Objectives & Goals
Syndax engaged us to deliver a dual-product oncology launch meeting that would do more than introduce new therapies, it needed to bring the entire company together for the first time.
In February 2025, following their October 2024 product approvals, this meeting marked a pivotal moment. Many non-commercial team members had spent years in R&D leading up to this launch and had never attended a meeting of this scale.
Our objectives were to:
- Unite commercial and non-commercial teams in a shared experience
- Build awareness and readiness for two oncology product launches
- Ensure non-commercial attendees felt comfortable navigating registration, travel, and on-site programming
- Deliver training for the commercial team to support product rollout
Success was defined by:
- Leadership satisfaction with overall execution and alignment
- A seamless and comfortable experience for first-time (non-commercial) attendees
- Effective training and preparedness of the commercial team
The event was anchored in a clear theme: “Revolution”, positioned as a product tour, symbolizing both launch and forward momentum.
Challenges & Complexities
This meeting required us to manage multiple layers of complexity simultaneously.
Key challenges included:
- Coordinating 26 cross-functional teams (16 non-commercial, 10 commercial)
- Managing diverse stakeholder expectations and competing ideas
- Maintaining strict timelines amid shifting priorities
- Navigating compliance requirements for HCP and patient participation
Additionally, the program had already undergone a major shift. Originally scheduled for September 2024, the meeting was postponed due to delays in FDA approval. We partnered with the client to recontract and reposition the program for February 2025, avoiding significant cancellation costs.
Multi-Stakeholder Coordination
To align a large and diverse stakeholder group, we implemented a structured communication model:
- Core planning calls with primary stakeholders and production leads to drive decisions
- Expanded stakeholder calls to provide high-level updates and ensure visibility across teams
- Targeted working sessions for vendors and specialized program elements
This approach allowed us to balance efficiency with inclusivity, ensuring all 26 teams remained aligned without slowing down execution.
Compliance & Regulatory Requirements
While this was not a traditional congress or advisory board setting, the inclusion of 6 HCPs and 1 patient speaker introduced additional compliance considerations.
We ensured:
- All HCP engagement followed required protocols
- Travel, logistics, and communications aligned with compliance standards
- Post-event Transparency of Value (TOV) reporting was completed accurately
Onsite Execution & Experience
Our approach included:
- Deploying a dedicated on-site team of eight, aligned on roles and responsibilities in advance
- Conducting detailed pre-event walkthroughs of the agenda and execution plan
- Ensuring real-time escalation processes for quick decision-making
To elevate the experience, we incorporated high-impact engagement elements:
- A custom Nike gifting experience, where attendees designed their own sneakers
- Professional headshot stations
- On-site videography capturing attendee stories and HR content
Problem-Solving & Pivots
Flexibility was critical to the program’s success.
Two weeks prior to the event, we received a request to support an additional ancillary meeting requiring early arrivals during a projected sold-out period at the Bellagio.
We responded by:
- Leveraging strategic hotel partnerships to secure additional rooms and meeting space
- Coordinating rapid travel adjustments
- Guiding stakeholders through logistics to prevent misalignment
Outcomes & Client Feedback
The meeting successfully delivered on both strategic and experiential goals.
Key outcomes included:
- Execution of Syndax’s first all-company meeting
- Successful alignment and launch readiness for two oncology products
- High satisfaction from both commercial and non-commercial attendees
We also supported the client in navigating the FDA delay by recontracting the program timeline, helping to avoid significant cancellation fees and reduce financial risk.
Post-event surveys and direct client feedback indicated high satisfaction, with stakeholders noting the smooth execution and overall experience.
Key Takeaway
This meeting represented more than a launch, it was a defining moment for Syndax.
By combining structured planning, strong stakeholder alignment, and flexible execution, we delivered an experience that brought an entire organization together and positioned them for successful product commercialization.
