With so many logistics to handle and compliance regulations to consider when managing pharma events, working with expert pharma event management companies can help reduce stress and ensure you achieve your business goals more easily.
You are probably lucky enough to have a great event management team that delivers exceptional events. But if you are looking for additional support and don’t know where to start, we can help you save a lot of time and effort.
With 10 out of the 20 leading life science companies in our customer database, we’ve worked with 80+ pharma event management companies. And many of them use our fully compliant life science event platform and mobile event app to help pharma companies manage engaging HCP events.
That’s why we’ve created a list of examples of the top pharmaceutical meeting planning companies we have experience with.
Disclaimer:
The objective of this list is to share useful information. It is not for commercial purposes. This list is based on SpotMe’s own experience working with pharma event management companies in the past and includes examples of the best ones. It may change in the future. It is not a comprehensive list, and the companies are listed alphabetically, not in order of preference. If you are considering changing the pharmaceutical meeting planning company you work with, it is vital to consult your organization’s internal policies, recommendations, and lists of approved partners before consulting this list.
We regularly update our list of the top pharma event management companies. If you would like to submit an application to be added to the list or would like us to update your details, please complete this form. We will review your information the next time we update it. And if you make it onto our list, we will send you a promotional kit you can use across all your channels to showcase that you are featured.
What are pharma event management companies?
Pharma event management companies specialize in planning and executing events for pharmaceutical and healthcare companies. They handle everything from small medical standalones, advisory boards, and investigator meetings to satellite symposia at huge international congresses.
These companies have expertise in the healthcare industry and understand the unique needs of pharma companies and professionals, as well as HCP expectations. They stay on top of trends and regulations in the pharma event space. They also have established vendor relationships and buying power that can save you money, for example with event technology specifically tailored to the life sciences industry.
In this digital era, it is more important than ever to find an experienced pharma event management company that will handle all the event logistics from start to finish. And that is fully aware of the importance of pharma compliance. Especially for global life science and pharma organizations that run hundreds or thousands of events every year.
These companies provide end-to-end event management services. This includes:
- Conceptualizing the event theme and content
- Handling logistics like securing venues, booking hotels, and arranging transportation
- Sourcing KOLs and KOL engagement
- Managing speakers and creating presentation decks
- Promoting the event through social media and email marketing campaigns
- Overseeing registration, attendee badges, and any mobile event apps, hybrid event platforms, or virtual event platforms
- Coordinating on-site staff, catering, and technical requirements
- Capturing feedback and event metrics to measure success
With the right pharma event management company as your partner, you can execute memorable events that keep HCPs engaged and help you achieve your goals. Focus on what you do best, and leave the details to the experts!
Key pharma event management services
When it comes to managing a major pharma event, you need a team with experience in the industry and key services to pull it off without a hitch. The top pharma event management companies offer:
- Strategic planning: They will work with you to determine the event’s objectives and the best ways to achieve them. Things like target audience, messaging, venue selection, and budget are all part of the planning process.
- Logistics management: From booking the venue to arranging travel and accommodation for attendees and speakers, experienced pharma event planners handle all the logistical details. They can also coordinate things like catering, A/V equipment, and entertainment.
- Content development: The content, from presentations and panel discussions to interactive workshops, is the heart of any pharma event. Top pharma event management companies will help develop an impactful program, source high-caliber speakers, and ensure all content is compliant with industry regulations.
- Promotion and marketing: Spreading the word about your event to the right audience is key. Pharma meeting planners are experts in social media marketing, email campaigns, media partnerships, and more to maximize HCP attendance and participation.
- Onsite management: During the event, the best pharma event management companies provide staff to oversee all activities and ensure everything runs smoothly. They handle registration, direct attendees, troubleshoot any issues and facilitate networking.
- Reporting and analysis: After the event wraps up, you’ll receive detailed reports, event metrics, and analytics on things like attendance, survey feedback, social media impact, and ROI. The data and insights help you improve future events.
With the right pharma event management partner handling these integral services, you can focus on the big picture. Your pharma event is sure to be a success!
3 benefits of working with a pharma event management company
Pharma event management companies specialize in planning and executing pharma events. They know the industry inside and out, staying on top of the latest technologies, trends, and regulations regarding HCP engagement and omnichannel strategies. Their experience organizing many successful events gives them insight into what works and what doesn’t. They can handle all the details, allowing you to focus on your HCPs and key messaging.
