Managing Congresses: Meet Those Making Them Happen

In the fast-paced world of pharmaceutical and life science events, working around congresses requires dedication and passion for detail. It demands a love of travel but is also packed with policy and protocols.

We speak to three people managing congress logistics for our pharmaceutical clients at BCD Meetings & Events and find out about the benefits and appeal of a career in this exciting area.

Kuala Lumpur, Seoul, Paris, Madrid, Rio…the list of places that Carolina Turconi, Senior Meetings Manager at BCD Meetings & Events has visited through her job seems endless. Living in Milan, with plenty of time spent along the stunning Puglia coastline in Southern Italy renovating a traditional ‘Trullo’ house (a lockdown project), her job managing congresses in the pharmaceutical industry has taken her all over the world. “I’ve had the opportunity to visit destinations I would never have dreamed of going. Although now my kids are here, I’m just as happy in the less exciting cities!”

Carolina has worked for BCD Meetings & Events for 8 years, managing congresses and meetings in the life sciences sector. If you’re not familiar with the term, congresses are large scale events where professionals from pharmaceutical and life sciences industries meet to learn about new medical developments, share knowledge and connect with colleagues. Many BCD Meetings & Events customers attend these congresses to meet with their peers, customers, and colleagues, and these events play a critical role in their business strategy for marketed products.

“There are areas in events which look livelier and appealing like fashion or music,” says Carolina. “But once I tried the life sciences industry, I couldn’t go back to anything else.”

Managing large-scale events

The scale of these events is huge. Take the American Society of Clinical Oncology’s Annual Meeting (ASCO), the largest oncology congress in the world. Around 40,000 people travel to this event in Chicago every year. The Convention on Pharmaceutical Ingredients (CPHI) event in India last year saw nearly 45,000 people from 116 countries attend, with 1,400 exhibiting companies taking up more than 100,000 m2 of exhibition space. And according to the Meetings Industry Association, the largest sector for business events in the UK was healthcare and pharmaceuticals, accounting for almost a quarter of all events held each year.

Carolina focuses on ancillary meetings & events, managing logistics, sourcing venues, coordinating food and hotels, and providing on-site support. “When on-site, we start early, sometimes 5 am, and finish at midnight. It’s stressful but energising, and I’m never bored. The challenges and teamwork are rewarding, and you create incredible bonds with both the team and the guests.”

Logistics and challenges

For Anna Blankell, Senior Project Manager at BCD Meetings & Events, one of the most motivating aspects of working in life sciences congresses has been the bigger picture. “Doing what we do means healthcare professionals can attend congresses where they gather knowledge. In a way, we’re contributing to saving lives. That gives you a real sense of pride in the work.” 

Anna has worked across a wide range of events in her career. She reflects on her earlier years managing pharma meetings, where precision and compliance were just as important as creativity. “This is not just fun and games where you book hotels or restaurants. You’re enabling people to come together for insights that really matter.” 

Attention to detail, she says, is crucial. “The compliance rules are strict, and for good reason. Patients should feel secure that prescriptions are based on science, not incentives. That means no extravagant hotels, no excessive dinners. There are strict cost limits, and you have to respect them.” 

Of course, even the most carefully planned congresses bring surprises. Anna recalls preparing for a meeting in New Orleans in 2010 when air travel was disrupted by the Icelandic volcano eruption. “We had backup plans to drive from Copenhagen to Madrid just to catch a flight. We eventually made it, but then the BP oil spill happened, and [former US President] Barack Obama flew in at the same time as our delegates, which closed the airport. It was stressful, but we managed. It’s still one of my most memorable experiences.” 

Finding balance 

For Sevgi Arslan, Team Lead, Customer and Market Leader, Switzerland, for one of BCD Meetings & Events’ largest pharmaceutical clients, congresses are rewarding because of the connections they create. “It’s not just about logistics — it’s the relationships you build with clients and the satisfaction of seeing everything come together.” 

Sevgi has led teams delivering large-scale congress projects and knows the demands of the role. “You’re often managing multiple stakeholders, from registration and housing to transfers and on-site support. It requires being organised, staying calm under pressure and keeping sight of the details.” 

Like many in the industry, she values the chance to travel but recognises the toll it can take. “When you’re on site, the days are long, often from early morning until late at night. It can be tiring, so you need to pace yourself and look after your wellbeing. For me, it’s about making the most of quieter moments, whether that’s getting fresh air, exercising, or just taking time to reset.” 

Her advice for anyone starting out in life sciences congresses is to embrace the learning curve. “Be open-minded, be patient, and stay curious. There’s so much variety in this industry — every congress brings new experiences and challenges. If you’re adaptable and detail-oriented, you’ll find it incredibly rewarding.” 

Navigating industry regulations 

Event professionals need to navigate a complex regulatory landscape to ensure compliance in the pharmaceutical industry. The IFPMA Code of Practice governs how IFPMA members operate, communicate, and act to ensure ethical standards in a highly regulated industry. 

Many local and regional associations rely on the IFPMA Code as guidance for their own codes of conduct. It focuses on the members from the Pharmaceutical Company’s interaction with Health Care Professionals as well as the pharmaceutical products and their uses. This means following the guidelines around hospitality and entertainment and tracking of attendance and spend throughout the engagement. These guidelines aim to ensure industry professionals are not unduly influenced regarding medical products. 

Both government bodies and industry associations set these regulations. Carolina explains: “The numerous guidelines may seem overwhelming at first, but once you overcome this hurdle, the job becomes highly rewarding and regular training just becomes part of the role.” Anna adds that the consequences of not following the rules can be significant: “It’s not just project management — you need to be meticulous because the box you work in is very square. But once you learn how to navigate it, you can really thrive.” 

Expect the unexpected 

Unpredictability is part of congress life. Carolina remembers being stopped by excitable Americans in a hotel lift because of her accent. Sevgi has seen her share of unexpected changes too. “There’s always something you can’t anticipate — whether it’s travel delays, technical issues, or last-minute client requests. The key is to stay flexible and solution-focused.” 

Despite the challenges, all three agree the rewards are worth it. “There’s so much opportunity to grow in this field,” says Sevgi. “Once you step into congresses, you’ll find doors opening into so many different areas of events.” 

Head to our central congress management page to find out more.