Samaaro + Your CRM: Zero Integration Fee for Annual Sign-Ups Until 30 June, 2025
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Industry
Pharmaceuticals
Solutions Used
Event Requests & Planning Workflow, Budget Planning & Financial Control, Task Planning & Team Collaboration, Event Websites & Registration Forms, Communication Automation, Reception Dashboard & Seamless On-Site Operations, Event App (Web, Android & iOS), Feedback Collection & Recognition Delivery (e-Certificates), Lead Generation & Sales Enablement, AI-Powered Reporting & Analytics
Client Overview
The client is a leading Indian pharmaceutical company with a nationwide presence and a strong focus on field-driven growth. The organisation runs a high volume of in-person events every year across sales, marketing, and medical teams, ranging from doctor engagement programs and product-focused meetings to distributor interactions and regional conferences.
Events play a critical role in the company’s go-to-market strategy, serving as a recurring channel for relationship building, education, and on-ground execution. With multiple teams operating in parallel and more than 125 events being conducted across regions throughout the year, the organisation places emphasis on operational consistency, data reliability, and the ability to understand the true business impact of its event investments.
Did You Know?
In high-volume pharmaceutical organisations, manual event operations can consume over 20,000 working hours annually, with most of that time spent on coordination, follow-ups, reconciliation, and reporting, activities that add no direct strategic value. When multiplied across hundreds of events, even small inefficiencies quietly compound into million dollar-level operational costs.
The Challenge
As the organisation’s event footprint expanded across sales, marketing, medical affairs, training, and leadership teams, events became one of the company’s most frequent operational activities. Programs were being conducted continuously across regions, ranging from CME programs and product launches to distributor meets, trainings, offsites, and international conferences.
At this scale, the challenge was no longer about executing individual events successfully. It was about running hundreds of events consistently, predictably, and with measurable outcomes.
While each team optimised for its own execution, leadership lacked a single, reliable view of how events were performing as a program. Answering questions around efficiency, cost control, team effort, and return on investment required manual consolidation and assumptions rather than real-time data.
The organisation did not need more event activity. It needed a way to treat events as a scalable operating system, with standard planning, controlled execution, reliable data capture, and clear visibility into cost, effort, and impact across the year.
The Solution
Samaaro was proposed as a single, enterprise-grade event marketing platform to manage the company’s entire event portfolio, across medical, marketing, training, leadership, and distributor programs. The objective was to replace fragmented, manual workflows with a structured system that could scale across hundreds of events while making cost, effort, and ROI measurable at a leadership level.
1. Event Requests & Planning Workflow
- Samaaro introduced a structured event request form capturing event type, target audience, expected scale, budget range, travel needs, and branding requirements.
- Every event moved through a defined multi-level approval flow spanning marketing, medical, training, finance, and leadership teams.
- A centralized event calendar gave visibility into all upcoming and past events across regions, teams, and product lines.
Result:
Event planning shifted from email-driven coordination to a transparent, approval-led process with full traceability.
2. Budget Planning & Financial Control
- Event budgets were created within Samaaro and broken down into clear cost categories such as venue, travel, speaker fees, production, and collateral.
- Actual expenses were logged against planned budgets with invoice uploads and category tagging.
- Leadership dashboards showed planned vs actual spend, cost per attendee, and event-level benchmarking.
Result:
Event spend became visible in real time, enabling early detection of overspends and better cost control.
3. Task Planning & Team Collaboration
- Event-specific tasks were created with owners, deadlines, and priority levels across marketing, medical, sales, and operations teams.
- Real-time status tracking and automated reminders reduced dependency on manual follow-ups.
- Teams could track execution progress at an event level instead of chasing updates across departments.
Result:
Execution discipline improved without adding management overhead.
4. Event Websites & Registration Forms
- Samaaro enabled fully branded event websites hosting agendas, speakers, venue details, FAQs, and product showcases.
- Custom registration forms captured consistent attendee data including specialty, institution, travel details, dietary preferences, and regulatory declarations.
- Compliance requirements such as mandatory declarations and e-signatures were embedded into registration flows.
Result:
Attendee data became structured and compliant from the first touchpoint.
