As senior project manager at the Cambridge-based Millennium: The Takeda Oncology Company, Ronli Merlis has a hand in more than 400 meetings and events per year. Though specific medical events are press-shy by nature, Merlis chatted with us about some big-picture concerns facing planners in her industry. She also shared current meeting trends, tips on vendor selection, and keys to her on-the-job success.
In medical events, is the concern over perception waning, or are planners still very cautious?
Pharmaceutical planners are still very cautious [about] perception, and will continue to be throughout 2012.
What are other prominent challenges facing meeting planners in your industry right now?
There are several challenges in pharmaceutical event management right now, the highest priority being the Sunshine Act, [which is] related to compliance and reporting on health care professionals that attend meetings and events. Other challenges [are] how the tides have turned, and it’s now a seller's market again related to hotel availability. It’s difficult for planners to book and secure vendors who have short lead times due to lack of space availability in major markets. In addition, destinations that were once being considered have now been taken off the table due to reductions in air-travel service.
What are some creative solutions you’re using to overcome those challenges?
We are trying to book hotels farther out to increase booking lead times. We are considering alternate dates or space reductions to get availability, and are booking properties in their off-season to manage our spend.
What new trends are you seeing in medical-meeting technology?
[Games] are playing a role in our meetings and events. [We have] created a low-tech game using apps, and current technology creates attendee engagement and learning. Our success factor has been great content.
How are you using social media in your meetings and events?
Due to confidentiality reasons, we don’t use social media to promote our meetings and events.
What are some current trends in entertainment and events surrounding the meetings?
Having actors at internal events is always popular. [Acts include] living tables, where food and beverage is displayed as a creative element. We also see a lot of cook-your-own-meal programs, where there is a chef leading a teambuilding event and attendees create their own cocktails, appetizers, entrees, and desserts, [which are ultimately] voted on.
What is your process for vendor selection?
Through our strategic sourcing team, we partner on the selection of preferred vendors for audiovisual production, destination management companies, transportation, and meeting management companies. Due to our volume of over 400 meetings and events a year, using preferred vendors is not only a cost-saving [measure] for our company, but a relationship builder for our events team and internal clients.
What’s been the key to your on-the-job success?
Having a great mentor, possessing a collaborative spirit, being flexible, displaying a calm demeanor under pressure, and being able to see two sides of a situation.
