The Role of Medical Science Liaisons in Medical Affairs Booth Support at Regional Conferences

Purpose and Context

Regional scientific conferences serve as accessible, cost-effective venues for fostering meaningful scientific exchange among healthcare professionals (HCPs). When Medical Science Liaisons (MSLs) participate in Medical Affairs booths at these events, they play a pivotal role in building local connections, facilitating evidence-based conversations, and contributing to the overarching mission of Medical Affairs: advancing science and improving patient outcomes through education and collaboration.

This article presents a practical framework for MSLs to support Medical Affairs booths at regional conferences—highlighting alignment with Medical Affairs goals while upholding scientific integrity and compliance standards.

Defining the Medical Affairs Booth

At medical and scientific conferences, a Medical Affairs booth serves as a neutral, non-promotional space for sharing scientific information. Unlike commercial exhibits, which may focus on product promotion, these booths are designed to educate and promote dialogue among attendees, without influencing clinical decision-making.

Subject to local regulations, company policy, and compliance approval, common materials used in support of booth activity include:

Peer-reviewed reprints or journal articles.
Approved scientific posters and presentations.
Therapeutic area summaries and research updates.
Information on ongoing or planned research initiatives.

Regional Booth Set-Up:

Medical Affairs booths at regional meetings often rely on simple, compliant setups—such as tablecloths with company logos, banners, and approved tabletop signage—offering an efficient, low-cost approach while maintaining high visibility and a professional appearance.

Identifying and Selecting Regional Conferences

MSLs can identify target conferences by reviewing local or regional chapters of relevant professional societies. Selection criteria should be guided by therapeutic area relevance, audience composition, and the potential for meaningful scientific engagement. Before committing resources to a booth, it’s often helpful to attend a conference as an observer. This allows MSLs to assess the relevance of the audience, the quality of sessions, and the potential for networking, ensuring the event aligns with Medical Affairs goals.

MSL Responsibilities: Before, During, and After the Event

MSL involvement spans the entire conference lifecycle, with responsibilities tailored to maximize scientific impact and compliance.

Before	During	After
Review the agenda, speakers, and attendee list to identify key contacts. Align internally with Medical Affairs and compliance teams on booth objectives, key communication points, and approved materials. Notify relevant HCPs of booth’s presence to encourage visits, where appropriate.	Staff the booth to provide scientific and evidence-based information and responses. Document interactions and insights according to company policy. Identify opportunities for follow-up engagement.	Send thank-you emails and address any outstanding scientific inquiries promptly. Log and analyze insights, emerging trends, unmet needs, and collaboration opportunities. Share findings with appropriate stakeholders to inform strategy and future activities.

Strategic Value of Regional Booth Support

Regional booth participation offers benefits that extend beyond immediate interactions:

Local Engagement: Regional events give MSLs a chance to connect with clinicians in their own territories, offering insights into local practice patterns and challenges.
Building Scientific Relationships: Face-to-face conversations at the booth help establish MSLs as trusted scientific partners and opens the door for ongoing engagement.
Insight Generation: Conferences provide valuable opportunities to capture real-time feedback on evolving clinical practices and emerging data.
Expanding Networks: Regional booths often attract early-career clinicians, local thought leaders, and potential investigators—valuable contacts for long-term collaboration.
Reinforcing Non-Promotional Roles: By maintaining a clear separation from commercial activities, booth participation enhances trust through demonstrated compliance and transparency.

Alignment with Medical Affairs Objectives

MSL booth support for regional booths directly contributes to Medical Affairs goals, including scientific exchange, insight generation, and mapping of local HCP networks. It can also aid in identifying potential advisors, speakers, or research collaborators. Ultimately, it reinforces Medical Affairs’ commitment to compliant, high-value field engagements that prioritize education and scientific evidence over promotion.

Conclusion

Regional conferences offer MSLs a unique opportunity to engage with local clinicians, share scientific knowledge, and gather insights that can shape future strategy. When approached thoughtfully, booth participation strengthens relationships, builds trust, and reinforces the identity of Medical Affairs as an independent, respected scientific partner – distinct from commercial endeavors and focused on advancing science for better patient care.

Best Practices for Booth Success

Category	Key Takeaways
Preparation	Confirm booth logistics and setup requirements early. Ensure all materials are approved and compliant. Coordinate with internal teams on FAQs, key literature, and communication guidelines.
Engagement	Keep conversations focused on science and education. Use open-ended questions to learn about clinical perspectives. Avoid any promotional or product-related messaging.
Documentation & Follow-Up	Collect contact information in accordance with privacy and compliance standards. Summarize and share key insights with relevant stakeholders. Plan follow-up scientific exchanges where appropriate.

The processes and practices described in this article reflect the author’s experience as a United States–based Medical Science Liaison. In the U.S., Medical Affairs booths at regional conferences are distinct from commercial booths, and MSL participation is subject to internal approval from Legal and Ethics and Compliance. Practices may vary by company or country, and readers should consult their own organizational leadership, legal, and compliance teams regarding appropriate booth engagement at regional meetings

Disclaimer: The processes and practices described in this article reflect the author’s experience as a United States–based Medical Science Liaison. In the U.S., Medical Affairs booths at regional conferences are distinct from commercial booths, and MSL participation is subject to internal approval from Legal and Ethics and Compliance. Practices may vary by company or country, and readers should consult their own organizational leadership, legal, and compliance teams regarding appropriate booth engagement at regional meetings.
CoPilot was used for assistance in the initial draft language refinement and flow.

About the author:

Anna Frank, PA-C

Anna Frank received her B.S. in Health Sciences from Clemson University and her M.S. in Physician Assistant Studies from Albany Medical College. She practiced clinically as a physician assistant in transplant for nearly 8 years at Duke University Hospital and then MedStar Georgetown University Hospital. She has prior leadership and management experience having served as both the Director of the Transplant APP Fellowship Program at Duke and the Inpatient Lead APP at MedStar Georgetown. She transitioned into a healthcare industry role as a medical science liaison in 2022. She previously supported two transplant diagnostic companies with assays using cell-free DNA and gene expression testing to help predict rejection risk in transplant recipients. She joined the Purdue Pharma MSL team in July 2023, where she supports the company’s public health initiatives with a focus on opioid overdose.

She resides in Charlottesville, VA with her husband Mikel, their four children: Maeve (7 years old), Maren (4 years old), Tobin (2 years old), Millie (9 months old) and their two doodles, Duke and Sophie.