6th Pharmaceutical Meeting Planners' Summit

Monday, November 15th

7:30 AM
Registration Opens and Breakfast for Conference Participants

8:45 AM
CONFERENCE WELCOME

9:00 AM
REGULATION INTERPRETATION AND COMPLIANCE
Update on Federal and State Regulations and Strategies for Interpretation and Compliance
Richard F. Eschle, Director, Regulatory Compliance, NOVARTIS

• Interpreting the Sunshine Act and the impact on meeting conduct and spend
• Staying on top of and complying with state regulations, specifically MA and VT
• Best practices and common obstacles when complying with PhRMA Code

9:45 AM
STRATEGIC MEETINGS MANAGEMENT
Designing, Implementing and Complying with Standard Guidelines for Planning, Conducting and Sourcing Meetings to Streamline Operations and Reduce Costs
Cindy D’Aoust, Vice President, Shared Services & Business Development, MAXVANTAGE

•  The benefits of centralizing and streamlining sourcing
  • Cross sharing data and best practices to align processes and better track meeting spend
• Outlining the different SMM models and what makes sense for which type of company
  • Evaluating the benefits of an SMMP for small to mid-sized companies
• Building an SMM SOP and gaining corporate buy-in
• Best practices for implementation and overcoming unanticipated hurdles
• What technologies help build and maintain an effective SMMP
• Gaining internal buy-in and compliance through rewards and incentive programs
• Determining who is a preferred vendor when the hotel changes ownership

10:30 AM
Networking & Refreshment Break

11:00 AM
SANOFI-AVENTIS CASE STUDY
Implementation of A Corporate Meeting Card Program to Reduce Negotiated Deposits and Increase Document Controls
Naisha Ellis, Financial Controller, SANOFI-AVENTIS US

• Defining the purpose of a corporate meeting card program
• Implementation hurdles and how they were overcome
• Overview of cost savings to date

11:45 AM
PANEL DISCUSSION: TRACKING SPEND 
Improving Capability to Accurately Budget, Cap and Track Meeting Expenses through Effective Process and Technology Implementation

• Strategies for effectively and accurately capturing and reporting HCP spend
• Implementing and adhering to spending caps
• How to use technology to compliantly budget and track meeting spend
• What technologies are available and do they comply with current reporting regulations?  

Moderator:
Jane Halligan, Global Strategic Sourcing, Senior Manager, MERCK
Panelists:
Tammy Feverston, Operations Lead, MERCK MEETING SERVICES
Gavin Houston, Executive Vice President, WORLDEVENTS
Lindsay Palmer, Meeting Planner, MILLENNIUM PHARMACEUTICALS

12:30 PM
Lunch

1:30 PM - TRACK A
INTERNAL MEETINGS
Executing Cost Effective Sales Meetings, Product Launches and Leadership Meetings
Amy Doty, Strategic Meetings Industry Expert, formerly WYETH
Venessa Garst, Independent Meeting Professional, formerly WYETH

• Strategies for ensuring the meeting objectives are met cost-effectively
• Deriving the destination site and venue selection from the meeting type
  • What sites are best for which types of meetings?
  • Examining demographics of attendees
  • The impact of the meeting’s length on site selection
• Site requirements when booking a large internal meeting
• What competitor clauses should be defined in the hotel contract for which types of meetings

1:30 PM - TRACK B
EXTERNAL, PHYSICIAN-ATTENDED MEETINGS
Effectively and Compliantly Conducting Investigator, Speaker Training, Advisory Board and other Physician-Attended Meetings
Colleen Kenney, Senior Manager, Corporate Meetings & Conventions, MILLENNIUM: THE TAKEDA ONCOLOGY COMPANY

• Complying with Sunshine Act and PhRMA Code when planning meetings for physicians
  • What types of spend and payment tracking needs to be in place
  • Restrictions on for site selection and entertainment
• State regulations:  Which state regulations have the greatest  impact on meeting conduct
• Evaluating the differences between educational and promotional continuing medical education
• Site selection, negotiation strategies when planning and conducting smaller physician meetings

2:15 PM - TRACK A
INTERNATIONAL MEETINGS
Site Selecting, Planning and Executing Compliant and Cost-Effective Meetings on a Global Scale
Gary Dickinson, CEO, WORLDEVENTS
Mark Saxby, Global Sales & Marketing Director, WORLDEVENTS

• Complying with international marketing regulations
  • What are the regulations for specific meeting type?  Do they vary by country?
• Recognizing cultural differences and avoiding unintentional offenses
• Best practices for site selection and working with hotels internationally 

2:15 PM - TRACK B
CONVENTIONS & TRADESHOWS
Effectively and Compliantly Engaging Physicians and Other Healthcare Professionals
Dawn M. Will, Director, Policy & Compliance, Healthcare Association Management, Customer Engagement Group, PFIZER, INC.

