Medical conference organisers in India for CME conferences and investigator meetings
ICE India is a healthcare conference organiser. It plans and runs CME conferences, doctors' conferences and investigator meetings for pharma, device and clinical research companies. Faculty travel, CME accreditation coordination, registration and attendance records come with a single point of contact, end to end.
- 500+conferences managed
- 98%client retention
- 350investigators at the KlinEra meeting
What medical conference event management covers
A medical conference is planned like any large conference, with stricter rules on who pays for what and a paper trail the accrediting body can check.
HCP events under UCPMP 2024
Events for healthcare professionals planned to the Uniform Code for Pharmaceutical Marketing Practices, so your compliance team reviews one clear plan.
Faculty and speaker logistics
Invitations, flights, stay, transfers, slide collection and green-room timings for every speaker and chairperson.
CME accreditation coordination
We coordinate the application with the relevant medical council or association and keep the programme to what it approved.
Registration and attendance records
Badges with credentials, attendance by session, assessments where needed and certificates for those who attended.
Scientific halls, breakouts and posters
A main hall, parallel breakout rooms and a poster area laid out so each session has its own room, screens and timekeeper.
Exhibition and live broadcast
Booths for pharma and device exhibitors beside the halls, and a satellite link for live surgery, as for DePuy in Goa.
How ICE India runs CME event management
The same sequence for a 100-doctor CME evening or a 350-delegate meeting.
The brief and the compliance check
We agree the aim, the audience, the month and who is funding. Your compliance team confirms what the programme may include.
Faculty and scientific programme
You set the scientific content. We confirm speakers within the 1:10 cap, collect slides and build the hall, breakout and poster schedule around them.
Venue and rooms
We shortlist hotels and convention centres in India for hall capacity, breakout rooms, exhibition space and quiet working areas.
Accreditation
We coordinate the application with the medical council or association and keep the final programme to what it approved.
Registration and travel
A registration system captures each delegate's details, credentials and needs. Faculty travel is booked. Delegates arrange their own.
On the day and after
Badges, attendance by session, assessments and certificates run from the desk. The records go to you after the meeting.
Medical conferences we have run
J&J DePuy: a CME conference in Goa
Three days for 250 orthopaedic surgeons from 30+ cities, with two live surgeries from Europe and an exhibition. Held in February 2016, before the 2024 code.
KlinEra and Akero: an investigator meeting
350 investigators flown in from 20+ cities on group fares, 1,400+ printed documents, and attendance, assessment records and certificates for every delegate.
Vibcare Pharma: a dealer meet in Goa
A four-day channel partner meet for a pharma company: arrivals from several cities, a business session and an awards gala.
Which medical events does ICE India run?
Healthcare meeting management starts with the kind of event. Most briefs fall into one of three. The kind decides the guest list, the records and who may fund travel. A partner meet for a pharma company's own distributors is a different event, planned on the dealer meets page.
| Event | Who comes | What the plan must settle | Proof |
|---|---|---|---|
| CME conference or doctors' conference | Specialists and general practitioners, often with spouses | Accreditation, faculty, scientific halls, exhibition, and who may fund travel | J&J DePuy, Goa (below) |
| Society or association meeting | Members of a professional body | Parallel tracks, poster sessions, registration categories and sponsor visibility | Planned the same way as a CME conference |
| Investigator meeting | Doctors and researchers on a clinical trial | Group travel, training records, assessments and handbooks that change late | KlinEra and Akero (below) |
How we keep a doctors' conference within UCPMP 2024
We plan to the March 2024 code (opens in a new tab) and its 1 September 2025 consolidated version (opens in a new tab), and your compliance team has the final say.
- The code check
- Your compliance team confirms at the brief what the code covers and what the programme may include.
- Faculty travel and stay
- Travel and hotel stay are booked for speakers at a CME or CPD programme. Delegates arrange their own.
- Speakers within 1:10
- The faculty list stays within one speaker to ten participants.
- Venues in India
- CME and CPD events are held in India, never at a foreign location.
- Records kept
- Attendance, the faculty list, how speakers and participants were selected and the spends go into your compliance file.
How does CME accreditation work in India?
Medical councils award CME credit, and their rules differ from state to state. As an example, the Gujarat Medical Council's CME guideline (opens in a new tab) gives 1 credit point for a two-hour CME, 4 for a one-day conference and 12 for three days. Its organiser must apply with the speakers' names and talk durations, and give the council the date at least 15 days ahead. Certificates go only to delegates who attended, and the council gets a report within ten days, listing attendees with their registration numbers and signatures.
That report is the registration desk's job. ICE India coordinates the application with the council or association you name, and builds attendance capture into registration from the first day.
Frequently asked questions
What does a medical conference organiser do?
A medical conference organiser, also called a healthcare conference organiser, runs the venue, faculty and speaker logistics, registration, scientific halls and poster sessions, CME accreditation paperwork and attendance records. ICE India gives you a single point of contact, end to end, so your medical team decides the science and we handle the event. See conference management for the wider service.
How does ICE India plan for UCPMP 2024?
ICE India plans events for healthcare professionals to the code, with Department of Pharmaceuticals clauses 6.2 and 8.2 to 8.4 covering CME, travel and hospitality. The steps run from the brief to the records kept afterwards. Your compliance team reviews the plan before anything is booked.
Can a pharma company pay for doctors' travel and stay?
Under UCPMP 2024, travel facilities and hospitality such as a hotel stay or resort accommodation are allowed only for a healthcare professional who is a speaker for a CME or CPD programme. Delegates are not covered. Cash or monetary grants to doctors are barred altogether. Read clauses 8.2 to 8.4 of the code with your compliance team.
How many speakers can a CME conference have?
Under clause 6.2 of UCPMP 2024 as amended, the ratio of speakers to participants at a CME, CPD, conference, seminar or workshop held in India is kept within 1:10. A meeting of 150 participants can have up to 15 speakers. ICE India builds the faculty list to that cap and keeps the selection procedure on record.
How is CME credit decided in India?
The medical council or professional body that accredits the programme decides. Rules differ, and councils usually ask for the programme, speaker names and durations in advance, then a list of attendees afterwards. ICE India coordinates the application and records attendance by session, so the report is ready when the council asks.
What is an investigator meeting, and how does it differ from a CME conference?
An investigator meeting trains the doctors on a clinical trial in the protocol, safety data and their duties. It is short, runs without a leisure extension and needs assessments and attendance records. KlinEra brought 350 investigators together for Akero's trial, and ICE India handled the travel, handbooks and records.
Can you run a CME conference abroad?
Not for an event under UCPMP 2024. The code prohibits CME and CPD events at foreign locations. ICE India plans these meetings in India, in cities and resorts such as Goa, Mumbai and Gurugram, with a delivery team on the ground.
How much does a medical conference cost?
There is no fixed rate. Cost depends on the number of delegates and faculty, the city and hotel category, the length of the programme, the exhibition and any live broadcast. ICE India quotes against a written brief and lists each cost area separately, so you can see where the money goes before anything is booked.
Plan it further
- Guide
What to put in an event brief
The five questions an agency needs answered before it quotes.
- Service
Event logistics
Delegate travel, registration and transfers at scale.
- Destination
Corporate events in Goa
Venues, flights and noise rules for a resort conference.
Related services
Conference management
The full conference service: venue, AV, registration, hotels and travel for business and association events.
Dealer meets
Partner, distributor and franchisee meets, including pharma channel partners.