Here are 3 benefits of working with a professional pharma event management company:
Access to resources
Pharma event management companies have established relationships with top venues, caterers, A/V companies, and other vendors. They can often negotiate better deals and availability. They also own or have access to the latest event tech, staging, and production equipment, saving you time and money.
Get our comprehensive list of event production companies.
Compliance knowledge
The pharma industry has many rules around events, from attendee eligibility to material approvals. Reputable pharma event companies stay well-versed in compliance for your location and event type. They incorporate pharma compliance into every aspect of planning to ensure your event meets all legal and regulatory requirements. This minimizes risk to your organization and brand.
Peace of mind
Putting on an impactful pharma event involves countless details and moving parts. Pharmaceutical meeting planners handle it all – from venue selection and food and beverage to HCP attendee management, content creation, and more. They anticipate potential issues and have contingency plans in place so you can relax knowing your event is in good hands. Focus on the big picture and connect with HCPs while the pharma event management company sweats the small stuff behind the scenes.
Consult our list of top medical communications companies.
In summary, partnering with a pharma event management company can save you time, money, and headaches while helping ensure a successful, compliant event. Their experience, resources, knowledge, and dedication to executing a flawless event provide invaluable peace of mind so you can focus on what really matters – your HCP attendees and key messages. While planning an event yourself may seem easy, for pharma events, it’s best left to the professionals.
Best pharma event management companies FAQ: Choosing the right partner for you
So you’ve decided you need additional support from a pharma event management company and need to find the one that will help bring your vision to life. With so many options out there, how do you choose the right partner? Here are some of the most frequently asked questions to consider when evaluating pharma event management companies:
Experience and Expertise
- Look for a company with proven experience organizing pharma events, meetings, and conferences. They should understand industry regulations and have established processes for managing compliance.
- See if they have expertise in the specific type of event you want to organize like a product launch, advisory board meeting, or sales training. Relevant experience will ensure they can anticipate challenges and execute flawlessly.
Technology and Innovation
- A top pharma event management company will utilize the latest technology and tools to enhance your event. This could include a virtual event platform, a hybrid event platform, an event app, digital signage, live streaming, and more.
- They should also show a willingness to try new ideas and push the envelope to create truly memorable and impactful experiences for your attendees. Innovation is key.
Customer Service
- Look for a pharma event management company that provides high-touch customer service and values long-term partnerships. They should be highly responsive, flexible, and willing to go the extra mile to bring your vision to life.
- Ask for references from past clients to get a sense of their level of customer service and support. How willing were they to make changes or deal with unexpected issues? Top companies will receive rave reviews for their customer-centric approach.
Pricing and Value
- While budget is always a consideration, don’t choose a pharmaceutical meeting planning company based solely on the lowest bid. Look for a company that provides maximum value for your investment with high-quality service and results.
- Get detailed proposals from different companies to compare what is included in the fees. Look for any additional charges or hidden fees you might incur. The right partner will provide transparency in their pricing so you know exactly what to expect.
Choosing the right pharma event management company is key to the success of your event. Do your due diligence, ask lots of questions, and go with the partner you feel will deliver an exceptional experience for your attendees. With the right collaboration, you’ll be on your way to an impactful and memorable event for your HCP attendees.
The best pharma event management companies in 2024
When it comes to the logistical elements of events, you want to make sure you’re working with the very best pharma event management companies. But how do you go about choosing the one that’s right for you?
Here’s a list of top pharma event management companies for you to choose from.
**When we say ‘SpotMe certified’, we mean that the event management company has passed the SpotMe Academy Courses.**
SpotMe
Named a Leader in The Forrester Wave™: B2B Event Management Technology, Q1 2023 report.
Where they offer their services: Global
Year founded: 2000
Total staff: 150+
Live event management: Yes
Virtual event management: Yes
Hybrid event management: Yes
Description:
Although not exclusively a pharma event management company, SpotMe has been providing and supporting 10 out of the top 20 life science and pharma companies with event technology at their in-person, virtual, and hybrid events for 20+ years. By delivering professional event services alongside our event tech solutions, we provide companies with a cost-efficient way to run exceptional events.
With 250+ professionals all over the world, we support our life science and pharma customers with live, virtual, and hybrid event management to help them run successful healthcare events – from small medical standalones to large international congresses. We also have a network of 20 certified service partners with an international presence to help companies around the world to achieve their business goals.
