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

The Advisory Board MphaR coordinated delivered actionable insights we directly integrated into our medical strategy. Exceptional facilitation and scientific alignment

Medical Director, AstraZeneca

MphaR’s leadership in organizing our steering committee ensured scientific depth and seamless coordination. Their preparation and follow-through saved us weeks of internal efforts

Medical Affairs, Novartis, Europe

The virtual advisory board was one of the most productive session I’ve attended. MphaR ensured smooth scientific exchange and excellent time management

Hematologists, Berlin, Germany

The medical education program organized by MphaR was exceptionally well-structured and highly relevant to daily oncology practise. The case-based sessions were particularly valuable

 Medical Oncologist, San Paulo, Brazil 

The online medical education event provided clear, evidence-based cardiology updates. The interactive components kept the session engaging throughout

Cardiologist, Tokyo, Japan 

The educational materials were outstanding – clear, practical, and aligned with oncology treatment realities in our region. Excellent work from MphaR

Oncologist, Seoul, South Korea 

The advisory board was extremely well organized. MphaR created a productive environment for sharing expert oncology insights

Oncologist, Paris, France 

The digital medical education modules developed by MphaR were engaging, compliant, and easy to integrate into our internal platforms

Merck, Europe 

The advisory board brought together global cardiologists in a highly structured format. The scientific moderation by MphaR was exceptional

 Cardiologist, Sydney, Australia 

The medical education program was excellent. The mix of lectures, pre-reads, and case-based discussion delivered real clinical value

Breast Cancer Oncologist, Madrid, Spain

The interactive MSL training program built by MphaR significantly boosted our teams’ scientific confidence and field readiness

Medical Affairs, EMEA, Johnson & Johnson 

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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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