Speaker management software for pharma, biotech and medical device teams that run speaker programs without a big in-house operations team. Zvent.ai, built by ZHM, puts meeting requests, approvals, speaker contracts, spend and Sunshine Act reporting in one place. Every step leaves a record you can show an auditor.
Start free with up to 10 meetings in your first year. No onboarding fee.
Why teams move speaker management off spreadsheets
Most smaller teams start with email, spreadsheets and a shared drive. It works for a handful of programs. Then a rep books a speaker without approval, a contract sits unsigned, a meal goes over the cap, and in March someone rebuilds a year of payments for the Open Payments report.
Speaker management software fixes that by making the right step the easy one. Requests follow your approval rules. Contracts are created and stored in the system. Spend is checked against your limits as it happens. When reporting season comes, the data is already there.
How Zvent.ai runs a speaker program, step by step
- Meeting request. A sales rep submits a program request through a simple form. It follows the approval chain you set, for example manager, then compliance.
- Speaker and contract. Pick a speaker from your roster. Build, approve and store the speaker contract digitally, so nobody chases signatures by email.
- Program setup. Set the venue, format (live, in-office, virtual or hybrid) and budget. Zvent.ai creates a branded registration page and calendar invites, and gives the speaker the approved deck and program details.
- Spend controls. Track food and beverage, travel and speaker fees against the caps in your policy before a program runs, not after.
- Attendance. Record who attended with sign-in, so you can check attendees against your rules.
- Payments and transfers of value. Every meeting, honorarium and transfer of value is logged as it happens.
- Reporting. Generate Sunshine Act and Open Payments-ready reports on demand. Every action has an audit trail.
Open Payments rules still apply to you as the manufacturer. Zvent.ai gives you clean, complete data to report from.
One system, a view for each role
Each person sees what they need, and nothing they shouldn’t:
- Sales reps submit requests and follow simple, task-based steps.
- Managers approve requests and see their team’s programs.
- Speakers get program details and approved slide decks.
- HCP attendees register and get calendar invites.
- Event planners handle logistics, budgets and vendors.
- Compliance officers pull reports on transfers of value, honoraria and attendee sign-offs themselves.
- Leadership sees aggregate spend and program performance on live dashboards.
Workflows are set up for your SOPs without coding, and the ZHM team configures them with you during onboarding.
Built for compliance from the first request
Speaker programs carry real compliance risk. The OIG Special Fraud Alert flags problems like lavish venues, repeat attendees and payments above fair market value. Zvent.ai doesn’t replace your compliance team. It makes your rules easier to follow and easier to prove.
- Approval chains stop programs going ahead without sign-off.
- Spend caps on meals, travel and fees catch overspending early.
- Multi-meeting validation helps flag repeat attendance across programs (add-on).
- NPI registry lookups help confirm HCP details (add-on).
- Audit trails record who did what, and when.
- Transfers of value are logged as they happen, ready for reporting.
For the rules behind these controls, see our guides to the PhRMA Code on speaker programs and speaker honoraria processing.
Integrations and security
Your data sits in a cloud platform with encryption and disaster recovery. Each client’s data is kept separate. Single sign-on, DMARC email authentication and a custom domain are available
Pricing
Zvent.ai pricing is based on how many meetings you run. There’s no minimum program size and no onboarding fee.
| Plan | Best for | Price | Includes |
|---|---|---|---|
| Zvent Lite | Fewer than 10 meetings a year | Free for the first year | Rep, manager and speaker templates, up to 5 users, 5 speaker contracts |
| Zvent SMB | Fewer than 75 meetings a year | $2,500 one-time | Custom templates and workflows, 5 users included, then $25 per user per month, $100 per speaker per year |
| Zvent Enterprise | More than 75 meetings a year | Custom | Talk to sales |
Add-ons such as sign-in sheets, speaker surveys, the compliance view and NPI registry are priced separately. See full details on our pricing page.
Software only, or software plus ZHM’s team
Some teams want the platform and run programs themselves. Others want help. ZHM has run pharma speaker programs since 2000, and our planners can take on speaker contracting, venue sourcing, meal cap tracking, event coordination, budget reconciliation and transparency reporting. Learn more about speaker bureau management.
Not sure which model fits? Read speaker bureau software vs full service or our outsourced vs in-house ROI analysis.
How to choose speaker management software
Whichever tool you look at, ask these questions in the demo:
- Can we set our own approval chains without paying for custom development?
- Does it enforce our spend caps before a program runs, or only report after?
- Can it flag repeat attendees across programs?
- What exactly does the Open Payments output look like, and who reformats it?
- Which CRM and expense tools does it connect to today, not on the roadmap?
- How is our data separated from other clients’, and what security certifications does it hold?
- What does it cost at our real meeting volume, including users, speakers and add-ons?
- Who configures it, and how long until our first program runs?
- If we need help running programs, can the same vendor provide it?
Getting started
- Demo. See Zvent.ai with your own program types.
- Consultation. We map your SOPs, approval rules and spend limits.
- Configuration. We set up workflows, templates and users. No coding on your side.
- Training. Hands-on onboarding for reps, managers and compliance.
- First program. Run it in Zvent.ai with our team on hand.
- Reporting. Review spend, attendance and transfer-of-value data from day one.
What clients say
Verrica Pharmaceuticals uses ZHM to run its speaker programs. Read the Verrica case study.
See Zvent.ai with your own programs
Book a 30-minute demo and we’ll show you a program running from request to report. Or start free and run your first meetings today.
Speaker management software FAQ
What is speaker management software?
Speaker management software is a system pharma and life sciences companies use to run HCP speaker programs. It handles requests, approvals, speaker contracts, logistics, spend and the records needed for compliance and Open Payments reporting.
Who is Zvent.ai for?
Small and mid-sized pharma, biotech and medical device companies in the US, including teams launching a first product or testing a new therapeutic area.
Is Zvent.ai really free to start?
Yes. Zvent Lite is free for the first year for teams running fewer than 10 meetings.
Does it work for virtual and hybrid programs?
Yes. Zvent.ai supports live dinner, in-office, virtual and hybrid programs. See our virtual speaker program best practices.
How is this different from an HCP engagement platform?
Zvent.ai is ZHM’s HCP engagement platform. Speaker program management is its core use.