And with 10+ languages and industry-specific event knowledge, working together is a breeze.
12,000+ business leaders from the life sciences industry use SpotMe’s enterprise event platform and mobile event app to create engaging, personalized, and compliant event experiences. We have helped them build 10,000,000+ customer relationships by building exceptional events with 500k+ attendees per month.
Main services:
- Campaign build
- Speaker orientation
- Live coordination
- Participant help desk
- User onboarding
- Live interpretation
Clients:
- Johnson & Johnson
- Novartis
- Roche
- Sanofi
- GSK
- Takeda
To see which leading global companies in high-touch industries use SpotMe to deliver engaging events and the event apps that have made an event app leader on G2 every quarter for 5+ years, check out our customer page.
Ashfield Event Experiences
LinkedIn | Twitter | Instagram
Where they offer their services: Global
Year founded: 1986
Total staff: 318
SpotMe certified: Yes
Live event production: Yes
Virtual event production: Yes
Hybrid event production: Yes
Description:
With 320 global employees, delivering over 1,700 projects each year for 65+ clients in the medical/life sciences industry, Ashfield Event Experiences (AEE) is a market-leading healthcare event specialist.
AEE provides end-to-end healthcare event solutions across the entire product lifecycle, all from their in-house team of passionate, experienced experts. Their global teams across project management, production, audience engagement, logistics, and venue sourcing work tirelessly to create experiences that resonate with audiences and deliver results.
This event production company has been in business for over 45 years and they are proud to count the most innovative and impactful healthcare companies as clients.
Main services:
- Consultancy & strategy
- Creative & design
- Engagement design – messaging, content & communications
- Technical production & digital platforms
- Environments
- Healthcare Compliance
- Logistics & attendee management
- Venue sourcing
Clients:
- J&J
- Genmab
- EMD Serono
- Sanofi
- AstraZeneca
Case studies:
- Employee engagement event for Genmab
- Hybrid launch event for Janssen Oncology
- A company day with a festival twist for Sanofi
BCD Meetings & Events
LinkedIn | Twitter | Instagram | Facebook
Where they offer their services: Globally
Year founded: 2006 (bringing together 3 legacy companies: World Travel Meetings & Incentives, Talking Point and TQ3 Events)
Total staff: 1,500
SpotMe certified: Yes
Live event management: Yes
Virtual event management: Yes
Hybrid event management: Yes
Description:
BCD Meetings & Events is an events agency that orchestrates meetings and events that make an impact, exceed expectations, and achieve business goals. They form long-term partnerships with their clients to support and collaborate with them. And they apply the following values to everything they do: feed the future, solve it together, act with purpose, do what’s right, and give your best.
This events agency applies these values and utilizes their global network and buying power to create memorable events.
Main services:
- Venue Sourcing
- Project Management
- Delegate / Website Management
- Budgeting
- TOV Reporting
- Supplier Management
- Delegate Travel
EGG Events
LinkedIn | Twitter | Instagram
Where they offer their services: France, Switzerland, DUBAI / UAE, USA, Belgium, Italy, Spain, USA
Year founded: 2000
Total staff: 200
SpotMe certified: Yes
Live event production: Yes
Virtual event production: Yes
Hybrid event production: Yes
Description:
EGG is an international experiential communication agency, 100% independent (100% woman-owned), specialized in the conception, management and production of events (physical, virtual, hybrid) and communication programs for clients worldwide in all sectors, with a focus on healthcare.
They design 800 customized events every year for over 100 clients, guided by their philosophy that each project is a unique undertaking with a “before and an after”, and by their commitment to sustainable development.
They provide their customers with the highest level of service in event planning, management and production for all event formats from team-buildings or sales meetings to product launches, incentive trips, congresses, conferences and symposia.
They strive for a workplace that respects and values all staff members, enabling them to do their best work for their clients.
Main services:
- Strategic planning
- Event concepts
- Graphic design & Branding
- Destinations & venue sourcing
- Communication Strategies
- Production / AV / technical solutions
- Protocol, security and flow management
- Ticketing & Participants management
Clients:
- Sanofi
- Worldline
- Bacardi
- L’Oreal
INNOTIO
Where they offer their services: Globally
Year founded: 2008
SpotMe certified: Yes
Description:
INNOTIO, a dynamic medical communications boutique agency, specializes in providing tailored, innovative event management solutions to pharmaceutical companies, ensuring the success of their events while maximizing audience engagement.
