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December 2016
Table of Contents
2
Established Dollar Limits for Out-of-Office HCP Meals Held
in the US
35 of the 41 responding companies reported that they have established dollar limits for out-of-office HCP
meals held in the US, while the remaining 6 companies indicated that they currently do not.
23 12 35 of 41
No
6 6 of 41
Yes
23 12 35 of 41
6 6 of 41
3
Out-of-Office HCP Event Types Impacted By Meal Limits
Of the 35 companies that have established dollar limits for out-of-office HCP meals, the majority apply
these meal limits to advisory boards, speaker training, investigator meetings, and educational programs.
Q. Please indicate for which types of HCP events these meal limits apply
[select all that apply] (n = 35)
4
Breakfast HCP Meal Limits & Standards
HCP Meal Limits for Breakfast
Pharmaceutical companies indicated having an average HCP meal limit of $61 for breakfast, while
consultants/vendors reported having an average limit of $43.
Q. Please specify your organizations HCP meal limit ($) for breakfast.
(n = 35)
6
HCP Meal Limits & Tax/Service Charges for Breakfast
27 companies reported that their HCP meal limit for breakfast includes tax/service charges, while 7 others
exclude tax/service charges from this limit and 1 remaining company indicated that if it is a meeting, tax
and service charge is excluded.
Q. Does this HCP meal limit ($) include or exclude tax/service charges?
(n = 35)
Other 1 1 of 35
7
Typical HCP Meal Selection Standards for Breakfast
33 companies reported having meal selection standards for breakfast, with the majority of both
pharmaceutical companies and consultants/vendors indicating they typically provide eggs, coffee, one
meat protein, tea, fresh fruit, and juice. The 2 remaining companies indicated they have no specific food
requirements in place for breakfast.
Q. Which of the following does your organizations typical meal selection standard
include for breakfast? [select all that apply] (n = 35)
Eggs 19 10 29 of 35 Yogurt 14 7 21 of 35
No specific food
Juice 17 8 25 of 35 2 2 of 35
requirements in place
Breakfast breads 18 6 24 of 35
While the HCP meal limit for breakfast is $125 per person, we never pay that much due to budget constraints. We typically spend
Company B
between $25-$40 on breakfast (depending on the location as some locations may have higher rates than others)
Company H We also have a second breakfast limit for COLA cities of $65 inclusive
Company J Depending on location, all of the above (standard meal selection options) can be provided within our cap
Our meal limits are structured for on-site and off-site meetings and not structured by meal type (breakfast, lunch, dinner). For onsite
Company K
meals our limits are $25-$40, for offsite meals our limits are $125
Company O We have one meal limit, $135 all inclusive of tax and service. This applies to any meal provided, i.e., breakfast, lunch or dinner
If it is a continental breakfast the limit is $25 and if the event is in certain locations (such as Manhattan, New York) the spend is
Company Q
higher for a hot breakfast e.g., $65 inclusive
Company HH Limit is a little higher for certain meeting destinations, such as Hawaii
Q. Please specify your organizations HCP meal limit ($) for lunch.
(n = 35)
11
HCP Meal Limits & Tax/Service Charges for Lunch
28 of 35 companies reported that their HCP meal limit for lunch includes tax/service charges, while 6
others exclude tax/service charges from this limit and 1 remaining company indicated that if it is a
meeting, tax and service charge is excluded.
Q. Does this HCP meal limit ($) include or exclude tax/service charges?
(n = 35)
Other 1 1 of 35
12
Typical HCP Meal Selection Standards for Lunch
30 of 35 companies reported having buffet meal selection standards for lunch, with the majority indicating
they typically provide dessert, coffee, two protein choices, salad, vegetables, and tea. Of the 5 remaining
companies, 3 indicated they provide pre-fixed/plated lunches and 2 others have no specific food
requirements in place.
