A Study in Hybrid: Safety and Complexity in a Clinical Trial

Hybrid Event

The Event

• A series of three complex trainings for a study trial, via our hybrid event format. The studies were to take place in Lagos, Nigeria; Cairo, Egypt; and Accra, Ghana.

The Challenge

• Training Complexity: execute a complex study training agenda, within a 4-week timeline, with a hybrid audience located in three different countries that requires hands-on training and the need for live interactive video with tech support.
• Pandemic Safety Considerations: accommodate the Covid-19 pandemic safety guidelines including cleaning protocols, hotel space for adequate social distancing, and PPE.
• Pediatric Attendees: acquire specific equipment required for pediatric patient attendees.
• Multiple Time Zones: craft a virtual agenda that successfully crosses multiple time zones including Africa, the United Kingdom, and the United States.
• Local Political Unrest in Host City: adroitly reschedule the meeting due to political unrest and implement additional safety and security protocols.

The Highlights

• Implementing an extensive, customized safety and security plan to ensure the safety of the attendees — addressing both the pandemic and political unrest.
• Utilizing a specialized video set up, which allowed remote trainers to instruct and observe the sonographer trainees in real-time using video recording glasses as well as a separate system to transmit sonography images. 
• Pivoting to cancel with less than 18 hours to the event, avoiding any attendees traveling and comprising their safety.
• Within 72 hours of cancelling, managing a fully rescheduled meeting 30 days later without incurring any hotel cancellation fees.
• Applying the successes from the Lagos, Nigeria training to the training program series in Cairo, Egypt and Accra, Ghana.
• Completing the event with no cases of Covid-19 and no incidents during the civil unrest.