• Developing a pre-show strategy to optimize your onsite experience at medical conventions
  • Determining who needs to be involved with the planning
  • What are the success factors?
• What you can and can’t do at your booth
• Strategies for attracting traffic to your booth and engaging the physician
• Implementing a post-show follow-up with physicians
• Measuring the success of your convention experiences and demonstrating ROI

3:00 PM
Networking & Refreshment Break

3:30 PM
CASE STUDY:  MEASURING MEETING EFFECTIVENES
Identifying and Implementing Metrics to Measure and Improve Meeting Effectiveness
Adam Gordon, President, US Operations, UNIVERSALPROCON 

• What elements make an effective meeting?  What are we measuring? 
• Implementing metrics to track meeting effectiveness
• Effectively translating metrics into strategies to increase meeting effectiveness
• Strategies for collecting and examining the pre-defined effectiveness data across all meetings to assess spend and optimize resources 

4:15 PM
PANEL DISCUSSION: VIRTUAL AND HYBRID MEETINGS 
When Does it Make Financial Sense to Implement Virtual and/or Hybrid Meetings? 

• Overview of current trends and usages for cutting meeting costs by utilizing virtual and hybrid meetings
• What types of virtual technologies are most effective per meeting type
• How to use virtual meeting technology to ensure that the meeting objectives are met
• The impact of virtual/hybrid meetings on onsite attendance
• How to incorporate virtual events into your SMM
• Strategies for tracking virtual/hybrid meeting spend and how to measure ROI

Moderator:
Peggy Hemphill, President, YOUR CORPORATE SOURCE, INC.
Panelists:
Nick Balletta, CEO, TALKPOINT
Holly Lum, Associate Director, Meetings & Conventions, CEPHALON
Lynn Randall, Strategic Event Consultant, MARITZ TRAVEL

5:00 PM
CHAMPAGNE ROUNDTABLE DISCUSSIONS
Select your preferred topic from the following list to discuss in an intimate setting.

1. Building your Personal Brand: Effectively Creating and Maintaining the Best Image of Yourself in your Company and in the Industry
   Moderated By: Dawn M. Will, Director, Policy & Compliance, Healthcare Association Management, Customer Engagement Group, PFIZER, INC.
2. Convention Visitors Bureaus:  Uncovering the Misconceptions of CVBs and How Planners can Utilizing the Resources of a CVB to Expedite Processes and Cut Costs on both Domestic and International Levels
   Moderated By: Holly Lum, Associate Director, Meetings & Conventions, CEPHALON
3. Green Meetings:  Economical Strategies and Best Practices for Conducting Environmentally Friendly Meetings 
4. Time Management and Organizational Skills: How to Effectively Budget and Allocate your Valuable Time while Minimizing Interruptions to Ensure that you are at Maximum Productivity
   Moderated By: Michael Shannon, CMP, Director of Regional Sales, Northeast, MGM RESORTS INTERNATIONAL
5. Building and Managing Relationships with Planners:  Best Practices for Marketing to and Networking with Pharmaceutical Meeting Planners (for Hoteliers and Suppliers)
   Moderated By: Amy Doty, Strategic Meetings Industry Expert, formerly WYETH
6. Medical Device Meetings: Complying with the AdvaMed Code and other International Guidelines Specific to Devices
   Moderated By:  Helen C. Kalorides, Meeting Management Consultant, ROCHE DIAGNOSTICS
7. Crisis Management:  When Faced with Oil Spills, Volcanic Ash, Collapsing Economies and Other Natural and Economic Crises Developing Strategies for Writing, Implementing and Executing a Crisis Communication Plan to Mitigate Risks and Streamline Processes

