first time, while fitting into the space originally allocated by the hotel.

Solution: Our team maintained constant contact with all parties prior to the meeting to coordinate the many last minute additions and changes.

eXceeding eXpectations: We were able to handle and coordinate all of the details, despite the challenging logistics and size of the event. The event was a great success, and the newly formed team is looking forward to making this an annual event.