The pharmaceutical industry is a competitive field, with companies fighting for a spot in the limelight. Most of the industry leaders focus on products and customers’ needs, without contacting the actual customer. Some do not consider arranging an advisory board meeting to improve their strategies and techniques to increase revenue.

Companies must start by capitalizing on all opportunities around them. One of the best methods of improving a company is hosting an advisory board meeting. Companies can access great value and input from top management or industry leaders through the use of advisory board meetings.

These meetings will allow the team to display their product, strategy, market research, or techniques to a board. This board can provide critical feedback to ensure that the team can change certain areas of their system. The board members must however be industry leaders or company managers to ensure accurate feedback.

The Importance of Pharmaceutical Advisory Board Meetings

A pharmaceutical advisory board meeting plays a key role in business. This will allow the team to receive feedback on areas where the company might be struggling or lacking. The board will evaluate and critique the strategies, products, and services, solely acknowledging their faults, and thereafter providing them with clear steps and methods of improvement. The team will have set responsibilities throughout the meeting.

Strategizing for the Future of the Industry

The future of a business is determined by the meaningful goals they set and the steps they take to ensure that they reach those goals. This however can lead the company to chase certain annual goals that are not beneficial for the business or the industry.

An advisory board filled with industry leaders will be able to evaluate and explain certain aspects of the industry that will affect the goals set by the company. This will allow the team to adjust their company goals and products accordingly, which will provide them with an increased opportunity to reach their goals.

Advisory boards filled with internal stakeholders and company leaders will however provide completely different feedback. The key opinion leaders will advise and display the company goals and provide the team with steps and methods to accomplish all the company goals. This will allow the entire medical affairs team to work towards growing and building the industry.

Ensuring Compliance with Regulations

Compliance and regulations rule the industry of pharmaceuticals. These rules and compilations are set in place for a good reason, to protect both the consumer and the business. This however can be a difficult subject to explain, thus placing industry leaders at the board meeting to teach the team about the rules and regulations is a great first step.

The board leaders have a great understanding of the rules and compliance of the pharmaceutical industry. Companies can arrange a board meeting with these industry heroes, which will allow the company to receive feedback on specific regulations and compliances that plays a key role in the industry.

The team can use this time to focus on a set of regulations based on their current product or drug. This will allow the team to avoid trial and error for FDA approval. The team can jump in with solutions that will provide them with easier access to approval.

The team will use an advisory board meeting with the company leaders which will allow them to explain their current project and goal of the drug. After the briefing, the leaders can provide feedback based on compliance and regulations for the specific drug.

The rules and regulations feedback will expose knowledge gaps within the meeting objectives which will allow central questions or complex questions to surface. The medical advisory board will provide as many field insights as possible.

Facilitating Collaboration and Networking

Collaborating and networking are the backbones of many industries. The advisory board meeting will provide the team with valuable resources and information. The board members will be the key networking and collaboration partners the company needs.

If the board members and industry leaders are not the collaboration the company needs, these individuals will be able to provide feedback on the best collaboration and networking opportunities. The industry leader will provide the team with directions as to whom to contact and what events to attend to ensure that they build a strong network. These individuals have market access and pharma companies that can be used as networking options. 

Our Comprehensive Event Planning Services

Planning and creating an advisory board meeting can take time and energy to arrange. With all the communication and planning around the participants and board members that have to be present. The administrative work around planning a board meeting might be the leading cause of why a company will defer from these meetings.

This however can be solved. A company can leverage its finances to ensure that a professional event planning organization plan and run the entire meeting. This will allow the team to attend and present what is needed, receive feedback, and work on improving their systems. No stress, management, or planning is needed from the company’s side.

Venue Selection and Contract Negotiation

Planning organizations can use their connections and networking to find the perfect venue for the meeting. The team will however have an opportunity to decline or accept the venue selections that the planner brings to the table.

Another benefit of a planner is contract negation. The planner has access to the venue hiring team, which will allow them to create a temporary contract solely for the meeting. This does not have to be touched by the company. The planning organization will control the entire process.

Agenda Development and Speaker Management

Creating an agenda that will fit the meeting goals can be a tedious task. Most internal planners do not have the knowledge or time to create an effective agenda that will cover all the aspects of the meeting.

An external planner, however, knows to create the perfect agenda according to the goals set by the company. The organizer will create an agenda that will suit the entire team. They will have the prior knowledge to schedule breaks, and where to place the important speakers or topics.

