In order to maximize the efficiency of the initiation visit, it is recommended that as much planning as possible be done as early as possible. Tasks include:

• Coordination of the availability of the attendees
• Producing an agenda for the meeting

Providing extra copies of materials: Many centers operate with a minimal administrative staff. By having the Sponsor provide all of the documents, the process may be more efficient and less expensive.

Being aware of outstanding documents: Although some documents may not need to be available prior to the site visit, the site may be responsible for eventually providing them to the sponsor. It is important to make the sites aware of the importance of these documents and expectations for their collection. Preparing visual aids (lab kits, etc..): Visual aids can be very useful in communicating the important aspects of the protocol to the study staff by the sponsor.

Creating a List of Sponsor objectives: The primary focus of a center is to tend to the needs of patients which means that they may be called away from your meeting for patient care matters. Creating a list of objectives to use as a "tickler" during the meeting allows added flexibility within the schedule while ensuring that all items are covered.