Regulatory changes in the pharmaceutical industry call for agile and innovative meetings and events. Working closely with our customers in pharma, biotechnology, medical devices, healthcare services and humanitarian organizations, we strive to keep up with the key trends shaping their meetings management.
Jessica Weller, Senior Director Life Sciences/Pharma, Global Strategic Customers at CWT Meetings & Events, spent two decades in travel and meetings, most recently pioneering a combined travel and meetings program for a major pharmaceutical client across 34 countries. Weller manages multiple strategic global programs helping to maintain a 98% client retention rate and 42% growth rate for M&E life sciences clients. Weller is on the Pharma Forum advisory board EMEA and US, sharing best practices and developing future trends.
We ask her to describe the changes underway and the specific needs of Life Sciences companies.
What are the leading trends in pharma meetings management?
- Flexible meetings & events
The race for personalized medicine and targeted therapies demand faster approval processes, balanced with industry-specific regulations and patient safety. Travel and meetings providers must adapt swiftly to shorter lead times and evolving scope. Flexibility is key, and scalable staffing models are critical for success.
In 2023/2024, our clients faced staffing challenges during peaks and troughs. Enter our solution: an hourly subscription model. This flexible staffing approach allowed clients to adapt swiftly, ensuring optimal resource allocation to get the service they need, when they need it, at the best cost. - AI- optimization
Data is the lifeblood of informed decision-making. The better the data, the sharper the insights. AI-driven analytics empower us to optimize and streamline management processes. In a world where most of our customers undergo internal restructuring, we must harness data to drive efficiency. Notably, 60% of our clients now juggle dual roles—travel and meetings—requiring seamless integration.
How will the meeting planning experience for Life Sciences customers evolve by 2025?
We are going to see a huge shift whereby artificial intelligence will handle most of the basic tasks for us, such as venue sourcing with oversight and control by our meetings experts to ensure accuracy and suitability. I think that in the life sciences space we will see an expectation of 100% Transfers of Value (TOV) and regulatory reporting and accuracy as it will likely be automated. A single experience, team and process will lead to the same customer experience across all lines of business.
Are sustainable events still on companies’ radars?
90% of our global client-base are interested in making their meetings and events more sustainable. We recently developed a strategy for a medical device company to plan a memorable and fully sustainable event for 120 attendees in Verona, Italy. Sustainable practices – from venue selection at walking distance from the train station to excess food donation and biodegradable packaging, were integrated into all stages of planning and throughout the supply chain. Carbon emissions were tracked through our partnership with Thrust Carbon and an industry sustainability standard (ISO 20121) was achieved for design, organization and realization of a sustainable event.
What final thoughts would you like to share about the future of meeting management in life sciences? By leveraging artificial intelligence, fostering regulatory compliance, and embracing flexible staffing models, life sciences firms can create meaningful advancements and set new standards for excellence.
Discover how CWT can help with Life Sciences and Pharma travel.
