5 Things You Should Know About Medical Meetings

Each year, thousands of medical meetings and congresses bring together scientists, researchers, healthcare professionals (HCPs), and pharmaceutical industry representatives to share the latest updates.

There are many types of medical meetings, from large, annual, multi-day medical congresses and trade shows to more intimate medical summits focusing on a specific topic. Other types of medical meetings include symposia, workshops, advisory boards, and investigator meetings.

The giant of the industry is the American Society of Clinical Oncology (ASCO) meeting, held each May in Chicago. The 2025 ASCO Annual Meeting had a total of 44,900 registrants, with 35,500 attendees and 7,400 exhibitors. Attendees typically have scientific or medical backgrounds, such as scientists, physicians, and other healthcare professionals.

Following are 5 things that make medical meetings different — and more challenging to plan.

1. Many medical meetings offer CME credits.

Continuing medical education (CME) is mandatory, accredited training for doctors and clinicians to keep current with medical advancements, and a certain number of CME credits are legally and professionally required for HCPs to maintain their licenses and certifications. 

Within the U.S., the American Medical Association authorizes only organizations accredited by the Accreditation Council for Continuing Medical Education (ACCME) or by a state medical society recognized by the ACCME to designate and award CME credits to physicians.

Medical meeting organizers work with accredited providers to apply for CME credits, and manage the process of tracking attendance, collecting participant evaluations, and providing attendance certificates to HCPs.

Don't miss Skift Meetings' Backstage Briefing: Medical Meetings in 2026: What Planners Need to Know on May 27 at 11 a.m. ET. More info here.

2. There are multiple layers of compliance.

Medical meetings have their own set of rules that must be adhered to. The Physician Payments Sunshine Act requires that every meal, gift, or honorarium given to a physician be tracked and publicly reported, with the goal of increasing transparency into the financial relationships between HCPs and pharmaceutical manufacturers. 

Strict PhRMA codes govern every detail, from entertainment to accommodations. For example, meetings must be held in “modest, appropriate venues,” meaning planners are not allowed to use high-end restaurants or resorts. Pharmaceutical companies can not pay for or provide alcohol. Partners are allowed, but their participation is restricted to social events, receptions, and guest programs.

3. They must abide by meal caps.

The purpose of meal caps is to make sure that F&B at medical meetings is “modest” and “reasonable.” Each pharmaceutical company establishes its own internal meal caps and must track and report all meal spending above a certain threshold to the government. 

Certain states have their own specific caps for meals provided to HCPs. Though these are supposed to be updated to keep pace with inflation and F&B costs, they can sometimes remain in place for years, creating budgetary pressure for planners.  

4. Billing must be transparent.

Entertainment and social activities for medical meetings must be paid for directly by the HCP, which requires that they be billed separately. In some cases, entertainment can be provided and paid for by a medical manufacturer, but the transfer of value of the entertainment must be reported by the manufacturer. 

5. They’re challenging to plan.

Planners face multiple types of challenges regarding timing. There’s a push and pull between the need to share the latest scientific advancements and the fixed demands of hotel and supplier contracts, compliance, and regulatory requirements.

Virtual meetings are challenging because of the time zones of a global audience. For physician attendees, in-person conferences require that they set aside patient care to attend. On site, attendees must choose between simultaneous sessions, and sometimes can miss crucial presentations.