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Event Planning: What You Need to Know Before Planning a Medical Meeting

Posted:   February 1, 2018

Even if you have experience planning events and tradeshows, planning a medical meeting or conference offers additional challenges that need to be met in order to have a successful, productive event. Here’s what you need to know before planning a medical meeting:

The More Desirable the Location, the Better

Because medical meetings attract international delegates, choosing a meeting location that’s globally accessible can be critical in boosting attendance numbers. In addition to having direct flights and reliable transportation, by choosing a venue with proximity to local restaurants, shopping, museums, and landmarks, attendees can get the most out of their visit, especially if they’re traveling a great distance.

Plan for Continuing Education Accreditation

Because the opportunity to earn continuing medical education (CME) credits is one of the most important reasons for attending medical meetings and conferences, incorporating CME accreditation is a great way to boost registration numbers. Remember, some accreditation rules and requirements can require thorough tracking, monitoring, and evaluation, so you’ll want to make sure you’ve conducted the research beforehand.

Privacy & Security Must Be a Priority

Scientific, medical, and pharmaceutical meetings all require increased privacy and security, especially when new research is being unveiled or when clinical trial training is taking place at the event. In addition to hiring security guards and implementing cyber security policies, many venues offer “full buyouts”, so that your event is completely secure. We also recommend all meetings and events have a terrorist attack and natural disaster contingency plan in effect for the safety of all participants.

Understand Regulations and Compliance

When you’re planning medical meetings and conferences, there is an array of regulatory codes, restrictions, and legislation that may impact your meeting, especially when you have international healthcare professionals in attendance. Be sure to do the necessary research to make sure you are complying with all rules and regulations at every step of the event planning process.

At Vicki Johnson & Associates, we have experience planning medical meetings, non-profit special events, association conferences, and tradeshows. Check out our extensive list of services including Temporary Meeting & Event Staffing, Exhibit & Sponsor Sales, Supplier Management, and more!

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