Q. Which of the following does your organizations typical meal selection standard
include for lunch? [select all that apply] (n = 35)
While the HCP meal limit for lunch is $125 per person, we never pay that much due to budget constraints. We typically spend
Company B
between $40-$60 on lunch (depending on the location as some locations may have higher rates)
Company E Reps are allowed to pick whatever meal contents are best for their business and customers within meal limits
Our meal limits are structured for on-site and off-site meetings and not structured by meal type (Breakfast, lunch, dinner). For
Company K
onsite meals our limits are $25-$40, for offsite meals our limits are $125
Company L We are making cans of soda and bottle water per request and billed on consumption. Talk has begun to "up" this limit for lunch
Company Q Depending on location it could be more or less e.g. Manhattan it is $100 inclusive and if it is a second tier city it is $60 inclusive
Company Y If the company offers pharma menus, we normally just select food choices to fit within guidelines, preference for buffets
Q. Please specify your organizations HCP meal limit ($) for dinner.
(n = 35)
16
HCP Meal Limits & Tax/Service Charges for Dinner
28 companies reported that their HCP meal limit for dinner includes tax/service charges, while 5 others
exclude tax/service charges from this limit and the remaining 2 companies indicated that if it is a meeting,
tax and service charge is excluded or tax/service charges excludes beer/wine, respectively.
Q. Does this HCP meal limit ($) include or exclude tax/service charges?
(n = 35)
Other 2 2 of 35
Tax/service charges
Company S
excludes b eer/wine
17
HCP Dinner Meal Limits Inclusive of a Pre-Reception
If yes, please explain
Company D
Our meal limits are all-inclusive per event
Company G We either offer a dinner b uffet or a stationed heavy reception - not b oth. Beer/wine b ar provided as well
Company H If we do a pre- reception yes it is included - it is not done often - mainly used for investigator meetings
Company J This is usually whatever property can provide or using item from b uffet menu
5 6 Company S All food and b everage tied to the event (including b eer or wine)
11 of 35
No Company T
Company U
Includes b everages & hors d'oeuvres
Company AA Total spend is $ 135 inclusive regardless of the b reakdown - reception , dinner, etc.
Company DD It is all inclusive - even includes room rental charges if there is a fee
Company FF Any meal function for dinner (reception, b ar and/or dinner) must b e less than the dinner limit
Company II If the speaker does a dinner on own, the limit is $85. If done as a reception, limit is $115
18
HCP Dinner Meal Limits Exclusive of a Pre-Reception
If no, please explain
beverages & hors d'oeuvres)? Company B We typically do not include a pre-reception due to meal limit
(n = 35)
Company L We do not offer any "pre" function as it can b e misunderstood as entertainment
Company N We do not do pre-receptions and only do hors d'oeuvres or appetizers when included
Yes
18 6 24 of 35 Company Z These are considered part of exhib it hall
19
Typical HCP Meal Selection Standards for Dinner
The majority of companies indicated they typically provide coffee, tea, vegetables, dessert, two protein
choices, starch, and salad. 10 companies indicated that they provide pre-fixed/plated dinners and 1 other
company currently has no specific food requirements in place for dinner.
Q. Which of the following does your organizations typical meal selection standard
include for dinner? [select all that apply] (n = 35)
Two companies also noted having a limit of 2 alcoholic beverages per person at dinners *Other response provided 20
Additional Commentary on HCP Dinner Limit Guidelines
Company E Reps are allowed to pick whatever meal contents are best for their business and customers within meal limits
Our meal limits are structured for on-site and off-site meetings and not structured by meal type (breakfast, lunch, dinner). For onsite
Company K
meals our limits are $25-$40, for offsite meals our limits are $125
Company N $50 limit for in-office; $100 limit for venue-based programs
Company Q Spend can be higher or lower based on location. Manhattan is $175 and second tier cities are $100
Company HH Dinner limits may be higher for certain destinations, such as Hawaii
Q. Please specify your organizations HCP meal limit ($) for a meeting break.
(n = 30*)
*31 of 35 companies indicated having a HCP meal limit for meeting breaks, however 1 of these 31 did not provide a response to this question
Q. Does this HCP meal limit ($) include or exclude tax/service charges?
(n = 31*)
Other 1 1 of 31
Q. Which of the following does your companys HCP meal limit ($) for
meeting breaks apply to? (n = 31*)
Per Break 12 6 18 of 31
Q. Which of the following does your organizations typical meal selection standard
include for a meeting break? [select all that apply] (n = 31**)
Coffee 16 10 26 of 31 Nuts 10 5 15 of 31
We do not have a set limit for breaks, we have been instructed to provide a "reasonable" break to include coffee, tea, bottled water,
Company B
soda plus one or two snack items, usually one baked item and one fruit item as options
Company H COLA is $40 inclusive - please note options are not all included at breaks just a variation of what we do
Company S Sometimes a lunch dessert is moved to the PM Break. We tend to focus on more healthy options
Depends on the length of the meeting whether breaks are offered. Some course directors only offer a beverage and some offer a
Company II
snack
Q. Do you provide continuous beverage service (e.g., coffee, tea, bottled soda/
water, etc.) all day? (n = 35)