The team however must determine the keynote speakers they want to join the meeting, thus supplying the planner with their information to ensure that they are present with the content of their speech. The planner will arrange and manage the speakers according to the agenda, to ensure that all attendees and speakers know what is happening at all times.

Audiovisual and Technical Support

The venue that will be required for an advisory board meeting must have set resources and equipment to ensure that the meeting is a success. The basic equipment such as chairs and tables can not be missed, however, audiovisuals and technology support are a must-have.

A company can have access to great technical support when acquiring a planner. The organization has the connection to ensure that there will be audiovisuals and technical support at the venue, either assigned to the venue or being installed to ensure that the venue meets the criteria.

There is some responsibility on the company. The business must identify and provide the organizing team with the necessary information on what equipment and criteria must be met. The company can state what they need which will leave the organizing and installation to the planning team. The planning organization must however provide technical support to ensure that all problems are solved in a simple and logistical matter.

Catering and Accommodation Solutions

Advisory meetings can be hosted outside of an office. Many leaders prefer the team to meet either in a secluded area outside of the office or a venue that will allow the team to travel to ensure that they are not in work mode.

This does add additional expenses and planning. The planner however will have the capacity to decide on a location that has accommodations and catering facilities for the entire team. The organizer will have access to catering companies due to their constant need to arrange food for events.

The key to catering and accommodations, however, will be to determine whether any participants or attendees have allergies or food recommendations. The planning organizations must create a meal plan that will be filling, nutritious, and enjoyed by the entire team. This will include alternative options for vegans, or vegetarians.

On-Site Management and Coordination

All events have their on-site problems that can occur at any moment within the meeting. Companies hire pharmaceutical event managers to ensure that event coordination and safety are in place throughout the event.

With a planning organization, the team can reduce their on-site stress and management. The planning company will have a vendor that they can make use of to ensure that the entire event is safe for all attendees and guest speakers.

A planner will set out a schedule that will be seen by all attendees, speakers, and staff members to ensure that all parts of the meeting have the format and procedures. This will allow all parties to observe and note when they are to speak, share or listen to the knowledge being shared. The coordination will include break-out rooms and feedback opportunities for all the individuals and teams within the meeting.

Engaging and Interactive Meeting Formats

The key to a successful advisory board meeting is to ensure that it is engaging and interactive. It is not an event where speakers will share their information and content on a drug, and the attendees sit and listen. These events were created to ensure that the attendees or industry leaders can provide feedback through engaging key questions or comments. The board engagement will allow the team to have deep insight and expert consensus on the information. 

Expert Panels and Roundtable Discussions

The format of these meetings plays a crucial role. The first focus point should be to have the experts and industry leaders within the meeting. With an expert panel, the team has access to information that only the top of the industry has. The panel will provide the team with key takeaway data and knowledge to ensure they can improve their drug or service

The positioning of the panel and the team that will be presenting is another key point to consider when determining the format of the meeting. The entire expert panel must be able to experience the presentations. There must be a set time that will allow feedback. The format can be a roundtable discussion.

Breakout Sessions and Workshops

Breakout sessions are of utmost importance to these types of meetings. These sessions will allow the industry leaders or company professionals, to provide the key feedback. The planner however must ensure that all breakout sessions are compulsory. With these sessions scheduled, the planner must provide a time stamp to it, to ensure that the individuals can all be back in time for the rest of the meeting.

After the meeting, some specific problems and solutions will come to mind. It will be beneficial to all included if there are smaller venues where the team can have workshops to ensure that the information shared, does not fall in vain. Workshops will allow the team to use the critical information shared to immediate effect.

The key to these benefits is to communicate it with the organizer. This will allow the planner to accommodate and arrange these sessions within the agenda. This will ensure that the agenda includes the sessions and that they are well-planned and constructive.

Poster Sessions and Product Showcases

The use of technology can benefit the entire meeting. Individuals or teams will be able to display the information on a poster, which will provide the audience with an opportunity to read through the documentation.

The venue must have adequate space and setup to ensure that the team will be able to provide live demonstrations or display their products. The key to these sessions is to provide the audience with visuals of the actual product. They can test and observe the product. This will make the product tangible and the feedback more accurate.

This again falls on the planner to include these sessions and opportunities in the agenda. Thus communicating beforehand that these sessions are crucial will assist the planner to add and schedule them accordingly.

