Choosing the perfect venue for a pharmaceutical event involves carefully considering various factors to ensure compliance, budget alignment, and suitability for the event's purpose.

We caught up with Marcia Rebelo, Conference Executive from our Pharma team for her expertise in helping to navigate this process.

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1. Compliance with industry standards

The pharmaceutical industry is heavily regulated, and all events must align with the Association of the British Pharmaceutical Industry (ABPI) Code of Practice. Specifically, Clause 10 outlines the requirements for events and hospitality:

• ‍Venue suitability. The venue must be appropriate for the event's educational purpose, avoiding anything considered luxurious, such as boutique hotels or venues with spa facilities. Venues should be evaluated for compliance by checking ratings on platforms like Travel Weekly and Expedia.
• Educational focus. The venue should support the educational nature of the event, ensuring that delegates are drawn to the programme, not the hospitality or location.
• Privacy and confidentiality. Factors that are extremely important for pharma clients so the use of exclusive space is advantageous.

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2. Adherence to budget guidelines

Budget is a critical consideration when selecting a venue. Pharmaceutical companies must comply with Standard Operating Procedures (SOPs) regarding Accommodation, Day Delegate Rates, and other associated costs.

• ‍Compliant rates. Ensure the venue can meet the specific budgetary guidelines set by the pharmaceutical company. This includes staying within approved spending limits for accommodation, meals, and associated services.
• ‍Rate variability. Be aware that budget limits may vary slightly between different pharmaceutical clients, but all will align with the overarching Code of Practice.

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3. Preference for medical venues

Medical or educational venues, such as the Royal College of Physicians, are often preferred for pharmaceutical events. These venues not only meet compliance and educational requirements but also ensure that profits are reinvested into the healthcare sector.

• ‍Relevant associations. Look for venues affiliated with medical institutions or associations, as they tend to be viewed more favourably by pharma clients.

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4. Sustainability

Sustainability is increasingly a priority for pharmaceutical companies. Venues that prioritise environmental responsibility will often have an edge in the selection process.

• ‍Eco-friendly practices. Evaluate venues for their sustainability initiatives, such as energy efficiency, waste reduction, and support for local communities.

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Marcia’s site inspections reviews

When assessing venues, site inspections are key to determining compliance and suitability. Marcia recently visited a variety of venues in London to determine their potential to host a future pharmaceutical event:

• Events at No6 (Royal College of Pathologists). Ideal for its medical association and offers exclusive floor use with main meeting spaces.
• Doubletree by Hilton Tower of London. Offers compliance-friendly rates with a corporate focus.
• IOM3 (Institute of Materials, Minerals, and Mining). A suitable option with an academic atmosphere.
• Royal College of Physicians. A top choice due to its direct connection to the medical field.
• 30 Euston Square (Royal College of General Practitioners). Another excellent venue tied to the healthcare sector where pharma clients can also obtain exclusive floor use of the Heritage rooms on the fifth floor.
• Woburn House Conference Centre. Associated with higher education, it aligns well with educational and sustainability goals. They have fantastic adaptability for hybrid events with high-tech audio-visual and video conferencing equipment.

See an overview of Marcia's site inspections on her LinkedIn.

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By carefully evaluating venues against these criteria, pharmaceutical event planners can ensure that their chosen location meets all regulatory requirements, stays within budget, and supports the event's educational objectives.

If you want to know more about how we can support your future pharmaceutical event and find you the perfect venue, contact the team.

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