Pharma Congress Technology.
Compliance Built In.

HCP-only access

Pharmaceutical congresses cannot use a public registration link. Every HCP receives a personalized, single-use invitation URL linked to their individual record in Cvent. This means registration data is pre-populated, the attendee type is set correctly from the start, and there is no risk of unauthorized individuals self-registering and appearing in the compliance records.

We manage the full invitation cadence: initial send, reminder sequence, deregistration handling and late-registration flows for HCPs who respond outside the standard window.

CME and CPD accreditation

CME credit tracking requires attendance data at the session level, not just a congress check-in. Accreditation bodies typically require documented attendance for a minimum proportion of each session, with timestamps. We configure QR scanning at individual session doors, or deploy Crowd Connected BLE beacons for passive detection, depending on whether active check-in is acceptable for the accreditation standard in question.

Post-event, certificates are generated automatically for each HCP based on the sessions they attended, in the format specified by the accreditation body.

Transfer of Value reporting

Sunshine Act and equivalent European ToV reporting frameworks require that hotel accommodation, meals and other benefits provided to HCPs are individually tracked and reported. This means housing cannot be managed in a spreadsheet separate from the registration system: it must be linked to the individual HCP record from the moment of booking.

We configure the Cvent housing module for this purpose and produce ToV data exports in the format required by the relevant national framework after the congress.

GDPR and data governance

Pharma congresses involve sensitive personal data: healthcare professional records, prescribing data in some cases, and health information if dietary or medical requirements are collected. The data handling terms need to be agreed before the registration system goes live, not adapted after the fact when a data protection officer asks questions.

We work within agreed data processing agreements, configure appropriate retention and deletion schedules, and can provide the documentation that internal legal or compliance teams need before approving a new technology partner.

Multi-venue and multi-day programmes

Pharmaceutical congresses often run across multiple days with pre-congress symposia, satellite meetings and parallel tracks spread across several halls or rooms. Session tracking in this environment is complex: beacons need to be calibrated for each space, QR scanners need to be correctly mapped to sessions, and the data needs to be reconciled correctly when the same HCP attends sessions in different venues or sub-tracks.

Annual programmes

The best pharma congress technology setups improve year over year. When the same team handles the same annual congress, the configuration is refined rather than rebuilt, the compliance documentation is already approved, and the on-site operation runs on a known script. Most of our pharmaceutical clients have worked with us across multiple consecutive annual programmes. The efficiency this creates is real and measurable.