5:45 PM
Networking Reception

Tuesday, November 16th

8:00 AM
Continental Breakfast for Conference Participants

9:00 AM
CHAIRPERSON'S OPEN TO DAY TWO

9:15 AM
CASE STUDY: MERGING MEETING DEPARTMENTS 
Identifying, Selecting and Sharing the Best Practices from Two Different Meetings Departments and Successfully Integrating into One Newly Structured Department
Tammy Feverston, Operations Lead, MERCK MEETING SERVICES

• Identifying gaps and best practices
  • Examining the meetings departments from both companies to determine what functions fit the model
  • Determining how to integrate the department
• Policies and compliance
  • The impact of a merger/acquisition on meeting functionality, policies and compliance
• Successes and challenges
  • Evaluating the lessons learned

10:30
Networking Break

 11:00 AM - TRACK A
CONTRACT NEOGIATION
Identifying and Overcoming Challenges to Effective Contract Negotiation and How to Negotiate More with Less
Chamia Chambers, Manager, Meetings & Events, ONYX PHARMACEUTICALS

• The impact of regulations on contract development and negotiation
• Adapting your negotiating strategy in a down economy
• Incorporating market knowledge and hotel occupancy rates into the elements contract 
• Developing sound contracts and effective pre-conference planning to mitigate onsite risks
• What should be included in the hotel addendum

11:00 AM - TRACK B
SOCIAL NETWORKING
How Meeting Planners should be Utilizing Social Networks to Optimize Exposure and Develop Their Brand
Helen C. Kalorides, Meeting Management Consultant, ROCHE DIAGNOSTICS

• What sites should you really be on? 
• How to control the information about you that is on the web
• Tips for balancing personal vs. work information and friends
• Utilizing social media to develop your career

11:45 AM - TRACK A
WORKING WITH PROCUREMENT
Successfully Collaborating with Procurement to Streamline Meeting Planning and Optimize Resources
Joseph Hopkins, Senior Director, Procurement & Strategic Sourcing, ALLERGAN

• Recognizing the benefits of working with procurement and determining the extent of their involvement when planning a meeting
• At what point in the meeting planning should you involve procurement?
• Evaluating the advantages and disadvantages of working with procurement teams

11:45 AM - TRACK B
HOTELIERS & SUPPLIERS
The Impact of the Economy on the Practices of Hotels and 3rd Party Vendors
Moderator:
Venessa Garst, Independent Meeting Professional, formerly WYETH
Panelists:
Susan Croggon, National Accounts Manager, THE HELDRICH
Lisa Thompson, Account Director, UNIVERSALPROCON

• The main challenges that hotels and 3rd party vendors have faced in wake
  of the economic crisis
  • Where have your major cut backs occurred? 
• Handling an increase in last minute attendance and requirement changes and how to handle
• Working with smaller meeting spend
  • Where is there flexibility to cut costs? 

12:30 PM
Lunch

1:30 PM
ELI LILLY CASE STUDY:  COMMUNICATION OPTIMIZATION
Maximizing Communication both Internally and Externally for Transparent, Compliant and Effective Meeting Execution
Paula Meyers, Operations, Global Customer Events, ELI LILLY & CO. 

• Implementing effective communication among internal teams and external suppliers/providers to streamline and expedite processes
  • Identifying who needs to know what and when
• Effectively communicating meeting needs and requirements to suppliers and working together to ensure meeting goals and met
• Communication strategies for contracting HCPs that are compliant with EU data privacy requirements
   

2:15 PM
PANEL DISCUSSION:  LEARNING FROM THE RECESSION 
The Impact of the Recession on Meeting Budgets and Conduct:  What Worked and What Didn’t

• Coping with reduced budgets:  How did you manage?   
• Reacting to reduced budgets and resources and how processes changed
• Strategies for cutting costs without cutting meeting quality
• Key learning points and what will be done differently next time around 

Panel Moderator:
Helen C. Kalorides, Meeting Management Consultant, ROCHE DIAGNOSTICS
Panelists:
Mia Ares-Borcky, Manager, Meetings & Conventions, ORTHO CLINICAL DIAGNOSTICS/ J&J
Chamia Chambers, Manager, Meetings & Events, ONYX PHARMACEUTICALS 
Paula Meyers, Operations, Global Customer Events, ELI LILLY & CO. 

3:00 PM
Conference Concludes