Streamlining Pharma Engagement and Coordination at ASCO 2024

Situation

At ASCO 2024, some of the biggest names in pharma needed to connect with HCPs, manage their teams, and keep everything running smoothly. 8 of these companies chose SpotMe Life Sciences to help them stay organized, communicate effectively, and keep everyone engaged throughout the event.

Challenge

These companies faced a few key challenges:

• Keeping Everyone on the Same Page: With so many people and sessions, making sure everyone knew where to be and when was a big task.
• Handling the Logistics: There was a lot to manage, from booth schedules to shuttle services, and it all had to be spot-on.
• Getting People Engaged: It was important to keep HCPs interested and involved.

Solution

SpotMe Life Sciences stepped in to tackle these challenges by:

• Streamlining Communication: We used tools like notifications and emails to make sure everyone got the updates they needed, right when they needed them.
• Supporting Logistics: Our Field Force Hub app made it easy for attendees to find their way around with maps, floor plans, and all the information they needed.
• Organizing Content: SpotMe helped reps access everything from pre-read materials to session schedules, so they were always prepared.
• Boosting Engagement: Features like activity challenges and chats drove rep engagement and performance.

In addition, SpotMe Life Sciences played a critical role in managing the logistical complexities of ASCO with:

• Pre-Event Coordination: Helping teams align strategically with pre-reads and pre-ASCO meetings.
• Logistics Management: Providing vital details on badge pickup, travel, lodging, booth setup, and rotation.
• Customized Agendas: Delivering tailored agendas covering the entire ASCO schedule, company sessions, competitor sessions, and HCP meetings.
• Event Coordination: Managing side events and satellite symposia efficiently.
• Internal Communication: Ensuring teams and reps were in sync with scheduled notifications and messaging tools.
• Competitive Insights: Using interactive forms to gather critical competitive intelligence.
• KOL Engagement: Facilitating meaningful interactions with KOLs.
• Interactive Maps: Making venue navigation easier with detailed maps, including booth and meeting room locations.

Implementation

Here’s how we made it happen:

• Custom Agendas: We set up tailored agendas for each company, blending the overall event schedule with their specific activities.
• Document Access: Important documents, like pre-reads and logistical details, were uploaded to the app so everyone could find what they needed quickly.
• Interactive Features: We added things like activity challenges and chat functions to help keep HCPs engaged. Feedback forms were available too.
• Real-Time Updates: With notifications and emails, we kept everyone in the loop about any last-minute changes or important information.

Results

What did the 8 top global pharma companies achieve with SpotMe Life Sciences:

• Smooth Coordination: On average, 267 reps per company had everything they needed at their fingertips, making coordination easier.
• Better Engagement: Our tools helped companies engage with HCPs, from organizing booth schedules to running satellite events.
• Efficient Logistics: Our support meant that HCPs could navigate the event without a hitch, leading to a smoother experience overall.

Here are 3 standout uses of SpotMe Life Sciences at ASCO 2024:

1. Engagement Through Gamification: A top 10 global pharma company used our gamification features, including leaderboards and awards, to drive engagement among their field force. Over 300 reps participated in this friendly competition!
2. Coordinating All-Hands Meetings: A top 50 global pharma company leveraged SpotMe Life Sciences to run all-hands team meetings, aligning everyone’s goals for ASCO. They targeted 750+ KOL engagements and used our Field Force Hub to gather insights on their top 4 competitors.
3. Streamlining HCP Meetings: A top 30 pharma company coordinated over 300 HCP meetings with a 40% time savings compared to their previous DIY approach. All meetings were seamlessly integrated into reps’ mobile app agendas with automated reminders, and engagements were recorded directly into their CRM.

Conclusion

SpotMe Life Sciences made a big difference for these 8 pharma companies at ASCO 2024. By helping them stay organized, communicate better, and keep their teams engaged, we allowed them to focus on what really mattered – making an impact at the event.

We are proud of the thousands of HCP engagements we facilitated and the new campaigns launched. We look forward to continuing to support our customers with our Congress Excellence Suite at upcoming medical congresses.