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The Challenge

Running medical events involves coordination across multiple workstreams:
  • Attendee management: Tracking RSVPs across dozens of KOLs
  • Invitation chaos: Lost emails, manual follow-ups, no visibility into open rates
  • Agenda coordination: Constant changes, speaker confirmations, timing conflicts
  • Materials preparation: Last-minute requests for attendee lists, agendas, speaker bios
  • Post-event gaps: No systematic follow-up or thank you communications

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How MedStrato Helps

MedStrato manages the complete event lifecycle in one platform: 
Planning → Invitations → Execution → Follow-up

Centralized Event Hub

All event details, attendees, agenda, and materials in one place.

Invitation Tracking

See delivery, opens, and responses in real-time with automated reminders.

Smart Agenda Builder

Drag-and-drop agenda with auto-calculated times and speaker assignments.

One-Click Materials

Generate professional PDFs for agendas, attendee lists, and speaker profiles.

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Step-by-Step Workflow

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Phase 1: Planning (4-8 weeks before)

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Create the Event

  1. Go to Events from the main navigation
  2. Click New Event
  3. Enter event details:
    • Title: e.g., “Q1 Cardiology Advisory Board”
    • Type: Advisory Board, Conference, Training, Workshop, Webinar
    • Dates: Start and end date/time
    • Location: Venue address or “Virtual”
    • Description: Event objectives and context
Set the event status to Planning while you’re still finalizing details.

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Build Your Attendee List

  1. Open the event → Attendees tab
  2. Click Add Attendee
  3. Search KOLs from your database or add external guests
  4. Assign roles:
    • Speaker: Presenting or leading sessions
    • Panelist: Participating in panel discussions
    • Attendee: General participant
    • Organizer: Internal team member
You can also bulk import KOLs directly to the event.

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Assign Your Team

  1. Go to Team tab
  2. Add internal team members with roles:
    • Event Lead
    • Logistics Coordinator
    • Medical Affairs Contact

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Phase 2: Invitations (2-4 weeks before)

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Send Invitations

  1. Go to Invitations tab
  2. Select attendees to invite
  3. Choose invitation method:
    • Email: Send through MedStrato with tracking
    • Manual: Mark as invited if sent outside the system
  4. Click Send Invitations

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Track the Invitation Funnel

MedStrato tracks every step:
StageWhat It Means
SentInvitation email dispatched
DeliveredEmail reached inbox (not bounced)
OpenedRecipient opened the email
RespondedRecipient clicked RSVP link
Monitor metrics in real-time on the event dashboard.

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Manage RSVPs

Attendee statuses update automatically:
  • Confirmed: Accepted the invitation
  • Tentative: Indicated maybe
  • Declined: Cannot attend
  • Pending: No response yet
Use Quick Filters to see who needs follow-up.

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Automated Reminders

Set up automation to send:
  • Pre-event reminders: 1 week and 1 day before
  • Confirmation requests: For tentative attendees
Go to Automation tab to configure.

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Phase 3: Execution (Event Day)

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Build the Agenda

  1. Go to Agenda tab
  2. Click Add Item for each session:
    • Time: Start time (HH:MM)
    • Duration: Length in minutes (auto-calculates end time)
    • Type: Session, Break, Registration, Networking
    • Title: Session name
    • Description: Optional details
    • Speaker: Assign from attendee list
  3. Drag items to reorder
  4. Changes auto-save
Agenda items automatically calculate end times based on duration.

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Generate Materials

  1. Go to Materials tab
  2. Choose what to generate:
    • Agenda PDF: Formatted schedule with times and speakers
    • Attendee List: Participants grouped by role (optional)
    • Speaker Profiles: Detailed bios of presenters
    • Event Overview: Comprehensive event guide
  3. Configure options:
    • Include contact information?
    • Group by role?
  4. Click Generate → Download
You can download individual materials or all as a ZIP file.

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Phase 4: Follow-up (1-2 weeks after)

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Send Thank You Emails

  1. Go to Automation tab
  2. Enable Post-event thank you
  3. Customize the message template
  4. Send to all confirmed attendees

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Follow Up with No-Shows

  1. Filter attendees by status: Confirmed but marked absent
  2. Send follow-up email with:
    • Recap of key discussions
    • Materials from the event
    • Invitation to future events

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Log the Event in KOL Profiles

Each attendee’s participation is automatically logged in their KOL profile:
  • Event name and date
  • Role at the event
  • Attendance status
This builds engagement history over time.

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Event Types and Best Practices

Event TypeTypical SizeKey Features to Use
Advisory Board8-15 KOLsDetailed agenda, speaker profiles, materials
Conference50-500 attendeesBulk invitations, RSVP tracking, attendee list
Training10-30 participantsAgenda with breaks, materials download
Webinar20-200 attendeesVirtual settings, recording links

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Real Results

Teams using MedStrato for event management typically see:
  • 50% reduction in invitation follow-up time
  • Real-time visibility into RSVP status
  • Consistent professional materials generated in minutes

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Get Started

Create Your First Event

Set up an event with attendees and agenda.

Invitation Best Practices

Optimize timing, frequency, and messaging.