How Do You Organize a MedTech Pitching Event at a Larger Conference?

Five Key Insights from Organizing the MedTech Mavericks Pitchfest at IME South

On June 6th, 2024, the MedTech Mavericks Pitchfest, organized by Advisory5, took center stage at the IME South Conference in Charlotte. Organizing it was an incredible learning experience for me, filled with personal challenges, unexpected twists, and valuable lessons.  Lauren and Marissa were incredibly supportive and provided valuable insights throughout the planning process. Here’s how I approached it and what I learned along the way.

.1. Ensure Full Clarity with Conference Organizers

The journey began when Scott Pope, CEO at Joyn Health, introduced me to Lauren Moore, the director of events at Informa Markets. Together with her colleague Marissa Ray, we had a Zoom call where we discussed the idea of hosting a pitching event to highlight local medtech innovators at the larger IME South conference they were organizing. Everything started well, but there were a few unexpected challenges.

• Concurrent Events: This initially caused confusion, but with Lauren and Marissa’s assistance, we eventually coordinated our efforts. One of Tim’s participants, Justin Dues, was set to join our lineup but had to withdraw due to health reasons.

• Recording Permissions: Early on, we clarified what could be recorded to avoid any last-minute issues. We agreed to record individual pitches but not post the full event.

• External Sponsors: I confirmed we could bring in local sponsors, which was crucial for our event’s success.

  

  Event Sponsors: Sharai Lavoie (Lavoie CPA PLLC) , Olga R. (EMRAY), and Chris Clark (CLARK.LAW)

• Promotion:   We discussed promotional aspects, assuming we would automatically attract attendance from conference participants.

Lessons Learned:

• Always ask detailed questions about other relevant events, partnerships, and resources to avoid surprises.

• Be proactive in requesting what you need—extra tickets, control over specific aspects, and promotional support can make a significant difference. It was Bryan Dennstedt, one of the panelists, who helped me figure this out before the event.

• Having regular check-ins with organizers helps quickly resolve any issues.

For future events, I plan not to make assumptions about attendance and will work alongside organizers to ensure the pitch, startups, and sponsors are prominently promoted.

2. Take Responsibility for Attendance

I quickly realized that ensuring a good turnout wouldn’t happen organically. My wife Katya and I went from booth to booth, personally inviting people to attend. We even hired a model to act as an angel and draw attention on the day of the event. This effort paid off, significantly boosting attendance.

3. Thoroughly Prepare Your Startups

Ensuring that the startups were well-prepared was a top priority.

• Guidance and Practice: I held review sessions with each participant, providing them with guidance on their pitches and the target audience. Zack Lyon from H3Pelvic Therapy Systems was particularly diligent, reworking his deck and practicing extensively. Justin Dues, Leon DeJournett and Margaret Kocherga, PhD, were also very open to refining their pitches.

• Deck Submission: I required startups to submit their presentation decks at least 48 hours in advance for review and feedback. To streamline the event, I compiled all the decks into a single PDF file. While this limited the multimedia capabilities of the pitches, it significantly eased transitions between speakers.

4. Capture the Event

Documenting the event is essential for post-event marketing and credibility.

• Photography and Videography: We ensured high-quality photos and videos were captured. As they say, if it’s not captured, it didn’t happen. This not only helps in promoting the event afterward but also provides value for participants and sponsors.

5. Align with Your Strategic Goals & Follow-up

The event needed to align with Advisory5’s goals, from building brand awareness to fostering community relationships and attracting potential startups and advisors. The interest from potential advisors, startups, and consultants for office hours was substantial. Ensuring diligent follow-up with everyone is crucial—an area where I’ve previously struggled but am committed to improving.

Conclusion

Organizing the MedTech Mavericks Pitchfest was far from perfect, but it was a rewarding learning experience. From navigating concurrent events to ensuring startup preparedness and driving attendance, each step taught me valuable lessons. By applying these five insights, you can enhance the effectiveness and impact of your pitching event, ensuring it not only runs smoothly but also contributes meaningfully to your overarching goals.

Actual Pitch Presentations

Zack Lyon from H3Pelvic Therapy Systems

Margaret Kocherga, PhD from Margik Inc.

Leon DeJournett, M.D. DeJournett from Ideal Medical Technologies - our Pitchfest Champion! 🏆