New Circular on Scientific Events

On April 16th, 2025, the National Organization for Medicines (“EOF” as per its Greek acronym) issued and published on its website the highly anticipated new Circular on scientific events under prot. no. 45560/16.04.2025. The new Circular amends the relevant regulatory framework and provides for an exhaustive list of scientific events categories and restrictions. The most noteworthy provisions are summarised as follows.

1. Specific periods of prohibition for conducting scientific events have been reinstated, namely from July 10th to August 20th and from December 20th to January 10th.
2. New circulars will be issued for veterinary medicinal products and medical devices. However, until the issuance of such circulars, the Circular under prot. no. 45560/16.04.2025 will apply for such products as well.
3. The new definition of scientific events includes congresses, one-day conferences, two-day conferences, seminars, continuing education courses, webinars, as well as all forms of training and educational programs which:
   • are conducted in Greece or abroad;
   • have a purely scientific content directly or indirectly related to products falling under the responsibility of EOF;
   • receive funding from companies of EOF regulated products, and 
   • are organised by:
     • Public bodies, including: Higher Education Institutions, public hospitals (clinics, laboratories, etc.), and Primary Healthcare Units;
     • Non-profit scientific societies and foundations, legal entities under public law or under private law, associations of health scientists, and scientific organizations of any legal form with a non-profit character;
     • Private healthcare institutions;
     • Companies of EOF regulated products.

4. The maximum number of scientific events organised annually by companies of EOF regulated products is reduced to forty (40) in total, calculated on a calendar year basis.
5. The duration of scientific event programs organised by companies of EOF regulated products may range from a minimum of four (4) hours per day to a maximum of three (3) days, with the possibility of up to three (3) overnight stays.
6. Patient information events on specific medicinal products are not permitted, although public awareness campaigns on the prevention, diagnosis, and treatment of diseases are allowed upon the submission of a relevant request via EOF’s platform.
7. Medical devices companies are explicitly allowed to organise patient training events on the use of their products, provided that (a) patients already have such products sand (b) relevant requests have been submitted via EOF’s platform.
8. Patient and public information events on issues related to the prevention, treatment, and rehabilitation of specific diseases or medical conditions, organised by Patient Organizations, do not require the submission of a request or notification to EOF. However, financial support of such patient and public information events is subject to EOF’s approval. Financial support from companies of EOF regulated products is, in general, prohibited, except in cases where such financial support is justified. In any case the financial support shall not exceed the amount of €5,000.
9. It is explicitly specified that requests for the organization of veterinary events in Greece and/or the participation of HCPs in such events are not subject to limitations regarding the number of events, the number of participating HCPs, or any time restrictions for the submissions. 
10. Healthcare Organizations (HCOs) may organise:
    • one (1) national conference with a maximum duration of up to four (4) days and up to four (4) overnight stays, provided that the topics correspond to the recognised specialties and subspecialties of the National Council for Health Specialties (“KESY”) and the HCO has been operating for a duration of four (4) years or more, with proven scientific and educational work; and
    • up to three (3) scientific events with a duration ranging from two (2) to three (3) days.
11. The sponsorship limits for events organised by HCOs and by public entities as well as for co-organization of an international scientific event in Greece have been adjusted.
12. New provisions and restrictions on course series, seminars series, satellite symposia and satellite lectures as well as webinars have been explicitly established.
13. New accommodation and meals limits have been set for scientific events and advisory boards.
14. No later than eight (8) calendar days prior to the start date of the scientific event or advisory board, companies of EOF regulated products shall submit via EOF’s platform requests for the organization of a scientific event or advisory board and the participation of HCPs in scientific events or advisory boards. The request concerning HCPs participation shall include the full name of the HCP, his/her social security number, his/her medical specialty, his/her institution/employer, the cost per HCP and any applicable exemption.
15. The details for the organization of international scientific events shall be entered into and may be modified via EOF’s platform up to fifteen (15) calendar days prior to the event’s start date.
16. The participation percentage of medical residents in international events has increased to 25%. 
17. Each company may submit requests for up to f ive (5) advisory boards per pharmacological category (up to the 3rd level of the ATC classification) per year, with an annual (calendar year) limit of twenty (20), concerning approved or investigational medicinal products and therapies, within Greece. Meetings may be conducted either in person or virtually. The number of experts per meeting may not exceed ten (10), and each expert may participate up to two (2) t imes per year per company for meetings taking place in Greece.
18. Cancellation or replacement of an HCP’s participation is permitted via EOF’s platform no later than five (5) calendar days prior to the start date of the scientific event or advisory board. The cancelled participation of the HCP will not be counted in the relevant participation limits.
19. EOF shall publish on its website the details of all scientific events that take place in Greece (organiser’s name, event topic, location, time and budget amount).
20. Any and all requests submitted via EOF’s platform serves as solemn declaration as per Law 1599/1986.
21. EOF shall impose a prohibition on entities that infringe the applicable disclosure requirements (either by submitting inaccurate declarations or by failing to submit them altogether) preventing them from: (a) organizing scientific events or advisory boards; or (b) providing sponsorships, for a period of one (1) year, and in the case of a repeated violation, for two (2) years.

In light of the above, it appears that the new circular introduces a modernised regulatory framework, revising prior provisions, particularly with regard to sponsorship, participation, and associated limits and establishing, for the first t ime, clear principles and restrictions on course series, seminar series, satellite symposia, satellite lectures, and webinars. EOF’s approach seems to focus on strengthening oversight, ensuring uniformity in the management of scientific events, providing more clarity and aligning with evolving industry needs.

Please note that this Newsletter is intended for informational purposes only and does not constitute legal advice. Should you require further information or assistance, Kyriakides Georgopoulos Law Firm would be pleased to support you.