Conference Season Is Here — Don’t Just Show Up, Show Up With a Plan

Conference season in clinical research isn’t just about collecting lanyards and tote bags. It’s about playing chess, not checkers — and the companies that win are the ones that treat conferences like a strategic campaign, not a field trip.

Whether you’re a clinical research vendor, a site network, or a technology provider, the formula is the same: Preparation + Focus + Follow-Up = ROI.

1. Know Why You’re Going (Before You Buy the Plane Ticket)

You’d be surprised how many companies attend conferences without a clear purpose beyond “being seen.” If you don’t define your goals before you get on the plane, you’re already behind.

Ask yourself:

• Are we here to generate qualified leads?

• Deepen relationships with existing clients?

• Explore partnerships?

• Recruit talent?

Your answers will shape everything else — from how you spend your time to how you measure success afterward.

2. Build Your Hit List (and Make It Realistic)

Stop wandering the expo floor like you’re at a farmers’ market.

• Use attendee lists, LinkedIn, and your CRM to identify must-meet contacts.

• Prioritize 10–15 key people or companies and secure meetings in advance.

• Don’t forget your “B-list” — people you’d love to meet but who may be harder to pin down.

3. Prep Your Conversation Starters — and Your Value Proposition

The best connections at conferences don’t happen by accident — they happen because you’re ready.

Before you step foot in the venue, develop and practice:

• Your value proposition

  • One sentence that clearly communicates who you help, what you do, and why it matters.

  • Example (Consulting Firm): “We help clinical research site networks win more studies by optimizing feasibility responses and building repeatable sales processes.”

• Your elevator speech (20–30 seconds)

  • This is your expanded version for when someone says, “Tell me more.”

  • Keep it conversational and outcome-focused. Avoid listing services like a menu — instead, show how you solve problems.

Example — Clinical Research Tech Company

Value Proposition:
“We help sites recruit patients faster by automating outreach and pre-screening — so studies start on time and sponsors stay happy.”

Elevator Speech:
“We work with sites and CROs to make patient recruitment effortless. Our AI platform connects with EHRs, identifies eligible patients, sends personalized outreach, and pre-screens responses — cutting manual work by 70% and helping sponsors hit enrollment targets without delays.”

Example — Site Network

Value Proposition:
“We give sponsors faster, more reliable study starts by connecting them to a nationwide network of high-performing sites.”

Elevator Speech:
“We’re a network of 45 research sites across the U.S. specializing in high-volume therapeutic areas like CNS, vaccines, and cardiology. Sponsors and CROs choose us because we have centralized feasibility, contracting, and patient recruitment — which means one point of contact, faster startup, and consistent quality across every site.”

Pro Tip: Practice these until they sound natural. The magic isn’t just in what you say — it’s in saying it with confidence, clarity, and zero hesitation.

4. Bring the Right Tools

Whether you’re walking the floor or running a booth, arm yourself with:

• Lead capture tech (QR codes, badge scanners, or digital business cards like Popl)

• Memorable one-liners that stick in people’s minds

• A concise value prop — 20 seconds max

5. Follow-Up Is the Real Game

A hot lead turns cold in about 72 hours.

• Block 1–2 hours per day post-event for follow-up while you’re still fresh in their mind.

• Reference the conversation in your email so it doesn’t feel like spam.

• Get the lead into your CRM immediately — and set a next step.

The Bottom Line

Conference season can be your most expensive line item or your best investment. The difference is whether you treat it like an all-inclusive vacation… or a campaign with a playbook.

Show up with intention, execute with focus, and follow up like it matters — because it does.

✅ Define your goals
✅ Build your hit list
✅ Develop your value prop & elevator pitch
✅ Bring the right tools
✅ Follow up like a pro

Ready to Turn Your Conference Plan Into a Revenue Plan?

Don’t just attend — make your time at conferences work for you. I help clinical research vendors, site networks, and technology providers create custom conference strategies that generate real ROI.

From setting measurable goals to crafting the perfect elevator pitch and building a follow-up system that actually gets results, we’ll make sure you’re walking in with a clear game plan — and walking out with qualified opportunities.

📅 Let’s map out your conference season strategy.
Visit www.acg-clinical.com to schedule a consultation.