Pharmaceutical event managementHCP events that pass compliance.
Invitations to healthcare professionals that pass the codes: attendance, meals and program on record per attendee. AirLST keeps invitation, consent and scan on the same guest; what goes beyond that, we build in the project.
- 1Attendance at the scan
Every participant is recorded at entry with a timestamp, not just registered.
- 2No companions
The registration does not offer a companion, so invitations stay within the rules.
- 3Program and attendance on record
What took place and who was there sits on one record per participant.
What decides what is allowed at HCP events
Four rules every invitation to healthcare professionals goes through. The first applies in the US; the others apply to events in Europe, which international companies run as well.
Open Payments: transfers of value per physician
Manufacturers report payments and transfers of value to physicians to CMS, for 2026 from 13.82 USD per payment or 138.13 USD per year. Meals, travel and fees at an event must be attributable to each physician.
Source: CMS Open Payments: data collectionEFPIA Code: disclosure in Europe
Transfers of value to HCPs in Europe are disclosed within six months, kept public for three years, and the records are retained for five years; events count as registration fees and travel and accommodation.
Source: EFPIA CodeAttendance and program documented
The German FSA Code requires attendance and the program as delivered to be documented; travel and accommodation only for events of a clearly scientific nature, no entertainment.
Source: FSA Code 2024, section 20 (German PDF)No guests, modest meals
European codes exclude accompanying persons except for illness or disability; meals must be modest and their occasion documented. For medical devices in Germany, the guide value is 75 euros per meal.
Source: AKG Code, May 2025 (German PDF)These summaries are not legal advice; what counts are the codes your company has signed up to and your compliance team. How AirLST processes data is described in the Trust Center.
Who invites, who checks, and what each one needs
How do I show the event was scientific?
With the agenda on the event website and attendance per attendee at the scan, both on the same guest record.
Event websitesHow do I know no guest came along?
If registration offers no companion step, there are no companions; consents are signed on the guest record.
Event registrationHow do I run 30 events a year?
With templates in the corporate design and allocations per sales rep; medi does it with 4,500 attendees.
medi case studyHow do I hand data over to compliance?
The guest list holds invitation, RSVP and attendance per guest; a Salesforce connector is standard, other systems we connect in the project.
IntegrationsTypical events in pharma and medtech
How each event runs in AirLST is on the linked page. Here is why it comes up in this industry.
What the industry requires and how AirLST delivers it
Standard means it is in the product and documented on the feature page. Custom build means AirLST builds it for you in the project; scope and effort are part of the conversation.
| Requirement | Standard | Custom build | More |
|---|---|---|---|
| Attendance per attendeeAirLST records attendance per attendee at the scan; shows and no-shows appear on the guest record in real time. | – | Check-in app | |
| Agenda on the event websiteAgenda, speakers and venue as pages of the event website, closed to invited guests. | – | Event websites | |
| No guests of HCPsRegistration contains only the steps you include; without a companion step there are no companions. | – | Event registration | |
| Signed consentsConsent to disclosure by name or to photography signed digitally and stored on the guest record. | – | Event access control | |
| Sponsorship notice in invitation and agendaInvitation and agenda are built in your design; the sponsorship notice sits where your compliance team wants it. | – | Invitation emails | |
| Allocations per sales repEach rep invites against an allocation; head office sees the total. | – | Guest list | |
| Salesforce connectionREST API and a Salesforce connector, so attendance and status reach the CRM. | – | Integrations | |
| Meals per HCP with amount and occasionRecording meals per guest with amount, occasion and country thresholds is a custom build by AirLST. | – | Custom development | |
| Transfer-of-value exportAn export of transfers of value per physician for Open Payments or by EFPIA category, with consent status, is a custom build by AirLST. | – | Custom development | |
| CME credit captureCapturing education credits by barcode with signature and reporting them to the accreditation body is a custom build by AirLST. | – | Custom development | |
| Veeva connectionSyncing with Veeva CRM is a custom build through our integration services. | – | Integration services | |
| Retention and deletion periodsFive-year archives for records and configurable deletion periods per data type are a custom build by AirLST. | – | Custom development |
Security and data protection
- TISAX-assessed
AirLST has been assessed under TISAX, the information security standard of the automotive industry.
TISAX at AirLST - Hosted in Germany
The platform runs on Amazon Web Services in Germany. The AWS infrastructure holds ISO/IEC 27001, SOC 2 and BSI C5; these are certifications of our hosting provider, not of AirLST.
Data hosting - GDPR and DPA
Processing follows the GDPR, with a data processing agreement; the current list of subprocessors is provided with it.
GDPR - Signed at the guest
Consents and NDAs are signed digitally and stored with the guest record; the entrance sees at the scan whether the signature is there.
Event access control
Tickets and fees are paid in the registration form through Stripe, Mollie or PayPal. Revenue goes straight to your account; card data stays with the provider.
Event ticketingHow pharma and medtech companies typically set up AirLST
- 01
Registration without companions
Only the steps the codes allow; no companion step.
- 02
Required HCP fields
Specialty, institution and license or education number as registration fields.
- 03
Consent to disclosure
Digital signature in registration, stored on the guest record.
- 04
Agenda on the event website
Agenda and speakers as a page for invited guests only.
- 05
Attendance by scan
QR code check-in at the entrance; attendance appears on the guest record in real time.
Used by pharma and medtech companies
Merck, Hexal and Erbe Elektromedizin are confirmed customers on our logo wall. More cases with figures under manufacturing.
Sponsored education is routine
In Berlin, about 13 percent of the 18,441 accredited continuing education events in 2022 were sponsored by industry (Medizinischer Dienst, German PDF). In the US, every payment and transfer of value to physicians above the threshold is reported publicly through Open Payments (CMS).
Attendance, not registration
European codes require attendance and the program as delivered to be documented (FSA Code, section 20). An RSVP does not prove that someone was there. That is why AirLST records the scan on the guest, not just the registration, and keeps the program on the event website attendees saw.
Registration is an intention. The scan is the proof.
Disclosure needs data per HCP
Open Payments and the EFPIA Code both report transfers of value per recipient (EFPIA Code). For the event this means fees, travel, accommodation and meals have to be attributable to each physician, together with consent to disclosure where the code requires it. AirLST keeps consent and attendance on the guest as standard; the evaluation per physician we build in the project through custom development.