By providing strategic planning, captivating content development, seamless logistics management, and the integration of advanced digital tools, the INNOTIO team helps pharma clients effectively communicate their message, connect with healthcare professionals, and make a lasting impression within the industry.
INNOTIO’s commitment to providing outstanding and impactful experiences empowers pharmaceutical companies to effectively convey their message, ensuring optimal communication and delivering exceptional experiences to attendees (both in-person and virtually).
Main services:
- Innovative, accredited, live, hybrid, and virtual medical education programs
- Strategic consulting
- Corporate event and congress management
- Bespoke digital strategy and solutions
- Insightful medical writing
- Ingenious branding and marketing
Case studies:
ITA Group
LinkedIn | Twitter | Instagram | Facebook
Where they offer their services: Globally
Year founded: 1963
Total staff: 900+
SpotMe certified: Yes
Live event management: Yes
Virtual event management: Yes
Hybrid event management: Yes
Description:
With operations globally and throughout the U.S., ITA Group designs events that meaningfully connect with attendees. Since they opened our doors over 60 years ago, their employee-owners have remained passionate about getting to know brands and their audiences. They use event data to inform decisions, then consistently deliver small thoughtful touches and big unforgettable experiences.
Main services:
- Experience design
- Event management
- Technical event production
- Sponsorship
- Incentive travel
- Event gifting
- Analytics
- Risk mitigation
Clients:
- Sanofi
Maritz
LinkedIn | Twitter | Instagram | Facebook
Where they offer their services: North America, LATAM, APA, EMEA
Year founded: 1894
Total staff: 1,281
SpotMe certified: No
Live event management: Yes
Virtual event management: Yes
Hybrid event management: Yes
Description:
Maritz Global Events helps you shine in the face of competing goals, tight deadlines, and relentless demands. They work side–by–side with you, your team, and your other partners to build a vision and bring it to life. They offer the event management and global meeting solutions to help you execute each piece. Oh yeah, you’ll have a killer support team too! They help with any needs related to event management, strategy, design, sourcing & contracting, registration, housing, event marketing, exhibitor services, technology, digital events, or on-site support.
Main services:
- Event Management
- On-Site Support
- Registration
- Housing
- Technology
- Exhibitor Services
- Sourcing & Contracting
- Event Consulting, Strategy & Design
Case studies:
- NAFA case study
- CONEXPO-CON/AGG & IFPE 2023
MCI Group
Where they offer their services: Globally
Year founded: 1987
Total staff: 1,000+
SpotMe certified: No
Live event management: Yes
Virtual event management: Yes
Hybrid event management: Yes
Description:
MCI Group is an independently owned agency, headquartered in Geneva and with offices in more than 30 countries. They have been building creative solutions since 1987 and developing events with “the feeling of live and the power of virtual, combined.”
MCI Group helps deliver a variety of events including:
- Company Anniversaries
- Galas & Awards
- Grand Openings
- Product Launches
- Entertainment and Sports Events
Just to name a few.
Using creativity and technology to engage audiences in a personal, participatory, and immersive way, MCI is creating “human-centric and multichannel touchpoint solutions to engage and bring people together.” If sustainability is of importance when choosing a hybrid event management company, MCI is also an advocate and practitioner of limiting its footprint.
McVeigh Global Meetings and Events
LinkedIn | Twitter | Instagram | Facebook
Where they offer their services: Globally
Year founded: 1994
Total staff: 80+
SpotMe certified: No
Live event management: Yes
Virtual event management: Yes
Hybrid event management: Yes
Description:
Since 1994, McVeigh Global has been providing innovative, cost-effective event management and production solutions on a global level. A significant component of this is their specialization in life science and pharmaceutical meetings, congresses, and incentives.
By creating human connections, McVeigh brings people together, both virtually and in person, to make extraordinary things happen. Some of which include:
- 2D/3D immersive environments can take a gala or tradeshow to another level
- ConnectUp, a service that rethinks speaker meetings by partnering with local restaurants to provide food delivery to all attendees
- Other hybrid and virtual engaging options to ensure audiences don’t suffer from screen fatigue
These strategic management services are some of the most refined features offered by companies on this list and certainly bring the “wow” factor to hybrid events.
