Logistic Management Services

  • Research suitable meeting venue and negotiate contract
  • Establish and maintain participant database
  • Provide participant recruitment and status reports
  • Perform regulatory database research for all attendees
  • Thorough understanding of PhRMA guidelines and current regulatory environment
  • Familiar with country specific regulations and customs
  • Current and ongoing review of domestic and state-specific regulations
    • Support the acquisition of visas and official letters of invitation for international meetings
  • Develop and manage meeting correspondence
    • Save-The-Date, Invitation, Confirmation, Final Logistic Mailing
  • Administer and ensure advisor contracting
  • VIP Management
  • Develop and monitor program budget
  • Contract and manage vendors as appropriate
  • Coordinate on- and off-site meal functions
  • Coordinate air travel, meeting room set-up, hotel accommodations, and ground transportation for participants
  • Copy edit, proofread, design, and print all logistic materials
  • Provide on-site support and meeting management
  • Disburse honoraria and expense reimbursement
  • Provide detailed financial reconciliation
  • Manage recruitment process
  • Coordinate audio-visual specifications
  • Contract with PowerPoint specialists, as requested
  • Assistance with pre-meeting and post-meeting surveys

Agency Partnerships

StoneHouse is currently partnered with over 15 agencies ranging from medical education agencies to advertising agencies to clinical research organizations. All of our team members have worked for agencies in the past and possess the skills necessary blend seamlessly into your account teams. We understand that not all agencies want to have a full time meeting staff as keeping them billable can sometimes be difficult. We offer the simple solution of partnership when you need it most and none of the worry when you don’t. Please feel free to contact Janel directly to discuss a possible partnership with your agency.

Event Staffing

While our meeting managers are experienced and capable of handling any event from soup to nuts, sometimes you just need an extra set of hands to execute your program. We have a strong, dynamic group of on-site team members ready to help make your meeting a success. Everyone that works at StoneHouse is confident, trustworthy, well versed in all aspects of logistic success, and capable of crisis management. You can put them in front of your biggest VIP’s and be confident they will take good care of them. They will know what you need before you even knew you needed it!