Pharmaceutical Meeting Planners are not like the rest. With the recently implemented Sunshine Act, other regulations, and an ever changing industry, it can be difficult to understand exactly what they need from you. Their busy schedules and strict budgets keep them coming back to hotels that are knowledgeable and easy to work with when planning meetings.
So what can you do to draw them to your hotel?
1. Understand Their Pain
Pharmaceutical meeting planners are held to very high standards due to rules and regulations in the marketplace. Their level of reporting is extremely detailed, and in turn, you should be able to parallel this. They may have more questions and concerns than typical meeting planners, so be open and available to answering all of these.
2. Pharma Friendly Billing
Planners for medical meetings need to see all per-attendee charges for their meetings. This ranges from room charges, audiovisual services, meals, and anything else that was a part of the event. Real time reporting is crucial due to the Sunshine Act, and planners need their bills immediately in case of an audit.
3. Reporting Ability
Be able to give planners the data they need about the medical meetings they have with you. This may be in much greater detail than what other customers ask for.
4. RFP Responsiveness
Sometimes booking windows are very short for pharmaceutical meeting planners. Make sure that you fully address their needs and respond quickly and completely!
5. Flexible Food and Beverage Offerings
Many rules and regulations are in place for food and beverage options. Also keep in mind- people in this industry are often very health concious. Planners will look for flexibility when it comes to creating their menu.
6. Contractual Liability
Contract details are extremely important to pharma meeting planners. Make sure you offer rebook clauses, consider waiving resort fees, give full disclosure of other groups in house, and be flexible with attrition.
Putting It All In Place
By offering flexibility and being knowledgeable of pharma rules and regulations, these meeting planners will be lining up to book in your hotel. Work with the planners to make their lives easier, and they’ll keep coming back. Remember- people talk- and word of mouth can be your best advertising in the medical meeting industry!
If you’d like to learn more about understanding the pharmaceutical industry and selling strategically to them, sign up for Knowland’s upcoming industry webinar on the topic!