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The pharmaceutical and medical device conference niche never stands still, but it’s taking shape in 2024 More restless than usual.
For example, after losing several major drug company members, industry trade group PhRMA took another blow on Feb. 12 when a federal court dismissed its lawsuit challenging Medicare drug negotiations with the federal government. Given their waning influence, will pharmaceutical companies that are no longer members still follow PhRMA’s voluntary regulations for conferences hosting healthcare professionals?
This is just one interesting question that MeetingsNet recently posed to Pat Schaumann. Pat Schaumann, CMP, CSEP, HMCC, is president of Schaumann Consulting Group and a highly regarded lecturer in the medical conference field.her book Breaking Healthcare Compliance Code Now in its fifth edition; it is the reference manual for international meeting professionals for the Healthcare Conference Compliance Certificate and the CMP-HC designation from the Event Industry Council.
In 2023, she published another book, How to plan medical meetings and eventscooperate with Event management company Meetings & Incentives Worldwide, Further assisting those participating in formal programs, but also the entire community of medical event planners.Specifically, “Medical Conference Professional Certificate [launched in 2023] and operating guides designed for There is an influx of new planners into the industry,” she noted. “We found that these planners had less overall experience and, in particular, limited understanding of the nuances and compliance oversight of medical meetings.”
This year Schaumann will celebrate its tenth anniversaryth HMCC’s anniversaries, which she helped create, include the Pharmaceutical Forum Conference for Pharmaceutical and Medical Device Planners, held March 24-27 in Tampa, Florida.
Schaumann took some time to answer some of the burning questions facing 2024 healthcare conference planners.
Conference website: For companies leaving PhRMA, do you anticipate an impact on their compliance? Follow PhRMA compliance rules during meetings?
Schaumann: Only PhRMA members are required to adhere to the organization’s guidelines. But many companies have PhRMA’s principles embedded into their internal processes, so this may not change even if the company leaves the group.
Outside of PhRMA, all pharmaceutical companies must still comply with the U.S. Open Payments Act and, more importantly, international compliance regulations, which set specific rules for food and beverage functions, entertainment, tourism, hospitality, and other elements related to HCP engagement. and restrictions.
I don’t expect more companies Leaving PhRMA will have a big impact [the experience around] HCP attends company events. But I do think PhRMA needs to focus on and address the reasons why companies are exiting.Some factors may include business Priorities and goals no longer align with PhRMA due to changes in corporate strategy, focus areas, or corporate values. Companies may also have policy differences or reputational issues with the organization, or be unwilling to sacrifice membership, or simply undergo a strategic shift, such as a merger, acquisition, or reorganization, which may cause them to reevaluate their involvement in PhRMA.
Conference website: Do you see more patience? Recent recommendations from pharmaceutical and medical device conferences? What do you think would be the impact of having patients speak at an event where healthcare professionals are present?
Schaumann: We do see patients attending or speaking at medical conferences more frequently, and healthcare professionals seem to embrace this. Integrating their perspectives promotes a patient-centered approach to health care that provides first-hand knowledge not only of their experience with disease and treatment, but also with experiences with the health care system and bureaucracy.
Patient stories help company representatives, as well as clinicians and researchers, better understand the real-world impact of their work, as well as the challenges and preferences faced by patients. This understanding can inform the delivery of more empathetic and effective care and can also inspire researchers to prioritize new questions to address patient needs and potentially pursue new avenues of research.
However, there is one thing that companies must consider when it comes to patient participation meetings: the sensitivity of the meeting agenda and what may be discussed in front of patient participants. Confidential product information, pricing and other factors must be considered in advance, including the possibility that patients may take photos or share information on social media.
Conference website: Given the inflation-related surge Food and beverage product and service costs over the past two years, are planners working to stay within meal caps and still provide attractive meals to attendees?
Schaumann: of course.
Conference website: Are you seeing planners now asking internal compliance officers more frequently for meal cap exceptions for certain event destinations – and are these requests being approved more often?
Schaumann: I do think planners are increasingly willing to go to their compliance directors or attorneys and show them examples of food and beverage pricing based on different first- and second-tier destinations.
Other strategies I see planners employ include:
• Food Stuttering: Ask the host venue what other in-house groups are offering and tap into their menus to keep costs down.
• Keep things simple, such as choosing Meal packages include options such as sandwiches, salads and snacks rather than fancy plates or buffets.
• Limit alcoholic beverages by setting up a cash bar or opting for non-alcoholic alternatives such as flavored sodas, iced teas or mocktails to reduce costs without sacrificing variety.
• Be transparent with suppliers about budget constraints and explore new possibilities, such as catering during off-peak hours.
• Minimize food waste by accurately estimating the number of attendees and their dietary preferences in advance. Work closely with the catering team to avoid over-ordering and adjust portion sizes, then implement strategies to repurpose leftovers to those in need.
• Encouraging self-service or grab-and-go food options can reduce personnel costs associated with table service or buffet-style settings and minimize food waste by allowing attendees to pick up only the food they need.
• Explore fun, inexpensive options such as food trucks, food stations or food stamps that offer flexibility and variety at a lower cost than traditional catering.
• Actively seek food sponsorships or partnershipsand-Beverage companies, local restaurants or cooking schools to offset costs or provide physical donations in exchange for branding opportunities or promotional exposure.
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