The pharmaceutical industry has taken the world by storm. A pharma meeting can last up to a week, filled with knowledge and breakthroughs in the medical field. The events are seen as highlights among the different types of corporations. 

Many reasons will determine the use of an event management company. At the same time, the pharmaceutical industry is no different. These event management teams can plan, create and run an event. The event planners take pride in their ability to provide support and to bring an idea to life, and with their broad knowledge and connections, they can create the perfect event for pharmaceuticals. 

Planning and Organizing Pharmaceutical and Healthcare Meetings

Creating an event that the audience will remember will take time. Corporations will use internal staff members that have little to no experience to plan an event. This leads to a waste of time and money. However, the corporation can use a full-service team to build the event the company wants,

Identifying Goals and Objectives

Creating the outline for the event is the perfect place to start. The company must clarify the goals and objectives of the event to ensure that the planning company can build in that direction. 

By conducting pharmaceutical events guidelines, the team will know exactly in what direction to plan the event agenda and the main reason for creating the big event. Knowing why will assist them in ensuring that everything directs back to the main objective and goal. 

Budget Planning and Management

Determining the budget is the second part of forming an event. Most pharma companies avoid this step due to the lack of management or understanding. This step will provide the guidelines for reaching the ultimate goal. 

Budget management is crucial under the guidelines of the Pharmaceutical Sunshine Act, which places a financial cap on each component of the event. While this may appear to be a constraint, it ensures continual financial support for the duration of the event. This financial management guarantees that all aspects of the event are adequately funded.

Venue Selection

When deciding on a location to host the in-person event, the management team must consider a few key elements. First and foremost is the amount of participants and staff that will be present on the day, or during the week. The venue must comfortably be able to host the entire group. 

The parking arrangements and the flexibility of the payment for the venue are key. The venue managers must provide a contract stating all the legalities to protect both parties. And finally the kitchen or dining area of the venue. Will the event serve food, and if so, does the location have the correct facilities for the number of meals that need to be prepared? 

Speaker and Attendees Coordination

Deciding on the speakers of an event can have some of the biggest impacts. This can determine the success or failure of the event. Event managers will spend time finding speakers with a clear and direct message that will fit the complete ideal of the event. The lack of the right speakers can confuse attendees, hurting the company’s brand and credibility. 

Promotion and Marketing

Advertising the event will allow the best potential customers to see the event. The management team will be able to create a website that will advertise and target the best audience. There will be promotions to advertise products and services, while other marketing strategies, such as social media approach, will ensure more customers and attendees on the day. 

Types of Pharmaceutical Events

Medical Conferences and Symposiums

A medical conference is the gathering of a group of medical professionals such as researchers, pharmaceutical reps, doctors, and other key players in the medical field. At these symposiums, new knowledge will be shared to ensure that the leading experts know what to focus on or provide to their customers and clients.

Product Launches and Promotions

Traditional in-person gatherings are no longer the only way forward, with technological advancements and the rise of sophisticated virtual conferencing services playing a critical role. These advancements have enabled corporations to organize various events, such as pharmaceutical meetings and product launches, both domestically and internationally, removing the need for physical presence. These technological advances have also emerged as critical resources, providing pharmaceutical product launch tips and developing the essential product launch checklist. This move has significantly influenced the industry’s developing landscape.”

Check Out Making Your Healthcare and Pharmaceutical Events a success:

Sales and Training Meetings

These conference meetings focus on the staff of the business. Planning managers will create an event that focuses solely on the sales team. These events will provide specific product or service training to the sales team to ensure that they have the necessary knowledge to share it with the rest of the world. This will ensure that the company staff has credibility when providing crucial information to their current or future clients. 

Continuing Medical Education (CME) Events

The focus of the Continues Medical Education event is to follow up on previous training in the industry of pharmaceuticals. This industry is continuously looking at various ways of improving and moving forward. This however can leave some individuals behind. These events ensure that the educated group learns and grows with the industry.

Challenges and Best Practices

Every event planning phase presents its challenges. However, when making use of a pharmaceutical event management team, some of the simple challenges can be avoided. 