Tailored Experiences for a Global Audience

The company must design and create packaging and a drug that can be used on a global scale. This event must provide the leading experts with information on the target market and the marketing aspects of the drug. This will allow the board to assess the product while providing accurate feedback and areas of problems that might occur.

Check Out Advisory Boards: A Medical Writer’s Perspective:

Language and Cultural Considerations

There are many boundaries to consider when targeting a global market. The main problem that different cultures face is the language barrier. Another consideration should be color and logos. Some countries have set rules on the product and the marketing or product color.

These adjustments must be made before targeting a global audience. The adversity board will provide crucial feedback on the opportunities and global target market. Industry leaders and professionals will know all the finer detail of targeting a global audience.

The key to this addition to the meeting will allow the team to ask direct questions to the leaders instead of them providing feedback. The team can ask specific questions on common challenges they have faced with the global market, which will then be answered directly by the professionals and board.

International Travel and Visa Assistance

After the Corona era, countries have been more restricted in allowing tourists and travelers into the country. The benefit of having an event planning company on the other hand is that they have the input and knowledge on international travel and visa assistance.

A meeting with traveling assistance can be scheduled in the same format as an advisory board meeting where the team can ask specific questions to the board to ensure that they understand the administration that will be connected to international travel.

The team must allow the event planner time to acquire the documents and data that will allow the writeup of the visas. These documents are time sensitive and providing the team a good amount of time to arrange these documents is key.

Virtual and Hybrid Meeting Options

Three main formats within the event industry can be used to optimize the meeting space. Companies can adjust the formats according to the needs of the event and the meeting itself.

Virtual events can have a powerful impact on the entire team and the information gained from them. These meetings will allow any individual with an invite from across the world to join the meeting. That being said, the planner can create a platform where industry leaders can join and provide feedback from their office or home from across the world.

Hybrid events are a great option if the team wants to display and provide the industry leaders with a live demonstration and product screening. Individuals will have to travel to the event, which might cost a bit extra in time and finances. The key here is to ensure that a hybrid event is of utmost necessity to the attendees.

Determining which event format to use. The planning team must evaluate the goals, objectives, and resources to determine the best-suited option for the meeting. Virtual events allow for a wider range of input and can save the company money. While a hybrid event will allow for all to attend in person and will be able to see and touch the actual product.

Post-Meeting Support and Analytics

The planning organization will have a set method of obtaining post-meeting information from the leaders and team members. The information will not be used to improve the product itself, but rather the presentations, information, and display of the event.

Evaluating Meeting Impact and Success

The planning team can use multiple methods to gain information based on the success of the meeting. Questionnaires and polls can be used to obtain the value the attendees gained or the major impact of the structure of the event.

The leading experts will know what a successful meeting and event represent. They have all been in multiple events and meetings that were either tedious or a success. Thus asking them for feedback will assist the planning organization and the actual team with how to plan, host, and run a successful meeting.

Continuous Improvement for Future Events

The main reason companies will hire an event planner is to ensure that they run a successful pharmaceutical meeting. The input from the attendees will allow both parties, the event planning organization and the main company to identify problem areas and insight from the attendees. The insight will allow the team to improve their current format and use of specific information.

The adjustment will allow them to improve their event layout, information, and planning to ensure that both parties drastically improve their methods. Continuous improvement will ensure that the planning company grows within the right areas.


What Does A Pharmaceutical Advisory Board Do?

A pharmaceutical advisory board is used to provide insight. The insight includes feedback on crucial information regarding the actual drug, or the representations thereof. The feedback can include the layout and format of the meeting or any other area which will need adjustment and improvements.

What Happens At An Advisory Board Meeting?

The board that consists of industry leaders or company managers will listen and view a presentation on a specific drug or problem. After the presentation, the board will provide feedback and essential insight to the team based on the information, drug, or presentation they have delivered.

How Do You Get Ready For A Meeting Of The Advisory Board?

The team will have to prepare information on a drug. This will include the goals and direction the team wants the drug to go. The company must provide the board with hard facts, prepared questions, and direction which they then can break apart and provide advice for.

Final Thoughts

The main focus of an advisory board meeting is to obtain excellent insight and feedback from professionals in the field. A pharmaceutical meeting will allow the team to access industry leaders by displaying their products with critical information. The industry leaders will have an opportunity to evaluate all the information such as regulations, marketing, and target market to ensure that they can provide advice that will be beneficial to the team.

These meetings can be outsourced to an event planning company. The planning will fall on another company, while the team within the company can set their eyes on the presentation that they will share at the meeting.

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.