Yes 14 8 22 of 35
No 8 1 9 of 35
Q. Does your organization have tiered dollar HCP meal limits ($) by city?
(n = 35)
9 6 15 of 35
No
14 6 20 of 35
Yes
9 6 15 of 35
14 6 20 of 35
30
Premium Meal Allowances By City
Q. Please check the cities for which your organization has a premium meal allowance above your
standard allowance and provide the % premium above your standard meal allowance for each.
[select all that apply] (n = 35)
Number of Companies: % Premium Average: % Range: % Premium Average: % Range:
Not applicable 14 6 20 of 35 -- -- -- -- -- --
Q. Please specify your organizations HCP meal limit ($) for a promotional speaker program dinner.
(please type N/A if your organization does not conduct promotional speaker program dinners)
(n = 23*)
Q. Does this HCP meal limit ($) for promotional speaker program dinners include or
exclude tax/service charges? (n = 23*)
Other 2 2 of 23
Tax/service charges
Company S
excludes b eer/wine
Q. Which of the following does your organizations typical meal selection standard
include for a promotional speaker program dinner? [select all that apply] (n = 23*)
One company also noted having a limit of 2 alcoholic beverages per person at speaker program dinners
Company E Reps are allowed to pick whatever meal contents are best for their business and customers within meal limits
Company H We usually offer a choice of 2 entrees and beer / wine is also included in the $125
Company L The Speaker trainings have the same limits as any HCP meeting
Company N This applies to venue-based programs. Our in-office programs have a $50 limit and the rep brings in the food
Company S Typically there is a menu choice for the entree (with one protein)
Company V Speaker bureau vendor, sales rep and venue decide on menu offerings within budget
Q. How does your organization manage meal costs when base-prices at a hotel/ event
venue are higher than your established HCP meal limits? [select all that apply] (n = 35)
Negotiate menu/rates 9 8 17 of 35
38
Managing HCP Meal Limit Updates
Respondents indicated that their HCP meal limits are updated at varying times across organizations.
Q. When was your organization's most recent update to your HCP meal limits?
(n = 35)
13 24 months ago 7 3 10 of 35
25 48 months ago 5 1 6 of 35
Unknown 2 4 6 of 35
39
Factors that Impact HCP Meal Limit Updates
Peer company sharing and real world hotel pricing were reported as the most common methods utilized
by responding companies to inform updates made to HCP meal limits.
40
International Meal Limit Policies
Meal Limit Policies for International Meetings
For international meetings, 14 companies indicated they apply the HCP meal limit of the most restrictive
countrys (attendee) principles/limits for all attendees, 9 manage this on a case-by-case basis, 5 apply the
countrys limit from where the meeting is being held, and 2 apply the host/sponsoring countrys meal
principles/limits.
Q. For international meetings (e.g., when the US sponsors a meeting in Spain and multiple European
countries are in attendance), what HCP meal limits does your organization typically apply? (n = 35)
Unknown 21 3 of 35
42
Additional Commentary on Meal Limit Policies for
International Meetings
We apply the host country's limit, but will have to work to get exceptions for attendees from super restrictive countries when
Company A
it's not practical to get everyone to that limit
Company B We do an extensive comparison for hotel selection as well as food and beverage limits for each meeting
Need to verify with local company and lowest common rate based on all attendees will apply. If multiple countries attend an
Company F
event, the lowest rate applies for all attendees
While some countries are restrictive to the point of not being able to provide a balanced meal, we seek the approval of our
Company J medical directors in each country for guidance and "leniency" when necessary (i.e. location selected due to program in
conjunction with congress)
We also follow FPia rules per country so "host country" applies first, then we need to look at the countries with stronger rules
Company L
(France) and perhaps offer separate dining to accommodate attendees from there
Company R Compliance must approve the meal limits for meetings with mixed audience
Lowest common denominator. We have had cases where a delegates limit is even below 60 euro. In these cases, the HCP
Company S
may be excluded from the event all together or a company representative from their country may take them out separately
44