SPEAKER PROGRAM MANAGEMENT

Manage every step in hosting successful speaker programs—all from a single place.

ExtendMed’s Health Expert Connect platform centralizes your speaker program needs in one easy-to-use, compliant system—the same system pharma teams use to engage with advisors, investigators, congress attendees and practitioners.

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Need a better way to manage your speaker programs?

Pharma teams are constantly slowed down by a mountain of administrative and tactical work targeting different stakeholders without a singular tool for getting it done efficiently.

And without a centralized management system, teams struggle to track the effectiveness of their speakers, the educational messages they’re delivering and the success of their speaker programs.

Common speaker program challenges:

Disparate tools and processes make scheduling, speaker training, event planning, logistics and expense management time-consuming.
Teams struggle to gauge the success of their speakers—and by extension, the effectiveness of their programs.
Every management motion is manual work, which is inefficient and not measurable.

Whether you’re planning a live, hybrid or virtual speaker program, ExtendMed can organize the logistics of your promotional education programs and measure their effectiveness.

ExtendMed partners with pharmaceutical, biotech and medical communications companies to manage their speaker programs all at a fraction of the cost of a typical management workflow.

Graduate from siloed spreadsheets and calendar events, and centralize logistics management among your team, saving time while enhancing the quality of your speaker programs.

We don’t just build technology solutions—ExtendMed has years of experience working with pharmaceutical industry partners to provide you with recommendations that lower costs and improve efficiencies across your live, hybrid and virtual speaker programs. Partner with us when you’re ready to take your speaker programs to the next level.

See our platform in action.

See how our Health Expert Connect systematizes the event management of live, hybrid and virtual speaker programs so stakeholders can easily create and manage events, recruit and register attendees, view upcoming speaker engagements and access presentation files, track expenses and share detailed reporting and ROI analysis.

ExtendMed gave me wonderful support once again. It is so great to have such an experienced partner conducting our speaker programs. Amy reached out before the program for any needs, during the program to make sure everything was going well, and after the program to make it easy for me to close out the paperwork.”

Sales Representative

Primary Care-focused Biopharmaceutical Company

There was a significant jump in our product's script writing from attendees observed in the weeks following the product launch webcast. That shows the event was effective in boosting sales."

Executive Director, Sales Operations

Dermatology-focused Pharmaceutical Company

We support your entire speaker process.

Planning

Manage projects efficiently with robust project management tools.
Map and manage HCP journeys effectively.
Seamlessly integrate technology for streamlined operations.
Conduct aggregate spend reviews and generate detailed reports.
Create and track speaker profiles and contracts efficiently.
Provide comprehensive speaker training, manage payments and handle accounting.
Send personalized program invitations through email and print.

Execution

Perform technical checks and set up equipment and software before events.
Engage audiences thoughtfully to maximize interaction and participation.
Facilitate online sign-ins for easy attendee registration.
Confirm NPI for relevant US audiences to ensure compliance.
Segment attendees by territory or region for targeted engagement.

Reporting

Account for speaker honoraria and expenses accurately.
Develop and execute evaluation forms to gather participant feedback.
Perform post-program reconciliation to ensure all data and finances are accurate.
Report aggregate spend to maintain compliance and transparency.

How we run speaker programs differently

Live, hybrid and virtual content

Other platforms only support virtual programs. Our platform supports all processes and players involved in both in-person and virtual event production. Use your event data further to engage audiences with educational videos and other field resources via our platform.

Easy scheduling

Let representatives request preferred times, venues and speakers—then the project manager coordinates all of the details.

More engagement

Integrated polling, live Q&A tracking and FAQ follow-up, as well as post-event quizzes and evaluations.

Close the loop

Develop follow-up processes based on demonstrated learning, send automated thank you emails and text messages and link to a field appointment tool or sample request site.

Full integration

Integration with existing systems like Veeva, Concur and Salesforce for seamless workflow.

Better online outreach

Use our ”reach global, host local” approach to leverage top-tier speakers efficiently for virtual events.

Engage your targets before, during and after the program.

Registration hook

Ask your audience for speaker questions during registration, review questions to ensure compliance and create video FAQs to share with participants.

In-meeting polling and whiteboard

Share a QR code with in-room audiences to join a poll from their phone and use online whiteboards to conduct discussions with participants.

Evaluation and sales follow-up

Share a quick quiz to measure learning, ask for feedback about the program from your audience, and offer sales follow-ups or sample requests.

