#7: How do I prepare for an event?

If you’ve read my previous post, I’m sure you now more or less understand what is involved in your job as a medical writer-cum-project manager, and the various responsibilities imparted upon you.

Okay, let’s say you have just been assigned your first project – to attend an evening lecture sponsored by a drug company, and to write a summary (so-called event highlights) based on the lecture presented. Prior to the event, your senior medical writer will first brief you a long list of things to bring and to do for the event. As this is your first time, he or she might even tag along with you to the event to guide or show you how to get things done.

So, I will not go into details about the mechanics. Instead, I would like to emphasize on several work ethic-related issues, and why it is important to carry out them ‘faithfully’.

• Pre-meeting phone call – It is a courtesy to call up the client prior to the event to introduce yourself (if the client has not already met you). More importantly, double-confirm the event details, such as the time and venue. You definitely will not want to go the wrong location or to be late! If you are not able to make a phone call, at least send an e-mail. This is the first step in building a good working relationship with your client.

• Be there early – Always arrive at the event venue 30-45 minutes earlier than the stated starting time, because you have quite a couple of tasks to accomplish before the lecture starts. First, meet up with the client, and again introduce yourself. You will then be introduced to the speaker of the evening. The last thing you want to do is to be a total stranger to the client and the speaker. Make your presence known. It is not about socializing, but purely a matter of courtesy and respect, which I think is the most fundamental work ethic of a medical writer.

• Meeting the speaker – The purpose of meeting the speaker is to inform him or her about the project you are undertaking, and that he or she will get to preview the article for verification and approval before it is published. Again, it is all about good mannerism and showing respect to the experts. To some speakers, it can be a huge offense if things are done without first notifying him or her. Not to worry too much though, as most of them are friendly and helpful. But if you are able to give a good impression to the speaker during your first – and only – meeting, he or she will be more willingly to give good comments and fast approval later.

• Leaving the place – When the evening has come to its end, and you are so glad to call it a day and can finally head home for a rest, it would be good if you can notify your client that you are leaving. Just a simple ‘good-bye’ or ‘I’ll update you on the progress soon’ will do.
  
  Next – I’ll talk about how to get you started on writing the event highlights. Do check out next week!