Executive Summary
At the Conference on Retroviruses and Opportunistic Infections (CROI), Gilead’s presence required more than seamless execution, it required complete compliance integrity across every interaction.
Within a highly regulated environment, we managed a complex portfolio of internal meetings, global investigator sessions, advisory boards, and executive engagements each requiring accurate, real-time Transfer of Value (TOV) tracking and reporting.
We led a compliance-first execution strategy, ensuring every attendee touchpoint was captured, documented, and audit-ready while delivering a high touch, fully coordinated expereince for 300+ stakeholders across multiple programs.
Challenge and Complexities
CROI demanded absolute precision in both execution and compliance.
Gilead’s program required us to manage:
- End-to-end TOV compliance tracking across all program elements, including:
- IRUM sessions (main + breakout via QR tracking)
- Advisory boards (rehearsals, dinners, and live sessions)
- Leadership dinners across multiple days
- Event-level documentation requirements, with individual TOV records required for each engagement and CMS reporting
- Global compliance consistency, supporting 153 investigators from 18 countries
- Concurrent, multi-track programming, increasing risk of missed tracking points or data gaps
- Executive-level visibility, requiring flawless execution with zero margin for error
- Late-stage program changes, requiring rapid adaptation without compromising compliance standards
In this environment, success meant more than delivery it meant zero gaps, zero risk, and full audit readiness.
The Results
“The programs were truly phenomenal, and the execution, professionalism, and partnership shown throughout the meeting were exceptional… CROI has been shared internally as an overwhelming success.”
— Jackie, Sr. Manager, HIV Lead, Global Events; Medical Affairs
Compliance & Operational Outcomes:
- 100% TOV tracking accuracy across all required sessions, meetings, and engagements
- Zero compliance gaps, with complete documentation prepared for CMS reporting
- Seamless execution across multi-day, multi-track programming
- Successful management of global investigator participation and advisory boards
- Rapid, compliant integration of last-minute program additions
- Strong executive confidence and internal stakeholder satisfaction
The Impact
We delivered a program that balanced regulatory rigor with operational excellence ensuring Gilead could engage, collaborate, and lead at CROI with confidence.
By embedding compliance into every layer of execution, we reduced risk, increased visibility, and ensured the program was not only successful but fully defensible and audit-ready.
