Navigating Pharmaceutical Meeting Spaces and Planning

Pharmaceutical meetings are crucial for idea-sharing, knowledge dissemination, and professional collaboration. They provide a venue for companies in the medical industry to connect with stakeholders, train sales teams, and discuss research developments. However, the pharmaceutical industry is highly regulated and complex, so research and meticulous planning are essential for these meetings to achieve their objectives and remain compliant.  

Drawing from over 30 years of experience in planning compliant pharmaceutical meetings, we have gathered the best insider tips and best practices to help you navigate this complex landscape. Whether you’re new to pharmaceutical event planning, working at a startup pharmaceutical company aiming for efficiency, or a seasoned professional looking to refresh your knowledge, our expertise can guide you through the process. We ensure your meetings are successful, compliant, and tailored to your specific needs.

In this article, we outline a general guide for pharmaceutical meeting planning, providing tips and best practices to help ensure the success of your meeting.  

Best Practices for Pharmaceutical Meeting Planning  

Familiarize Yourself with the Regulatory Environment  

Pharmaceutical meeting planning requires a thorough understanding of the regulatory environment. This is to help prevent unintentional missteps from leading to hefty fines, reputational damage, and even legal repercussions. Here are some of our top key compliance considerations to ensure your pharmaceutical meetings are conducted ethically and within the bounds of the law:

Sunshine Act

The Sunshine Act is a law enacted as part of the Affordable Care Act. It requires pharmaceutical companies to track and disclose financial relationships with physicians and teaching hospitals. Meeting planners must know the reporting requirements and ensure that event expenses comply with the act's provisions.

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Health Insurance Portability and Accountability Act (HIPAA)

Protecting sensitive patient information is a crucial aspect of pharmaceutical meeting planning. Meeting planners should always be mindful of protecting and maintaining patient information according to HIPAA regulations.

Ideally, the event planning company you choose should specialize in pharmaceutical meetings and can help you navigate the legalities involved, assist you with documentation matters, and help mitigate potential issues such as conflicts of interest.  

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Set Clear Objectives Based on Meeting Type

There are various types of pharmaceutical meetings that exist, each with a distinct purpose and agenda. A meeting plan begins with defining and understanding the type of gathering being organized. Here are three common types of pharmaceutical meetings:

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Advisory Boards

Advisory boards bring together key opinion leaders (KOLs), industry experts, and physicians to provide strategic guidance and insight to a pharmaceutical company. These meetings can focus on product development, health economics, and policy, among other topics.

Investigator Meetings

This type of pharmaceutical meeting allows researchers and clinicians to share data, discuss study protocols, and ensure proper oversight of clinical trials. The primary goal of investigator meetings is to improve the quality and integrity of clinical research.

Sales Meetings

Sales meetings involve training, updating, and educating the sales force about specific products and new developments. These pharmaceutical meetings aim to boost product knowledge and improve the effectiveness of sales teams.

It is essential to set clear objectives based on the type of gathering being organized. Doing so helps facilitate better decision-making and ensures all attendees are on the same page regarding the desired outcome.

Choose the Right Pharmaceutical Meeting Spaces or Venues

The pharmaceutical meeting space you choose sets the tone for your event and is instrumental in its success. At a minimum, the venue should be conducive to learning, networking, and collaboration.  

The following are some factors to consider when choosing pharmaceutical meeting spaces:  

Technology and Equipment

Pharmaceutical meetings often require equipment and tools that may not be necessary for other types of conferences. Examples include secure storage for confidential documentation and specialized A/V equipment for complex scientific presentations. For this reason, selecting a venue with these technology capabilities is essential.  

Variety of Rooms

Pharmaceutical meetings often involve breakout sessions, workshops, one-on-one meetings, and larger presentations. The venue should offer a variety of room sizes and configurations to accommodate these different needs.

Data Security

The pharmaceutical meeting space should have robust data security measures to protect confidential patient information and intellectual property discussed during meetings. Look for venues that are HIPAA-compliant and have secure data storage solutions.

Physical Security

Choose a venue with adequate security measures like access control systems, security personnel, and safe storage for confidential documents and materials.

Video Conferencing Options

If you have guests who wish to attend virtually, choose a venue with video conferencing capabilities that meet privacy and security standards for sensitive discussions.

Catering Services

It’s best to select a venue that offers catering options that cater to various dietary restrictions and preferences. It’s also important to adhere to any industry regulations regarding meals provided to healthcare professionals (HCPs) as relevant to the Sunshine Act.  

Accessibility

Ensure your chosen venue has facilities for persons with disabilities (PWDs), including ramps, elevators, and suitable restrooms. These considerations are vital for creating an inclusive environment for all attendees.

Engage Attendees and Maximize Impact

Engaging your audience is critical to a memorable and fruitful pharmaceutical meeting. Instead of a continuous stream of speakers and presenters, structure your pharmaceutical meeting to incorporate breaks as well as interactive activities and discussions such as the following:  

• Breakout Sessions

• Team Building Exercises

• Brainstorming Workshops

• Designated Q&A Time

• Panel Discussions

• Live Polls

Gather Feedback From Attendees  

After your meeting has concluded, it is essential to gather feedback from attendees to assess the event and how well it achieved its objectives and identify areas for improvement. Post-meeting surveys can be used to gauge attendee satisfaction in terms of content, organization, and overall experience. You can use the data gathered from these surveys to inform your strategy for future pharmaceutical meetings.  

Leverage Our Expertise in Pharmaceutical Event Planning  

Incorporating these tips and best practices into your pharmaceutical meeting planning can help promote a more engaging, productive, and compliant event for all attendees.  

Infinix Global has an extensive track record of designing unique and engaging events to meet our clients' unique goals. Our over 30 years of industry knowledge make us well-equipped to help you navigate the intricacies of pharmaceutical event planning.  

Our team is well-versed in applicable regulations and guidelines, including the Sunshine Act and Pharmaceutical Research and Manufacturing of America (PhRMA), and experienced in planning advisory board meetings, key opinion leader (KOL) meetings, symposiums, and more.

Reach out to us today to learn how we can help make your next pharmaceutical meeting a success.  

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