Why This Matters
Congress season is a vital time for pharmaceutical companies. These events offer essential opportunities to connect with healthcare professionals, share scientific developments, and reinforce your company’s presence, but they also come with compliance risks.
The ABPI’s recent Guidance For Conferences and Events in the UK, released in April 2025, provides a guide on how to apply the ABPI Code of Practice 2024 when planning events in the UK, such as sponsoring congresses. Though this summary covers some key points, it does not replace the latest ABPI Code or any official PMCPA advice; each event may have its own nuances, so early preparation and expert review are key.
Ensure Activities Are Permitted Under the Code
Before sponsoring or participating in a congress, companies must assess whether the proposed activities would be acceptable under the ABPI Code if conducted directly. The sponsoring pharmaceutical company remains accountable for all materials and arrangements, including those handled by third parties.
As always, it is essential to determine what types of activities are happening at the congress and the expected audience. Sponsorship must not blur the boundaries between promotional and non-promotional content. Companies must not support or be associated with any activity that they could not carry out themselves under the ABPI Code.
Restrictions on Promotion to Certain Audiences
Promotion of prescription-only medicines (POMs) must be directed solely to healthcare professionals (HCPs) and other relevant decision makers (ORDMs). Under no circumstances should promotion be accessible to members of the public, including patients (even if acting as advocates or speakers), patient organisation representatives (unless they are HCPs or ORDMs), media professionals, undergraduate students, academic scientists or health economists not qualifying as HCPs or ORDMs.
Companies must ensure suitable safeguards are in place to prevent unauthorised access to any promotional materials.
Sponsorship Agreements must be in place
A clear, written agreement is not just a formality, it's essential to ensure transparency, define activities and responsibilities, and demonstrate compliance with the latest ABPI Code.
Agreements should very clearly specify that materials (e.g. slides, videos, social media content) will not be released without prior company review and approval. Delegate lists must not be requested or accepted, and the company’s sponsorship must be disclosed transparently across all relevant platforms and materials. It is essential to thoroughly check all materials in advance and on-site, as even if organisers make an error, responsibility remains with the company.
Audience Separation and Access Control
Companies must ensure that there is a clear separation between promotional and non-promotional content. This applies to physical layouts (e.g. exhibition zones, access routes) as well as virtual platforms, where control over access should be built into the system. It must be clear to attendees where promotional content is located and who it is intended for. Staff must be briefed accordingly, including on how to respond to questions and which materials may be shared with different types of attendees.
Hospitality and Venue Standards Apply
Hospitality must always be appropriate and proportionate. It may only extend to refreshments such as tea, coffee, water, and light snacks (e.g. fruit or biscuits). Entertainment, side events (such as gala dinners or sightseeing tours), or gifts are not allowed. These principles apply whether the company is hosting a stand, sponsoring a symposium, or participating in any other way.
Social Media Requires Extra Caution
Companies must take care with social media posts relating to congresses.
For further details, it is really useful to read the PMCPA Social Media Guidance.
International Congresses in the UK
Special care is needed when international meetings are held in the UK and involve medicines or indications not authorised in the UK but licensed in other major developed countries. These activities fall under the ABPI Code and may only be permissible under strict conditions. Refer to the latest ABPI Code for detailed guidance.
Final Compliance Checks
Before the event, companies should ensure all materials are approved and archived, that access controls are functioning as intended, and that internal and external stakeholders have been fully briefed.
A compliance pack of all materials should be maintained.
How MediCom Solutions Can Support Your Planning
At MediCom Solutions, we partner with clients throughout the congress/event journey, from early planning to post-event wrap-up. Our team have many years’ experiences in various pharmaceutical companies and fully understand the pressure of a busy congress/event season.
Stay Compliant, Stay Ahead
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