By Crissy Zak, Impact Meeting Planner
As a meeting planner who works with healthcare associations, I recently took a deep dive into compliance by earning my Healthcare Meeting Compliance Certificate (HMCC) through Meeting Professionals International. The course and the accompanying textbook, “Breaking the Code to Healthcare Compliance,” offered a detailed look at the complex regulations that govern how healthcare professionals and industry sponsors can interact — especially when it comes to meetings and events.
My biggest takeaway? Flexibility isn’t just helpful when working with pharmaceutical and medical device companies — it’s essential.
One Size Doesn’t Fit All
Healthcare sponsors each operate under different internal compliance guidelines shaped by federal regulations, global codes, and company policies. A sponsorship package that’s perfectly acceptable for one drug company might be completely off-limits for another.
Often, the issue isn’t the benefit itself — it’s the language used or how it aligns with regulations like the Sunshine Act or EFPIA Disclosure Code. Even a common benefit like branded signage or hosted meals might be considered a reportable “transfer of value” — and that can create a barrier if it’s not presented appropriately.
Anticipating Compliance Needs Before They’re a Problem
Last week, a colleague and I met with a potential sponsor from a major pharmaceutical company to discuss a potential partnership for one of our healthcare-related client events. We had a sponsorship prospectus ready, but near the end of the conversation, the company’s representative mentioned he would need to run it past his compliance team.
Before he could even ask, I let him know we’d be happy to make changes. If a benefit needed rewording or removing to meet internal guidelines, we’d adjust it — no problem. He immediately told us how rare that flexibility is, and how often opportunities fall apart because associations won’t budge.
Because of what I learned through the HMCC course, I was able to anticipate this need and offer a solution upfront. It didn’t just help secure that sponsorship — it built trust for future partnerships.
How Associations Can Set Themselves Apart
To better attract and retain healthcare sponsors, associations can:
Avoid rigid, one-size-fits-all packages. Offer a menu of à la carte options so sponsors can tailor their involvement.
Use compliance-conscious language. Steer clear of terms like “VIP access” or “promotional gift” that may raise red flags.
Build in revision flexibility. Let sponsors know benefits can be adjusted to meet their internal policies.
Understand transparency requirements. Even if your association doesn’t report under the Sunshine Act, your sponsors likely do — and your benefit structure impacts their reporting burden.
The healthcare meetings space is complex, and compliance will only continue to shape how sponsors engage with associations. Flexibility isn’t a workaround — it’s a competitive advantage. At Impact, we help our clients navigate sponsorship planning with both creativity and compliance in mind, making it easier for sponsors to say “yes.”
We’re here to help
Meeting planning is hard enough, but navigating the intricacies of the evolving compliance landscape takes the difficulty to a new level. Let Impact’s team of association professionals take care of it. Our team of experts have years of experience coordinating successful, revenue-generating, engaging events for all industries and compliance needs. Submit an RFP to discover how we can help.