Current Events

Meeting venues

Companies are reminded that when organizing meetings which are subject to the Code, they must ensure, inter alia, that the venue is appropriate and conducive to the main purpose of the meeting. Responsibility in this regard should not be delegated to a third party.

It follows that venues must be approved on a case by case basis according to the type of meeting to be held and the target audience. For example a venue which is suitable for a two day meeting of international thought leaders might not be suitable for an evening meeting of local GPs. Similarly, successful use of a venue does not guarantee its suitability for future meetings. Venues can change over time with regard to the facilities and/or level of hospitality offered.

Advice on advisory boards

It is acceptable for companies to arrange advisory board meetings and the like and to pay health professionals and others for advice on subjects relevant to their products. Nonetheless the arrangements for such meetings have to comply with the Code.

As with promotional meetings, the requirement that hospitality be of an appropriate standard, as set out in Clause 19 of the Code, has to be followed. The meeting should be held in an appropriate venue conducive to the purpose of the meeting.

To be considered a legitimate advisory board the choice and number of participants should stand up to independent scrutiny; each should be chosen according to their expertise such that they will be able to contribute meaningfully to the purpose and expected outcomes of the meeting. The number of participants at a meeting should be limited so as to allow active participation by all. The agenda should allow adequate time for discussion. The number of meetings and the number of participants at each should be driven by need and not the invitees’ willingness to attend. Invitations to participate in an advisory board meeting should state the purpose of the meeting, the expected advisory role and the amount of work to be undertaken.

If an honorarium is offered it should be made clear that it is a payment for such work and advice. Honoraria must be commensurate with the time and effort involved and the professional status of the recipients.

Sport and leisure venues for meetings?

The supplementary information to Clause 19.1 of the Code, Meetings and Hospitality, states, inter alia, that venues for meetings must be appropriate and conducive to the main purpose of the meeting; lavish and deluxe venues must not be used and companies should avoid using venues that are renowned for their entertainment facilities. The impression that is created by the arrangements for any meeting must always be kept in mind. Meetings organised for groups of doctors, other health professionals and/or appropriate administrative staff which are wholly or mainly of a social or sporting nature are unacceptable.

When large numbers of delegates are to be invited to a meeting it may be impossible to hold it at a business style hotel. A conference centre within a football stadium or the like may have to be used instead. Companies organising, or sponsoring, meetings at such high profile venues should be satisfied that no other venue is large enough to accommodate the meeting and that the overall impression given by the proposed arrangements would not be unacceptable in relation to the requirements of Clause 19.1. Gratuitous use of sporting or leisure venues is unacceptable. It must be the programme that attracts delegates to a meeting, not the venue. Further, companies must ensure that no sporting events take place at the venue immediately before, during or immediately after the meeting. Venues must not be used so as to knowingly take advantage of any entertainment/sport that has been organised/subsidised by a third party.