It takes a bit of experience and leadership to manage a comprehensive pharmaceutical meeting, despite there being far and wide in between, the market segment has been growing steadily over the last few years as industry activity continues to grow. 

Pharma meeting planning has taken a more robust shape over the decades. Today in the United States, these events are a developed solution for industry professionals to network and gather information about the latest trends and developments that have helped transform the industry. 

Whether pharma companies are hosting small events, to massive conferences that see thousands of attendees, getting the planning and coordination spot on is a crucial aspect for any person or events team undertaking such a big job. 

Reasons You Should Hire Pharmaceutical Meeting Planners

Meeting planners take most of the stress out of work, if not all of it. With professional experience in hosting investigator meetings, it’s best to consider why pharmaceutical meeting planners are important for any pharma event.

Meeting Professionals

Connecting with the right people helps healthcare professionals become more informed, and we’ll connect. Bringing together the right group of people at once makes it easier for them to learn from one another, talk, and engage. Having a meeting planner would mean the guesswork of who to invite and who to leave out will be left to a professional team of event planners. 

Efficient meeting solutions

In accordance with the Pharmaceutical Sunshine Act, pharmaceutical meeting planners are methodically developed to foster interactions amongst industry trailblazers. The meeting venue’s strategic layout, as well as the flow of the proceedings, ensure efficiency, supporting the invention of substantial solutions among specialists.

Meeting Planning: Comprehensive HCP Event Management Services

Healthcare Medical Provider Focus or HCP helps to create memorable experiences that can help connect speakers and audience members while establishing a foundation that can help develop industry guidance. 

Event Planning & Design

Finding the right event planner and designing a layout that will best suit the needs of the company and those attending. Additionally, the design of the event must help support what the gathering is trying to accomplish. The pharma meeting expectations can be formed in with the pharmaceutical event planning process to ensure that medical professionals have access to the right pharma meeting rooms and that enough time is allocated for pharmaceutical and healthcare meetings throughout. 

Meeting Management Services

The overall meeting, from guest lists to catering and perhaps even the music or invitations, can be controlled and managed by an HCP event management service group. Pharmaceutical meetings and pharma planners can provide comprehensive services for industry events in pharmaceuticals that can be fostered through technology solutions and through an interactive nature. 

Attendee Engagement & Content Delivery

Keeping attendees engaged and entertained throughout the pharma meeting planning can be a challenge in itself, and with HCP event management services, it’s possible to give them more control over how the messaging or content will help enhance the attendee experience throughout the meeting.

Financial & Critical Data

The back end of pharmaceutical event planning also includes financial planning, such as budgeting, while also having to monitor other critical data, such as attendee needs and requirements.

Check Out How to Organize an Effective Meeting:

Exceptional Virtual Meetings & Events for Pharmaceutical & Medical Device Companies

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 a variety of 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 pharmaceutical product launch checklist. This move has significantly influenced the industry’s developing landscape.

Pre-Event Services

Any information about the event planning can be shared with attendees, including a digital link to the meeting. Other services such as setting up a guest list, running an email list, and checking up on attendee check-in.

Pharma Event Management Services

Managing the flow of the event, and how speakers will be able to interact and communicate more efficiently with attendees while hosting a virtual event. 

Streaming Solutions

Internet-related solutions, that ensure connections are always performing at their best, and that when large groups of attendees join in one conference call, it won’t impact the quality of the meeting. 

Post-Event Services

Finishing up, and making final rounds with all those who did manage to attend by sending up follow-up emails, or a summarized copy of the information that has been shared. 

Event Planning: Delivering Virtual and Hybrid Pharma Events to HCPs

Providing more commercial strategy, and helping professionals connect with the right people enables them to establish solutions that can help to revolutionize the industry and customer experience. 

Hybrid Event Management

Hybrid meetings are possible if the right resources and tools are available. Attendees can interact with one another, either virtually or in person, depending on what the demand thereof may be. 

Hybrid Event Production

On the other hand, hybrid event production is the recording and editing of the hybrid meetings which can then be distributed to attendees or reused to generate new content for future meetings. 

What Is a Hybrid Event

Virtual and hybrid events combine various aspects or components of physical meetups, allowing attendees, speakers, and contributors to virtually engage or converse with one another.” Using a hybrid strategy in pharmaceutical event management broadens your audience reach and enables for simultaneous connections with a bigger group of experts.

Examples of Hybrid Events

There are several types of hybrid events that can be used by different industries and companies. Some that are often used include live studio events, on-demand events, and simultaneous events, which have virtual audiences attending while at the same time being able to interact with one another and guest speakers. 

Hybrid vs. Virtual and In-person Events

Hybrid event: Combines both in-person and virtual qualities, allowing attendees to join the event, either from where it is taking place or their homes. 

Virtual event: A fully online event that can only be attended via the internet or a dedicated conferencing platform. 

In-person event: A stock standard and traditional event, where people can meet up and interact with one another in person and in real-time.

Pharmaceutical Meeting Planners: FAQs

What Are the 7 Ground Rules for Effective Meetings?

1. Ensuring all speakers participate in the meeting. 
2. Ensuring members and attendees respect one another during the meeting
3. Allowing for healthy and sustainable dialogue. 
4. Valuing differing opinions and inputs. 
5. Having the ability to communicate with different mediums and styles. 
6. Making sure every person is open to new ideas and perspectives. 
7. Taking every person’s thoughts and opinions into consideration. 

What Is the Biggest Challenge Companies Face When Planning Pharmaceutical Conferences?

Often companies are unable to understand the importance of regulatory codes and legislation regarding specific information and how it can restrict them from sharing specific information with companies and industry leaders.

Pharmaceutical Meeting Planning: Final Thoughts

Pharma meeting planning is no easy caveat and requires a high level of expertise. In the same breath, planners must be thoroughly briefed on what companies are expecting and what the end goal of the meeting seeks to be. 

Once there is mutual agreement, HCP event management services will be able to control several crucial elements of any event planning to ensure attendees remain engaged and that speakers can efficiently share their message. 

More so, it’s important that during these events, professionals connect with like-minded individuals and are briefed on what to expect from their hosts and who will lead the meeting. Clear and professional communication is a crucial element for a successful 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.