Compliance With Regulations and Laws

Getting on the wrong side of the law can cost a business time and money. If this happens unintentionally, frustration and anger can rise high. Companies that hire management planners will avoid the danger of being caught on the wrong side of the law.

 These planning companies know all the rules and regulations and will know how to comply with or protect a business once it comes to that. 

Handling of Sensitive and Confidential Information

Customers and clients attending the in-person pharmaceutical event will provide the company with confidential and sensitive information. Although it is important how it was gathered, how companies use and handle it will play a crucial role in building credibility and loyalty. 

Sensitive information should only be used for what is necessary. These documents should also be protected and handled with care at all times. Not all individuals must know what is it the documents. This can lead to others taking advantage or causing harm with the confidential information gathered. 

Managing Attendee Expectations

Meeting the expectation that was created will ensure the success of the pharmaceutical event. Clients, customers, and employees attend meetings to learn more about products, using certain services, and gaining new knowledge that came on the scene recently. 

Providing the attendees with why they are at the event will leave the company brand in a good light, ensuring loyalty and credibility. Attendees will attend future events hosted by the same company based on the delivery of the expectation they have created. 

Utilizing Technology to Enhance the Event Experience

Technology is an amazing tool that planning managers can use to enhance the attendee’s experience. To ensure that the information comes across, the managers will use big screens, specially created apps, and lighting to set the mood for all the guest speakers. The planning company can use the technology to ensure a virtual experience through multiple apps and websites. 

Measuring the Success and ROI of the Event

To calculate the success of the event, companies must do more than focus on the turnout of attendees to the event. The amount of money invested must be returned through leads, new signings, or the selling of multiple products. The focus is not to receive more than is financially spent but rather focus on finances, leads, and other key factors and other event data.

Hybrid Programs for Healthcare Professionals

Hybrid events programs focus on hosting attendees at a live event but provide those that can not access it virtually. Virtual and hybrid events will ensure that every individual can join the necessary meeting virtually or in-person events. This will play a key role in future events due to the financial benefits and time it saves on traveling and planning

Embracing Virtual Pharmaceutical Event Management

Pharmaceutical companies and employees are continuously pushing the limits. The industry grows daily, and this can leave some individuals behind. Companies are now hiring a management team to create events that will ensure that the team, customers, and other professionals will stay up-to-date and in the loop with the development and growth of the industry.

The future of this industry is looking bright, however, the opportunity to grow through a virtual event platform will ensure that more individuals can join the events without needing to pay or plan long and tedious trips. This will assist the entire industry in growing together through virtual events. Setting up the industry leader in the pharma industry to assist each other through technology solutions. Either through virtual events or in person.


What Are Three Skills an Event Coordinator Must Have?

A coordinator must be a strong decision-maker and communicator. These two skills go hand in hand. The coordinator must decide quickly and accurately and communicate the direction and logistics that the rest of the team must follow. The third skill will be leadership. The individual will lead a team, thus, must know how to deal with different personalities as well as motivate the team when needed.

What Are the Three Major Steps in Event Planning?

First and foremost, the company must set goals and objectives for the event. This will provide the managers with direction. Secondly, the focus must be placed on setting a budget and choosing a venue. This will provide a set financial structure as well as a set location of where the function will be. And lastly, branding and marketing to ensure that clients and customers join the event.

Final Thoughts

Corporations can strategically use dollars to hire an experienced event management team, freeing up their time to focus on high-priority projects and objectives. To facilitate good pharmaceutical meeting planning, the company must establish clear criteria, create a budget, and define the event’s goals.

This planning creates the path for a mere concept to be transformed into an engaging, tangible event.

Sabine Ghali

Kelly Murphy


Certified Meeting planner with 20+ years of event management experience, founder of ConferenceSource, expert in meeting facility sourcing & contracting in North America, Europe, South America and Asia. Kelly will manage your budget as if they were her own, negotiating the best possible rate and hotel contract to benefit and protect every client and exceed all expectations for all planning aspects for sales meetings, educational meetings, product launches, incentive trips down to a small board of directors meeting. We make meetings easy understanding your meeting objectives and delivering meeting matched components.