5 Ways To Make Your Investigator Meetings Fun And Functional

By Amy Bland, CCO, Curo Research

There’s nothing quite like the start of a new study. The excitement is palpable: new challenges, new protocols, and the chance to dive into enrollment strategies. But my favorite part? The investigator meeting.

It’s the first opportunity to connect with other sites, understand sponsor expectations, clarify protocol nuances, and share insights before the study kicks off. A well-run investigator meeting has the potential to foster lasting relationships, improve protocol adherence, and reduce deviations. But when done poorly — think endless PowerPoint slides and a full day of sitting — it can quickly lead to disengagement and frustration.

1. Move Beyond “Death By PowerPoint”

I’m a total extrovert. So, for me, enjoyment comes from interaction, connection, and fun. I know that’s not the case for everyone, but why not shake up these stale meetings just a bit?

I’d love to see investigator meetings be inclusive and engaging. Here are a few ideas:

• Breakout groups based on personality type, years of service, or geographic location facilitate conversations that flow more naturally and often lead to lasting connections, thanks to the shared experiences within the group. One of my favorite PI meetings included a breakout session that separated PIs and coordinators into different rooms. This format kept everyone engaged. Coordinators didn’t feel overwhelmed by content meant for PIs, and PIs could focus on higher-level discussions without losing the group.
• Color-coded name tags are another great idea to help people feel more comfortable, especially introverts. A colleague once shared how, during the pandemic, they used stoplight colors to indicate comfort levels with physical contact. It was a simple touch that relieved the pressure of having to explain personal boundaries repeatedly.
• Interactive formats, such as roundtable discussions or peer-led presentations, are also convenient. I remember one study where we hadn’t yet enrolled any patients. A site that had already enrolled three shared a presentation about their workflow. The coordinator walked us through her process and even pointed out what she missed in the protocol during her first enrollment. It was incredibly helpful and gave us a head start in avoiding the same pitfalls.

2. Encourage Friendly Competition And Connection

One of the most memorable studies I’ve participated in included site-led presentations highlighting what each site did best. The sponsor even handed out awards for achievements such as fastest enrollment, highest enrollment, quickest activation, and most team members listed on the delegation of authority log. It made us feel recognized and sparked a healthy, fun competition.

Each site shared insights into what worked and what didn’t. We discussed enrollment and advertising strategies, patient compliance and outcomes, lessons learned from challenges, and tips for maintaining an engaged referral network. It reinforced one of my favorite sayings: Two heads are better than one. Hearing how other teams approached the same protocol opened our minds to new strategies and gave us a sense of who we could reach out to if we encountered difficulties.

At the end of the presentations, everyone voted on the most impactful one. Bragging rights were on the line, and it brought out the best in us. A colleague and I competed for the top spot at every meeting; we’re still friends today.

Another element that made this study stand out was that it wasn’t a one-time event. Investigator meetings were held annually throughout the three-year study. This consistent touchpoint fostered accountability and kept all the sites engaged in both enrollment and patient retention. Knowing we would be discussing our performance with peers helped maintain our focus and motivation.

These meetings also created a valuable feedback loop. We shared updates on subject progress, discussed whether protocol adjustments were needed, and brought attention to common struggles across sites that the sponsor could help address.

While not every study has the budget for annual investigator meetings, it’s worth considering for significant protocol changes or key study milestones. These gatherings can strengthen site engagement, foster collaboration, and provide sponsors with timely insights into trends and challenges across the study.

3. Tailor Meetings To Site Needs

Want a great site staff turnout and better engagement? Ask the sites what they want. A simple pre-meeting survey (via SurveyMonkey or Google Forms) can gather helpful input:

• Ideal dates,  a preferred date range, or even times
• Location preferences
• Topics of interest
• Personality type (introvert/extrovert)
• Special session requests, such as a protocol walk-through with key pages flagged

We already ask about dietary restrictions — why not go a step further and ask what else would make the meeting meaningful and fun?

4. Make Meetings Unforgettable

Some of the best experiences I’ve had come from thoughtful meeting designs. For example:

• Play protocol trivia games, or work through “Is this patient qualified?” scenarios.
• Hold a “best informed consent reviewer” contest. Have three sites put up a coordinator and have them give their best summarized consent review. They have 10 minutes before the patient has to leave. They need to give the subject a brief overview of the high points and common questions they get.
• Plan group seating with your CRA and her other sites, including introductions to backup staff. This structure created approachability and real familiarity. I knew who I was talking to, and they knew me. That sense of connection paid dividends throughout the study. 

5. Follow Up To Confirm Trial Readiness

A successful investigator meeting should be the beginning, not the end, of communication and collaboration. Follow-up is key to truly keeping momentum going. CRAs should check in with their assigned sites about one to two weeks after the meeting. These don’t have to be long calls, just enough to ask:

• Do you feel ready for enrollment?
• Was there anything unclear from the meeting?
• What support do you need next?

This simple touchpoint ensures sites feel seen, heard, and prepared, and they are not left to navigate protocol complexities alone.

On a recent networking call, someone suggested holding weekly “office hours” for the study. I thought it was brilliant. These informal drop-in sessions (via Zoom or Teams) create a space for sites to ask questions, hear updates, and troubleshoot together. It’s beneficial for newer or smaller sites that may not have the same infrastructure or experience as larger ones.

Office hours can be announced at the investigator meeting and emphasized as a resource, not a requirement. If you can get a few key sites — especially experienced ones — to attend early on and talk up the value, others will likely follow.

By offering continued support and open lines of communication, sponsors show that they’re invested in more than just a strong start; they’re invested in a strong study.

The Future Of Investigator Meetings Is Fun

We do serious, meaningful work, but that doesn’t mean investigator meetings have to be dull. With thoughtful planning and input from sites, we can transform these meetings into collaborative, energizing experiences that teams talk about for years to come. My hope is we can bring some joy to our gatherings and, in the process, improve our studies.

About The Author:

Amy Bland is the chief operating officer of Curo Research, where she is committed to promoting quality data collection, ethical patient treatment, and mutually beneficial relationships in clinical research. With 13 years of experience, half spent launching research-naive sites, Amy has developed a well-rounded expertise in starting and growing research programs from the ground up. Her hands-on experience at the site level has given her unique insights into the challenges and opportunities faced by new research sites. As a Certified Clinical Research Coordinator, Amy has achieved top enrollment rankings while maintaining over 90% data accuracy and follow-up compliance. Her mission is to make clinical research accessible to any site motivated to learn, fostering an environment where research becomes a widespread and viable option for sites and patients alike.