Policy first, then venue
Codes of practice restrict venue type, location, hospitality standard and travel class. Sourcing that ignores this produces a shortlist your compliance team will reject, after the dates are gone.
Compliance is part of the design
Medical & Faculty Meetings
Advisory boards, investigator meetings, symposia and medical congresses run to your code of practice, with the evidence a compliance team can accept.
- Typical size
- 15 – 5,000 delegates
- Duration
- 1 – 4 days
- Audience
- Healthcare professionals, faculty, investigators, medical affairs, KOLs
- Kind of event
- Conferences
The format
A medical meeting is a normal event with a second set of rules running through it: hospitality caps, transfer-of-value reporting, faculty contracting, honoraria, and a documented separation between the science and the commercial team.
We build the event to your policy from the brief onwards. Compliance is not a review at the end — it decides the venue, the catering, the travel class, the room and what the record has to show afterwards.
How we plan it
Faculty contracting and honoraria
Contracts, fair market value, scope of work, tax treatment and the reporting record. Handled as a workflow with documentation attached, not as a set of individual arrangements.
Transfer of value, captured at source
Travel, accommodation, catering and honoraria recorded per healthcare professional as they occur, in the format the disclosure requires — rather than reconstructed from invoices in the following quarter.
Itemised billing by cost head
Accommodation, meals, travel, faculty and venue split so that each can be tested against the policy cap independently. A consolidated invoice is not auditable.
Where it goes wrong
What we look for first on this format.
Every format has a small set of recurring failures. None of them are mysterious; they are just the things that get planned last and matter most.
- 01
Venues that fail the code on location or standard
- 02
Catering that exceeds the per-head cap once service and tax are added
- 03
Faculty travel booked outside the contracted class
- 04
Attendance records that cannot evidence who was actually present
Services this format uses
The services behind it.
Programme · delegates · stage · sponsors
Conference & Congress Management
Annual meetings, association congresses and customer conferences run as one plan — venue, programme, speakers, registration, sponsors, hotels, arrivals and the helpdesk.
Register · approve · badge · support
Delegate Management & Registration
Registration journeys, approval rules, communications, QR check-in, badge printing, session capacity and a helpdesk that answers — designed as one delegate experience.
Air · ground · accommodation · movement
Corporate & Group Travel
Group air, rail, hotels, visas, transfers and manifests coordinated around the programme schedule by one travel desk that knows why each person is travelling.
Sectors that run this
Same format, different rules.
PHAPharma & Life SciencesCompliance is not a review at the end. It decides the venue, the catering, the travel class, the contracting and what the record has to show.
MEDHealthcare & Medical DevicesClinical audiences, hands-on training with real equipment, and compliance obligations that sit alongside a commercial objective.Other formats
Often planned alongside.
10 – 60 delegates
Leadership & Board Offsites
Private working programmes for boards and executive teams — the property, the arrivals, the pacing and the discretion.
200 – 2,000 delegates
Annual Conferences
Multi-day company conferences connecting plenary, breakouts, travel, hotels, hospitality and several hundred people arriving at once.
100 – 1,500 delegates
Sales Kick-Offs
The start-of-year meeting that sets the target, the message and the energy for a field organisation — content-heavy, fast-paced and unforgiving of a slow room.
Planning medical & faculty meetings? Send the brief.
Advisory boards, investigator meetings, symposia and medical congresses run to your code of practice, with the evidence a compliance team can accept.
hello@voyacircle.com