Compliance Guidelines to Consider for Your Next HCP Meeting in Europe

In the ever-evolving world of healthcare and pharmaceuticals, planning meetings and events in Europe can get...tricky. With each country having their own red tape, it takes some serious expertise to navigate the maze of guidelines. But don’t worry—we’ve got your back.

We’re here to take the stress out of planning European HCP meetings. Let’s break down the key regulations, have a glance at some country-specific rules, and best practices that you need to know, so your next HCP meeting is smooth sailing.

The Foundation of HCP Compliance: Local Regulations and Transparency

Compliance with Local Regulations

One of the biggest hurdles in planning HCP events across Europe? Figuring out the maze of regulations that change from country to country. Meeting planners have to stay on top of local laws to keep everything compliant and avoid those dreaded penalties. And no two countries play by the same rulebook—what flies in Germany might not cut it in France or Italy.

Transparency and Disclosure

Transparency isn’t just a buzzword; it’s the heart of how European HCP interactions work. It’s all about being upfront—whether it's honoraria, travel reimbursements, or any financial support, everything needs to be documented and shared according to local rules. This kind of openness is key to avoiding potential conflicts of interest. After all, no one wants a simple oversight to turn into a compliance penalty.

Key Regulations and Codes You Need to Know

Meeting planners must understand the broader of European guidelines and the specific codes of practice for each country is essential for successful HCP event planning:

European Federation of Pharmaceutical Industries and Associations (EFPIA) Code:

The EFPIA Code serves as a pan-European standard for interactions with HCPs, covering transparency in financial relationships, sponsorships, and events. It sets the bar for ethical conduct and is a must-know for any planner working across borders.

Country-Specific Guidelines

Beyond the EFPIA guidelines, each European country has its own set of rules that can significantly impact how you plan and execute your events. Meal caps, for example, vary from country to country, which makes reviewing your attendee list and knowing which countries they’re coming from crucial when budgeting and sourcing. These factors will play a big role in hotel contract negotiations and venue selection, ensuring you stay compliant while optimizing your event’s budget. Here’s a quick look at what to expect:

United Kingdom: ABPI Code of Practice

The ABPI Code of Practice is known for its strict guidelines on transparency and ethical interactions with HCPs. Mastering its nuances is key to keeping your events compliant and maintaining a solid reputation in the UK.

Belgium: Mdeon Visa Requirement

Planning an event with Belgian HCPs? Be sure to secure Mdeon visa approval before making any arrangements, including booking travel for HCPs. This approval is required for multi-day scientific events with overnight stays and is a unique aspect of Belgian regulations that demands careful attention to ensure smooth participation.

Germany: AMG and FSA Guidelines

The Arzneimittelgesetz (AMG) and Freiwillige Selbstkontrolle (FSA) place a strong emphasis on the ethical conduct of pharmaceutical companies in their interactions with HCPs. Events held in Germany should align with these standards to ensure compliance.

France: AFEP- MEDEF Code

France’s AFEP-MEDEF Code lays out specific rules for interactions between pharmaceutical companies and HCPs. If you want to keep your events running smoothly, you’ll need to get familiar with these guidelines and follow them to the letter.

Italy: Farmindustria Code

Italy’s Farmindustria Code dives deep into transparency and sponsorship rules. For meeting planners, getting to know these guidelines inside and out is crucial to keep everything above board.

Spain: Farmaindustria Code

Spain’s Farmaindustria Code lays out strict guidelines for ethical interactions and transparency with HCPs. It’s designed to ensure that pharmaceutical companies conduct their activities responsibly and in line with patient well-being. For event planners, this means integrating these principles into every aspect of your event logistics—ensuring full compliance while delivering a seamless, high-quality experience.  

Invitations and Participation: Best Practices for Compliance

Inviting HCPs to events and managing their participation can feel like navigating a regulatory minefield. But don’t worry—here’s how to stay on the right path:

Invitation Process

Know the timeframes and be upfront. It’s crucial to account for the time required by countries that need approval before invitations can be sent. Once you’ve secured the necessary approvals, review your invitation to ensure full transparency. Clearly outline the purpose of the meeting and any benefits or compensation involved. By staying on top of approvals and setting the right tone from the start, you’ll pave the way for a smooth, compliant interaction.

Attendance Records

Document, document, document! Keep detailed records of who attended, what was discussed, and any interactions that took place. It’s not just good practice—it's often a requirement to prove you’re playing by the rules when it comes to transparency.

Staying Compliant During the Event: Guidelines and Documentation

Adherence to Local and International Standards

Staying on track with local and international guidelines during the event is non-negotiable. Make sure every interaction with HCPs aligns with ethical standards, and steer clear of anything that might seem like an attempt to sway their opinions or decisions. It’s all about maintaining professionalism and integrity throughout.

Documentation Is Key

When it comes to compliance, the details matter. Keep a thorough record of everything—from the agenda and presentations to every interaction with participants. Not only does this keep you in line with the rules, but it also gives you a solid paper trail if any questions come up later. Trust us, a well-documented event can mean the difference between a smooth post-event audit and a potential compliance headache.

Overcoming Challenges with Expertise

Planning events with European HCPs can feel like a high-stakes puzzle—but it’s one you can definitely solve. With a solid grasp of the rules, careful planning, a commitment to transparency, or the support of meeting planners with decades of HCP experience, you can tackle even the most complex HCP interactions. Whether it’s adapting to the unique guidelines of each country or keeping track of every detail in your documentation, success comes down to staying informed, staying prepared, and staying one step ahead.

Partnering with Infinix for Seamless Compliance

At Infinix Global Meetings & Events, we understand the complexities of HCP guidelines inside and out. Our European team are experts in navigating local and international regulations, allowing us to plan events that are not only compliant but also engaging and effective. From managing invitation processes to ensuring thorough documentation, we make sure that every aspect of your event aligns with industry standards. Let us take the stress out of compliance, so you can focus on creating impactful experiences for your attendees.

Ready to elevate your next HCP event? Partner with Infinix for seamless, compliant, and memorable events. Contact us today to learn more.