> ## Documentation Index
> Fetch the complete documentation index at: https://docs.medstrato.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Event Management: From Planning to Post-Event Follow-up

> Learn how to plan, execute, and follow up on medical conferences and advisory boards using MedStrato's event management platform.

## 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

## How MedStrato Helps

MedStrato manages the complete event lifecycle in one platform:

```
Planning → Invitations → Execution → Follow-up
```

<CardGroup cols={2}>
  <Card title="Centralized Event Hub" icon="calendar">
    All event details, attendees, agenda, and materials in one place.
  </Card>

  <Card title="Invitation Tracking" icon="envelope">
    See delivery, opens, and responses in real-time with automated reminders.
  </Card>

  <Card title="Smart Agenda Builder" icon="list-check">
    Drag-and-drop agenda with auto-calculated times and speaker assignments.
  </Card>

  <Card title="One-Click Materials" icon="file-pdf">
    Generate professional PDFs for agendas, attendee lists, and speaker profiles.
  </Card>
</CardGroup>

## Step-by-Step Workflow

### Phase 1: Planning (4-8 weeks before)

#### 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

<Tip>
  Set the event status to **Planning** while you're still finalizing details.
</Tip>

#### 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.

#### Assign Your Team

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

### Phase 2: Invitations (2-4 weeks before)

#### 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**

#### Track the Invitation Funnel

MedStrato tracks every step:

| Stage         | What It Means                     |
| ------------- | --------------------------------- |
| **Sent**      | Invitation email dispatched       |
| **Delivered** | Email reached inbox (not bounced) |
| **Opened**    | Recipient opened the email        |
| **Responded** | Recipient clicked RSVP link       |

Monitor metrics in real-time on the event dashboard.

#### 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.

#### 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.

### Phase 3: Execution (Event Day)

#### 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

<Info>
  Agenda items automatically calculate end times based on duration.
</Info>

#### 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.

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

#### 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

#### 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

#### 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.

## Event Types and Best Practices

| Event Type         | Typical Size       | Key Features to Use                            |
| ------------------ | ------------------ | ---------------------------------------------- |
| **Advisory Board** | 8-15 KOLs          | Detailed agenda, speaker profiles, materials   |
| **Conference**     | 50-500 attendees   | Bulk invitations, RSVP tracking, attendee list |
| **Training**       | 10-30 participants | Agenda with breaks, materials download         |
| **Webinar**        | 20-200 attendees   | Virtual settings, recording links              |

## 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

## Get Started

<CardGroup cols={2}>
  <Card title="Create Your First Event" icon="calendar-plus" href="/guides/events">
    Set up an event with attendees and agenda.
  </Card>

  <Card title="Invitation Best Practices" icon="envelope-open-text" href="/best-practices/event-invitation-best-practices">
    Optimize timing, frequency, and messaging.
  </Card>
</CardGroup>