5. Communication Automation
- Automated communication journeys were configured across email and WhatsApp for invitations, confirmations, reminders, and travel updates.
- Messages were dynamically personalised based on attendee status (invited, registered, approved, waitlisted).
- Personalized itineraries were sent automatically once logistics were finalized.
Result:
Registration and attendance improved without increasing coordination effort.
6. Reception Dashboard & On-Site Operations
- QR-based check-ins replaced manual attendance marking at venues.
- Zone-based access control managed entry to workshops, VIP areas, and breakout sessions.
- Badge printing, meal entitlements, and giveaway distribution were tracked in real time.
- Operations dashboards showed live registrations, check-ins, no-shows, and session attendance.
Result:
On-ground operations became faster, more accurate, and free from manual errors.
7. Event App (Web, Android & iOS)
- A fully branded event app provided attendees with agendas, speaker profiles, travel itineraries, venue maps, and guidelines.
- Engagement tools such as live Q&A, polls, surveys, and meeting bookings were available during events.
- Content such as brochures, videos, and session materials were distributed digitally.
Result:
Attendee experience moved from fragmented communication to a single, controlled channel.
8. Feedback Collection & e-Certificates
- Pre-event and post-event feedback forms were automated, including session-wise evaluations.
- CME and participation certificates were generated and distributed digitally.
- Speaker feedback and satisfaction metrics were consolidated centrally.
Result:
Post-event feedback and recognition became timely and consistent.
9. Lead Generation & Sales Enablement
- Sales team had dedicated dashboards. Leads were captured through QR scans, business card scanning, and manual inputs at events.
- Interest tagging, lead scoring, and meeting notes were captured at source.
- Event leads were synced to the CRM and allocated to relevant sales managers.
Result:
Events became measurable sales inputs rather than standalone activities. It became easier to capture sales team performance at such events.
10. AI-Powered Reporting & Analytics
- Samaaro tracked the full event journey from invitation to engagement.
- Analytics covered registration sources, attendance patterns, session performance, app engagement, and financial metrics.
- AI-generated summaries and recommendations highlighted improvement areas for future events.
- Compliance dashboards tracked declarations, CME participation, and certificate issuance.
Result:
Leadership gained a consolidated, data-backed view of event performance and ROI.
The Impact
5.47× ROI on event operations with measurable savings exceeding platform investment.
80% reduction in event setup and management time cutting annual manual effort from 21,600 hours to a fraction of previous workloads.
95% reduction in operational errors by eliminating data duplication, miscommunication, and manual reconciliation.
Moment from the Field
Midway through a planning cycle, the leadership team reviewed a consolidated snapshot of the year’s event program, covering programs across medical, marketing, training, and sales. What stood out was not the number of events, but the accumulated effort behind them: thousands of coordination hours, repeated approval loops, duplicated communication, and post-event reconciliation happening independently across teams.
As they traced a single event end-to-end, from request and approval to budgeting, execution, and reporting, it became clear that the real cost of events wasn’t just venues or logistics, but time, rework, and invisible inefficiencies multiplied at scale. When the same workflow was projected across the full annual event volume, the operational cost surfaced clearly, along with how much of it could be avoided.
That conversation shifted how events were viewed internally. They were no longer treated as isolated programs that “just needed to happen,” but as a system that could either quietly drain resources or actively return value depending on how it was run.
Industry Takeaway
In fast-scaling pharmaceutical organisations, events don’t fail because they are poorly executed, they fail because they are under-examined at scale. When dozens of teams run hundreds of programs across the year, even small inefficiencies compound into meaningful cost, effort, and decision blind spots.
This case highlights a broader shift the industry is beginning to confront: events can no longer be treated as isolated marketing or medical activities. They behave more like operational infrastructure, consuming time, budget, and organisational energy whether or not they are actively optimised. The difference between events being a necessary expense and a defensible investment lies in whether they are run as repeatable systems with measurable economics.
For pharma leaders, the question is no longer whether events work. It is whether the organisation can clearly explain what they cost, what they return, and what changes when they scale. The teams that answer this early gain not just efficiency, but control, and that control increasingly defines competitive advantage.
