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.
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.
What this format looks like
- Typical size
- 15 – 5,000 delegates
- Duration
- 1 – 4 days
- Audience
- Healthcare professionals, faculty, investigators, medical affairs, KOLs
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.
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.
What you should get out of it
- A meeting your compliance team can sign off
- Faculty contracted and paid correctly
- Transfer-of-value records captured at source
- Itemised billing that survives audit
Services this format uses
Sectors that run this
Same format, different rules.
Pharma & Life Sciences
Compliance 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.
SectorMEDHealthcare & Medical Devices
Clinical audiences, hands-on training with real equipment, and compliance obligations that sit alongside a commercial objective.
SectorOther formats
Often planned alongside.
Leadership & Board Offsites
Private working programmes for boards and executive teams — the property, the arrivals, the pacing and the discretion.
Format200 – 2,000 delegatesAnnual Conferences
Multi-day company conferences connecting plenary, breakouts, travel, hotels, hospitality and several hundred people arriving at once.
Format100 – 1,500 delegatesSales 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.
FormatOne working day · hello@voyacircle.com
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.