Strategic Planning

Develop and align your engagement strategy with program goals to maximize impact.

Branded Portal Setup

Create customized portals, tailored to target HCPs, zip codes and sales territories, with a complete roster of sales and engagement resources.

Full Engagement Management

From initial outreach to event follow-up, our team ensures high-impact engagement every step of the way.

Speaker Training & Production Support

Equip speakers with the training and tools they need for effective, compliant presentations.

Event Coordination

Manage all aspects of event execution, from planning through day-of logistics, to guarantee quality outcomes.

Resource Support

Provide comprehensive support materials and resources to facilitate successful program delivery.

Detailed Reporting & Analysis

Track and report program metrics and findings to refine future engagements.

System Integration

Seamlessly integrate program management with your existing systems to optimize workflows and data tracking.

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Create projects with your team

Differentiate tactics and define budget
Allocate activities across territories
Identify speakers and venues
Load target HCPs

Add speakers and contracts—administer training

Bios, preferences and contact information
Integration with Docusign to complete contracts and tax documents
Sunshine reporting and easy expenses management
Fair Market Value
Compliance, content and
speaker training

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Integrate virtual speaker training

Live or on-demand training modules with certification
Optional speaker assessments
Ensure compliance before program scheduling

Reveal speaker insights, questions, and training gaps with discussion boards

Segment and target specific community members for comment
Guide discussion on planned topics with embedded reference and multimedia files
Support threaded discussion and conversation between speakers
Cultivate speaker relationships and loyalty

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Request and set up activity

Field force requests events, speakers and venues
Confirmation and approval processes
Compliance requirements per event type
Recruitment by territory
Printable invitations and attendance sheets
Email and text reminders
Calendar integration

Manage financials and closeout activities

Add activity budget line items such as speaker honoraria and food and beverage
Assign expenses to activity
Upload receipts; ensure adherence to requirements
Confirm activity completion

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Enter payments and generate reports

Associate payment with one or many expenses
Record payment method and recipient
Track target audience participation across activities
Summarize venue and honoraria payments across programs
Review outcomes in terms of participation, cost, learnings and Rx uptake

Give your speakers a convenient dashboard

Speakers can confirm their availability for engagements, access itineraries and slides and upload receipts.

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Questionnaires support quantitative analysis

Administer questionnaires as assessments, surveys or evaluations
Receive robust reporting

Select a topic to define type, slides, and more.

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Easily select your speakers with the click of a button.

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Pick your event dates for each speaker, filtered for their availability.

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Select your speaker venue.

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Enter your attendance estimates and meal details.

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Your regional manager can view and confirm all request details, including the speaker, venue, dates and budget.

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Project managers can review and confirm your speakers.

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Speakers will receive an email with a convenient RSVP.

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Project managers validate, book the venue and see contract details.

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Project managers review estimated speaker honorarium, add fixed expenses like private room rental and track group expenses.

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Automate approval steps from event request to speaker honorarium payment.

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Enable your field force to manage events from a centralized dashboard.

One-click invitation distribution, territory user status, printable invitations and attendance sheets with easy closeout.

Customized communications and calendar integration.

Make sure participants know what to do and when with email and text communication templates and easy field-level distribution and tracking.

Automate approval steps in line with your SOPs.

Your standard operating procedures and required approval steps are customized and automated—from event request to speaker honorarium payment.

Dashboards show metrics and alerts at a glance.

Measure speaker utilization, ratings, representative recruitment success, education outcomes and their impact on patient care.

Let's work together to:

Improve the logistics and communication processes for organizing and facilitating your speaker programs.

Successfully execute your speaker programs on schedule and within budget.

Save time managing administrative tasks, such as maintaining adherence to compliance policies, booking venues and speakers, managing travel details, closeout and more.

1

Step 1

Schedule a call with our team. We’ll discuss your goals, pain points and how our platform can support your business needs.

Request a demo

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Step 2

Get a personalized demo of our platform and our white glove services. If we’re a fit, we’ll work closely with your team to craft and deliver successful programs.

Request a demo

3

Step 3

You save time (and your budget) by planning, organizing and facilitating productive engagements on our platform vs disparate, inefficient tools.

Request a demo

How long are you going to wait to centralize and strengthen your processes? Let’s talk about how ExtendMed can help you improve the management of your live, hybrid and virtual speaker programs.

"We're a medical communications agency—can we hire you?" Absolutely! We support agencies to engage their clients’ essential HCP audiences.

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