Virtual, hybrid, and in-person event planning for medical organizations.
Host events to connect with employees, partners, vendors, and investors. Coast to Coast Conferences & Events helps hospitals, private practices, and other medical organizations hold virtual, hybrid, and in-person conferences, meetings, trade shows, and webinars across the U.S.
Our Approach to Event Planning
Medical organizations turn to CTC for the tools and expertise necessary to plan an event from start to finish. Organize medical meetings and product launches, share medical breakthroughs, provide downloadable materials, and host symposiums while meeting the highest standards required for medical meetings.
Depending on the client’s unique needs, CTC offers the following event planning services.
Registration
With our help, event organizers can offer the following registration options: general admission, early bird discounted pricing, special promotions, codes for registering presenters and sponsors, and different session tracks for attendees. CTC can also provide:
- Registration data capture
- Event disclaimers
- Customizable email confirmation for attendees
- Scheduled event reminders for attendees
Technology Sourcing
With so many platforms to choose from, CTC will help medical event organizers identify the virtual right platform for their event, whether that is Zoom, Webex, Google Meet, Accelevents, Intrado, Pathables, or Hopin. We have taken the time to pre-vet event live streaming services, virtual event platforms, and third party tools designed with the needs of medical clients in mind.
Exhibitor Management
Sponsorship opportunities can help fund and promote an event. Organizers should consider offering sponsors the following exhibitor booth features: company banner and logo, live session opportunities, special offers, lead retrieval, and live chat. CTC can help event organizers decide which features to offer and how to set up the booths.
Booth Design
With so many features to choose from, it can be difficult to figure out which ones will provide the maximum impact at the right price. CTC will help event organizers identify audience needs and select features that will help exhibitors connect with attendees. For medical events, this can include detail-oriented exhibits and poster halls.
Match Making
Many virtual platforms offer a match making feature designed to help attendees connect with the right people. Events hosted on platforms that offer match making enjoy greater attendee satisfaction and engagement. If you’re planning an in-person event, CTC can provide this service by personally reviewing attendees’ backgrounds and creating opportunities for matched individuals to meet.
Data Metrics
It’s important to identify key performance indicators prior to the event. Medical event organizers should decide which of the following metrics they will use to measure success:
- Event attendance
- Attendee engagement rate
- Accounts influenced
- Session popularity and analytics
- Net promoter score
- Live polling response rate
- Live webinar drop-off rate
- Event app adoption rate
- Attendee to sales qualified lead (SQL) conversion rate
- Cost per attendee/customer acquisition
- Email open and click-through rate (CTR)
- Post-event surveys
Benefits of Hosting a Virtual Medical Event
If an in-person event is not an option, medical event organizers should consider the benefits of going virtual. Virtual events eliminate the hassle of in-person event planning (such as securing a physical location, hotel sourcing, and vendor management), and the challenges of low audience turnout, and limited reach.
Unlike in-person events, virtual events help hosts lower costs, maximize reach, and easily measure results. Your medical event can reach professionals from all over the world. Other benefits of virtual events include:
- Low entry barrier
- Greater audience diversity
- Easier to attend
- Reusable content
- Easy access to feedback
- Lower carbon footprint
- Efficient budget
- Data-driven insights
Ready to plan your next medical event? Contact our team today to get a FREE 20-minute consultation!