Main services:
- Meeting and Event Planning
- Hotel Sourcing
- Air Travel Management
- Production Management
- Creative Development
- Incentive Management
Clients:
- International Air Transport Association (IATA)
- Global F500 Pharmaceutical
- Verizon
- Fortune 100 Pharma
Case studies:
Meetings & Incentives Worldwide
LinkedIn | Twitter | Instagram | Facebook
Where they offer their services: Globally
Year founded: 1975
Total staff: 300+
SpotMe certified: Yes
Live event management: Yes
Virtual event management: Yes
Hybrid event management: Yes
Description:
M&IW is a privately-owned, third-generation, certified Women’s Business Enterprise. They’ve been in the business for more than 50 years. They employ over 300 industry professionals across North America and in the UK. They also have strategic partnerships in Latin America and Asia.
M&IW specializes in the strategy, management, and execution of events of all sizes and types across the globe. Their unique value is theirr ability to listen, be agile, and provide flexible, customized, and creative solutions. In addition to the over 4,000 events they work on annually, M&IW specializes in enterprise program strategies across organizations.
Main services:
- Event Management
- Conferences
- Sourcing and Contracting
- HCP Compliance and Reporting
- Group Air Travel
- Apps and On-Site Event Technology
- Event Design
- Attendee Management
Clients:
- Merck
- Abbott
- Biogen
- Intel
- JLL
Viseven
Where they offer their services: Globally
Year founded: 2009
Total staff: 700+
SpotMe certified: No
Live event management: Yes
Virtual event management: Yes
Hybrid event management: Yes
Description:
Viseven is a future-inspired global MarTech Services Provider for Pharma and Life Sciences industries with more than a decade of experience. Viseven’s digital transformation center offers innovative solutions for companies of different sizes and digital maturity levels by merging marketing and digital technology expertise with innovation and strategic capabilities.
The company portfolio encompasses a wide range of cutting-edge services, including modular content, omnichannel marketing, email marketing, design services, digital production, data analytics, app development, and infrastructure solutions. Viseven’s solutions, products, and services are actively used by the TOP 100 Pharma and Life Sciences companies in more than 50 countries around the globe.
Main services:
- Modular Content Strategy and Management
- Omnichannel Content Operations
- Data insights and Analytics
- Taxonomy and Tagging
- Digital Content Factories
- Marketing Operating Models Expertise
- Content experience platform eWizard powered by Viseven
Clients:
- Biogen
- Abbott
- Bayer
- Takeda
- Novo Nordisk
Case studies:
- Orphan disease awareness campaign
- Omnichannel Marketing Case Study: 200 Subscribers in 30 Days
- eLearning Application for Pharmacists with Interactive Content
Discover the event management platform top pharma event management companies use
SpotMe is the enterprise event platform made with the life sciences and pharma industry in mind. With global customers from 10 out of the top 20 life science and pharma companies, including Johnson & Johnson, Novartis, Roche, Sanofi, and GSK, we offer a fully compliant solution that keeps HCPs engaged.
Run true hybrid, in-person, and virtual events or congresses with a branded mobile event app (or congress companion app). Give your HCPs a hyper-personalized, interactive experience they will love with activity feeds, networking, moderated Q&A, polls, gamification, customizable agendas, a meeting scheduler, and more. And make events more accessible and inclusive with live captioning, translations, and on-demand content.
Thanks to easy-to-use templates and deep CRM integrations, including Veeva and IQVIA, get consistent first-party data insights that flow into your CRM and help you drive your next best action. And with 24/7 instant support and white-glove onsite services and production services, hosting events as part of the omnichannel experience has never been easier.
To see SpotMe in action, request a demo now.
SpotMe was named a Leader in The Forrester Wave™: B2B Event Management Technology, Q1 2023. Get your complimentary copy of the Forrester wave report now.
Want to feature on our list of the best pharma event management companies?
We regularly update our list of the top pharma event management companies. If you would like to submit an application to be added to the list or would like us to update your details, please complete this form. We will review your information the next time we update it. And if you make it onto our list, we will send you a promotional kit you can use across all your channels to showcase that you are featured.
Life science event experts who contributed to this article
- Olivier Aubert (Business Development & Partnerships Director, SpotMe)
- Pierre Boesinger (Head of Sales, SpotMe)
- Antoine d’Espine (Business Development & Partnerships Manager, SpotMe)
