Healthcare compliance as a framework condition

Pharmaceutical companies operate under the regulated conditions of national codes such as the FSA or AKG, or the EFPIA at the European level. These stipulate, among other things:

• Transparency regarding benefits in kind
• Appropriateness of hospitality and fees
• Clear separation between scientific content and promotional activities
• Comprehensive documentation of all relevant measures

For events, this means: every step – from invitation to billing – must be documented and should be verifiable.

Healthcare Convention: the key to compliance

As an experienced event agency with industry-specific compliance expertise, we do more than just handle operational tasks. We act as a structuring and safeguarding partner throughout the entire compliance process. Our contribution can be outlined in several dimensions:

1. Structured processes and standards
We bring established procedures tailored specifically to the regulated healthcare sector:

• Standardised participant management systems
• Templates for contracts, invitations, and documentation
• Checklists for compliance-relevant steps

This structure reduces sources of error and ensures consistency across all events.

2. Seamless documentation
A central advantage lies in our professional documentation management:

• Collection and archiving of all participant data
• Digital attendance records
• Complete collection of supporting documents (invoices, contracts, approvals)
• Documentation of decision-making and approval processes

By using appropriate tools, we ensure that all data is stored in an audit-proof manner and is always retrievable. In some cases, our clients have their own documentation systems, to which our team can be seamlessly integrated.

3. Interface between stakeholders
We coordinate collaboration between:

• Pharmaceutical companies
• Compliance and legal departments
• Service providers and venues

We translate regulatory requirements into operational measures and ensure that all parties involved comply with the relevant guidelines.

4. Ensuring appropriateness
A critical aspect of pharmaceutical compliance is the appropriateness of benefits. To significantly reduce the risk of violations, we support you in sensitive areas such as:

• Selecting suitable venues within the permissible framework
• Controlling hospitality costs in accordance with current guidelines

5. Support during audits and reviews
In the event of internal or external audits, our professional agency structure proves particularly valuable:

• Rapid provision of all relevant documents
• Clear traceability of decisions
• Consistent documentation logic

This greatly facilitates audit processes and strengthens the compliance position of our clients.

Challenges and success factors

Collaboration with Healthcare Convention requires clear framework conditions:

• Early integration into existing compliance processes
• Clear definition of roles and responsibilities
• Transparent communication among all parties involved

Conclusion
Healthcare compliance places high demands on documentation and evidence, especially in the event sector. As a highly specialised event agency in the healthcare sector, we can make a decisive contribution to relieving the burden: through structured processes, seamless documentation, and a thorough understanding of regulatory requirements. When properly integrated, we are more than just an operational event service provider – we are a competence partner for compliance.

“As an integral part of your compliance strategy, we can maximally relieve your team and ensure the regulatory compliance of your events. Exploit this potential with us.”

Sarah Huch | Compliance Officer and Head of Business & Process Development