Pharmaceutical industry events: compliance in the logistics

Pharmaceutical industry events carry a layer that other sectors do not: every flight, hotel night or dinner offered to a healthcare professional can be seen as an improper benefit if it does not follow clear rules. Medical congresses, symposia, advisory board meetings and sales force training all go through compliance review before any quote is requested.

At ArrowTur, which has organized corporate travel and events since 1989, we see that many compliance problems at events start in the logistics: an invitation extended to a companion, a hotel chosen for leisure, an extra night with no justification. In this article we bring together the main references for the sector in Brazil and how to turn those rules into practical decisions on travel, accommodation and programming.

The references that guide the sector

Three references come up often when planning events with healthcare professionals in Brazil:

• Anvisa Resolution RDC No. 96/2008 (in Portuguese): issued by Anvisa, Brazil’s health regulatory agency, it governs the advertising and promotion of medicines and includes event sponsorship and covering participants’ costs among the regulated practices.
• Codes of conduct of industry associations, such as those of Interfarma and Sindusfarma, which member companies commit to follow.
• The good practice protocol (in Portuguese) signed by the Federal Council of Medicine (CFM), the Brazilian Medical Association (AMB), the Brazilian Society of Cardiology (SBC) and Interfarma, covering congresses and invitations to physicians.

On top of these, many companies follow stricter global policies set by their headquarters. The rule that applies to your event is the most restrictive of all those that apply. That is why the first step is always to align the brief with the company’s compliance team.

What Anvisa requires at scientific events

Under RDC No. 96/2008, some points directly affect planning:

• Support or sponsorship for healthcare professionals to attend scientific events cannot be conditional on prescribing, dispensing or promoting medicines.
• Sponsorship of events, congresses and symposia must be clearly disclosed at participant registration and in the proceedings, when there are any.
• Speakers with ties to pharmaceutical companies must declare potential conflicts of interest in the official program and at the start of their talk.
• Organizers of scientific events that allow the advertising of medicines must notify Anvisa three months in advance, stating the venue, date and professional categories attending.
• Promotional material must be handed only to participants whose professional category is clearly shown on their badge.

For the organizers, this means deadlines (the Anvisa notice goes into the timeline), badges that identify the professional category and registration texts that make sponsorship explicit. Since regulations can be updated, confirm the current wording with the legal team before each event.

Inviting physicians: what is and is not allowed

The CFM, AMB, SBC and Interfarma protocol sets criteria that become logistics rules:

• Allowed expenses: transport, meals, accommodation and the registration fee charged by the event organizer.
• Travel class: paying for first-class tickets is not allowed.
• Dates: expenses are limited to the event period and may include the day before and the day after when logistics justify it.
• Guest only: expenses for family members and companions cannot be paid.
• Suitable venue: the setting must fit the scientific activity, with rooms and facilities for presentations. Events on cruise ships are not considered compatible with good practice.
• Choice of guests: must follow objective criteria, not only commercial ones.
• Records: receipts for expenses paid on the physician’s behalf must be kept on file.

How logistics supports compliance

A well-designed operation prevents exceptions from happening through improvisation:

• Named tickets in a defined class: tickets are issued in the approved class, with no upgrade paid by the company and no segments unrelated to the event.
• Dates locked in the system: check-in and check-out match the program; extensions at the participant’s expense are booked and invoiced separately, directly to them.
• Companions off the company’s bill: if a guest brings someone, the ticket, extra room and meals are charged directly to the guest, with separate documents.
• Choice of hotel and destination: favor cities with good flight connections and hotels with convention facilities, rather than destinations known mainly for leisure.
• No paid recreational activities in the program: tours, parties and valuable gifts do not fit the scientific purpose of the event.
• Report per participant: every expense linked to a guest, with invoice, amounts and dates, ready for audit.

Internal events and events with healthcare professionals

Not every industry event involves physicians. Sales conventions, kick-offs and training for medical sales representatives are internal events and follow the company’s policy like any other corporate meeting. The key is not to mix audiences: when an internal event hosts healthcare professionals as speakers or guests, the sector’s rules apply to them, including a formal contract, a conflict-of-interest declaration and limits on expenses.

International events also deserve attention. Congresses abroad usually involve rules from the host country and the company’s headquarters, in addition to Brazilian ones, and normally require approval further in advance.

Pharmaceutical industry events with ArrowTur

At ArrowTur, we handle the travel and logistics side of events following the compliance rules the client sets: tickets issued in the approved class, accommodation limited to the event dates, separate billing for extensions and companions, transfers, registration control and an expense report per participant, with tax documents organized for audit. We work Monday to Friday, 7 a.m. to 7 p.m. (Brasília time), with an emergency on-call service outside those hours, including during the event.

Learn more about our corporate events services and talk to our sales team on WhatsApp or by phone at +55 11 5189-4120.

Read also: How to plan a corporate event: complete checklist.

Frequently asked questions

Can a pharmaceutical company pay for a physician’s trip to a congress?

Under the sector’s references, it can cover transport, meals, accommodation and registration, without making the invitation conditional on prescribing and without paying for companions. The company’s own policy may be stricter.

Can the event be held at a resort?

The venue must suit the scientific activity, with rooms and facilities for the content. Destinations and hotels chosen for leisure tend to be blocked by compliance.

How far in advance should I start planning?

For scientific events with medicine advertising, Anvisa must be notified three months in advance. In practice, start at least four to six months ahead to allow for internal approvals.