Considerations for Planning Effective and Appealing Advisory Boards and Other Small-Group Meetings with Health Care Providers: Importance of Participant Preferences.

Abstract

Background: To optimize cost effectiveness, engagement, reach, inclusivity, insight quality and quantity, and participant satisfaction of pharmaceutical meetings such as advisory boards, the organizers have to carefully weigh the pros and cons of the available meeting formats (in-person, synchronous virtual, asynchronous, hybrid). While budgets and organizer preferences are typically key considerations, participants' preferences are rarely factored into this decision. Hence, the objectives of this study were to gain a better understanding of participants' preferences for meeting format, frequency, and updates.

Methods: Between September 1, 2022, and December 31, 2023, health care providers (HCPs) participating in asynchronous advisory board touchpoints on a proprietary virtual platform were asked to answer between 1-4 survey questions, selected at the pharmaceutical organizers' discretion.

Results: A total of 443 HCPs answered the survey. Among respondents, 76.0% preferred meetings with a virtual component. Overall, the most popular meeting approach was a combination of synchronous and asynchronous virtual meetings over time (34.6%). The preference for hybrid meetings increased from 14.3 to 27.3% between 2022 and 2023. The preferred meeting frequency was 2-3 times a year (39.2%), followed by quarterly (33.2%). According to the respondents, the most important benefits of virtual over in-person meetings include: (i) superior convenience and flexibility (81.0%), (ii) avoidance of time off work and away from patients (62.3%), (iii) the low environmental impact and carbon footprint (32.5%).

Conclusions: Although these findings are preliminary and from a small dataset, they highlight the importance of customizing each pharmaceutical meeting or program with the target audience in mind.