1:1 KOL Meetings at Congresses

MphaR Our Services 1:1 KOL Meetings at Congresses

1:1 meetings with Key Opinion Leaders (KOLs) are a cornerstone of strategic Medical Affairs engagement. MphaR provides full end-to-end coordination—from scheduling to scientific documentation—ensuring every interaction is productive, compliant, and insight-driven. Our support allows your teams to focus on meaningful scientific exchange while we manage all logistics and follow-up.

How We Support 1:1 KOL Meetings

Before the Congress 

We prepare and organize all aspects of the meeting to ensure seamless coordination:

  • Meeting organization and scheduling with the nominated KOL
  • Alignment with the company and KOL on the time, date, and meeting location
  • Distribution of the meeting plan to the KOL via email
  • Automated reminders sent through email and instant messaging
  • Coordination with medical leads and field teams in advance
  • Securing meeting rooms and updating venues as congress logistics evolve 

This preparation ensures that every meeting is confirmed, structured, and ready for productive discussion.

During the Congress

MphaR ensures meetings are executed professionally and scientifically:

  • A Medical Writer (MW) attends each meeting—online or face-to-face
  • MW captures KOL perceptions, insights, and scientific feedback in real time
  • When authorized, meetings are recorded to ensure accuracy when finalizing minutes
  • All insights are documented according to your internal requirements and compliance standards

Your team receives high-quality notes that reflect the depth and nuance of each conversation.

After the Congress

We finalize all documentation quickly and accurately:

  • Medical Writer completes the meeting minutes using the client’s approved template
  • Optional: AI-supported summaries can be generated immediately through the MphaR digital platform
  • Meeting minutes are delivered within up to 3 days, depending on meeting volume and location
  • Thank-you letters are sent to participating KOLs
  • All materials undergo internal quality checks before delivery

This ensures timely, structured, and compliant reporting of high-value insights.

Our Organizational Workflow (Timeline Overview)

5 weeks before the congress

Receive information from the Medical Director

4–5 weeks before

Contact local medical leads

3–4 weeks before

Engage nominated KOLs

2–3 weeks before

Schedule meeting slots

Before the congress

  • Finalize meeting rooms and update venues,
  • Send meeting reminders 

1 day before

Email reminders

Meeting day

  • Instant messaging reminders (morning or evening before)
  • Conduct 1:1 meetings  

2–3 days after the congress

  • Deliver meeting minutes ,
  • Send thank-you letters

Why Companies Choose MphaR for KOL Engagement

  • End-to-end logistical and scientific support
  • Fast, accurate meeting documentation
  • Digital-enabled processes (AI summaries, instant reminders)
  • Strong coordination across teams, KOLs, and congress organizers
  • Consistent, compliant communication with experts

What HCPs and Medical Affairs Experts Tell About Working with Us

We work closely with HCPs and Medical Affairs experts worldwide. Here’s what they share about partnering with MphaR

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MphaR Our Services 1:1 KOL Meetings at Congresses

FAQs

Yes, we can identify, screen, and propose suitable KOLs with transparent rationale for selection.
We manage invitations, scheduling, reminders, agendas, and post-meeting summaries.
We can attend in=person or support remotely depending on your needs and compliance rules.
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