Key Takeaways From Pharma Forum 2025

Pharma Forum 2025 in Boston brought together leaders and innovators from across the life sciences meetings and events industry.

Here’s a snapshot of some of the most relevant insights:

1. Compliance: Stay informed, stay protected

A recurring theme throughout the event was the need to stay ahead of constantly evolving compliance regulations. The message was clear: even small oversights can have big consequences and teams must be confident navigating regulatory changes across different markets.

Key reminders:

• Country-specific rules can shift frequently—regular checks are essential.
• When deviations from policy are needed, approvals must be escalated and fully documented to provide an audit trail.
• Menu pricing in foreign currencies should be logged with the exchange rate at the time of selection to account for any fluctuation.

2. Hotel industry realities: An honest dialogue

From economic pressure to staffing shortages, the industry is dealing with significant change:

• Group cancellations are increasing, particularly in destinations that rely heavily on government-related travel.
• U.S. hotels now face competition from over 2.5 million short-term rental listings, compared to 5.29 million hotel rooms.
• Ongoing staffing challenges continue to impact service delivery, particularly where immigration concerns discourage potential employees from applying or showing up for work.
• With rising operational costs and concerns over another potential recession, flexibility and partnership between hotels and planners are more important than ever.

3. Cultural awareness in global meetings

A keynote session on cultural awareness highlighted the importance of intentional, inclusive planning in global events. Misunderstandings stemming from cultural differences can impact everything from messaging to engagement.

Research presented during the session showed that cross-cultural teams with effective training outperform homogenous teams with identical resources and timelines—demonstrating the clear business case for embedding cultural competency in program design.

4. Healthcare professionals share what matters most

During the Healthcare Professionals (HCPs) panel, participants shared clear feedback on how to improve the meeting experience:

• Advance invitations are essential to allow time for proper preparation.
• Virtual meetings remain effective—particularly in the evening (5pm – 10pm), when attendance rates tend to be higher.
• HCPs are open to extending their stay at congresses for industry meetings if additional lodging is reimbursed, helping to maximize travel efficiency.

5. Collaboration in action: A case study in global program optimization

BCD M&E’s Darim Mohammed, Senior Global Account & Operations Director, presented a joint case study alongside a major pharmaceutical client and a competitor agency.

Together, the three parties refreshed a global meetings program with a focus on reducing costs, improving reporting, and enhancing customer satisfaction.

Key success factors included:

• Transparent communication and trust-building
• Clear alignment on objectives
• Regular communication cadence
• Cross-agency collaboration

Results achieved:

• $1M in cost savings
• Service level agreements realigned with measurable KPIs
• Reporting consolidated under one agency, eliminating inefficiencies
• Customer satisfaction surveys streamlined by reducing the rating scale from 1–10 to 1–5 for faster, more actionable responses

6. A patient’s perspective: Advocacy in action

Closing the final day was a moving keynote from Grace Eline, a 16-year-old cancer survivor who is now a passionate advocate for paediatric cancer awareness.

7. Rebuilding connections in a hybrid world

Beyond the sessions and speakers, the event offered valuable face-to-face networking opportunities with peers, clients, and supplier partners. In an industry that increasingly operates in hybrid or virtual formats, the value of in-person connection remains significant.

Adaptability is key

Pharma Forum 2025 reinforced a clear message for the meetings and events industry: flexibility is not optional—it’s essential. Whether responding to changing regulations, global economic shifts, or new attendee expectations, planners and partners must continue to adapt.

Originally published April 22, 2025 9:00:00 AM