PCRS-UK Regional meetings

Meetings organised /run by agentRed Hot Irons (RHI) on behalf of PCRS-UK

Summary of Process

PCRS-UK Development Director (DD), PCRS-UK regional /national lead or pharmaceutical company /other initiates contact with Red Hot Irons (RHI) or RHI initiates contact with lead(In some circumstances a PCRS-UK local champion /member may initiate a meeting).

Once a decision is made to run a meeting,RHI ensures /is responsible for ensuring:

  • Regional /national lead is aware of the meeting if it has been initiated by another PCRS-UK champion / member
  • Plan for meeting ( appendix 1)is agreed with the Lead for the meeting ( PCRS-UK Regional/national /other member )
  • Sponsorship is secured (invoiced and received) with written agreement (appendix 2) in place (all agreements must be approved by CEO), prior to any financial commitment being made
  • Venue is booked, with contracts in place as appropriate,in line PCRS-UK policies & insurance cover (no commitment made until sponsorship is agreed). RHI will have the authority under the agency agreement to contract with the venue on behalf of PCRS-UK.
  • Risk assessment is completed in line with the requirements of PCRS-UK insurance policy
  • Programme, agenda and learning outcomes is developed by /agreed with Lead, (and sponsors as required)
  • Speakers are invited
  • Promotion / invitations produced, approved by the Lead & issued (on agreed PCRS-UK template)
  • Event is added to PCRS-UK Facebook page, website and twitter as appropriate
  • E mail is sent to PCRS-UK members in the specified region as appropriate
  • Delegate registration and ensuring Civi CRM Database system updated for all contacts (compatible with data protection)
  • On site logistical support
  • Completing delegate evaluation (standard form) and producing report of the meeting for Lead /sponsor and for PCRS-UK promotional purposes.
  • Issuing and processing all invoices
  • Monthly report to CE//RDG (income, expenditure, delegate registered /attended by meeting, region & total)

Appendix 1: Template for Regional Meeting Plan (internal)

To be completed by RHI working with lead (or vice versa if lead prefers)

  1. Objectives of meeting
  2. PCRS-UK (educational , membership /marketing)
  3. Sponsor (see ’benefits’ sponsorship template)
  4. Benefits to NHS/patients (see ‘objectives’ sponsorship template)
  5. Type of meeting (content): network, RL development, educational meeting, EQUIP / equipment workshop, other
  6. Sponsor (s)
  7. Delegate fees? (if yes, amount to be charged)
  8. Target audience
  9. Who is invited
  10. Data bases / media to be used for promotion to include FB, Twitter
  11. Number of delegates: target / max/min
  12. PCRS-UK members only?
  13. Printed and electronic materials required pre/post meeting and on site (inc evaluation)
  14. Responsibilities (see ‘responsibilities’ sponsorship template) - clearly defining what needs to be done by whom, when
  15. Agent
  16. Regional Lead
  17. Sponsor /other
  18. Timeline
  19. Sponsor confirmed, PO received/invoiced, agreement issued /signed (no financial commitment can be made until sponsorship is confirmed in writing)
  20. Venue booked
  21. Programme confirmed
  22. Speakers invited, briefed
  23. Registration set up
  24. Invitations drafted, approved, distributed
  25. Meeting materials drafted, approved, produced
  26. Details confirmed with venue, speakers, delegates
  27. Evaluation – delegates evaluations received /analysed, meeting report complete
  28. Budget (see appendix 1a)

AGREED BY______(Regional Lead)

______(RHI)

Appendix 1a: Finance template (for internal use only)

(Budget breakdown with headings may be provided to sponsorson request, detailed assumptions must not be forwarded to sponsors)

EXPENDITURE

Venue costs

Meeting organiser fee (agent)

Planning /preparation (regional lead fees- guideline £1000 max)

Other speaker / facilitator honoraria (guideline £500 max)

Admin fees for processing PCRS-UK membership fees if relevant

Admin fees for additional /specific requirements of Lead or sponsors

Materials & printing costs

SUB TOTAL

PCRS-UK overhead fee @30% *

TOTAL

INCOME

Sponsorship (Company 1, Company 2 etc & total)

Delegate fees

Other

TOTAL

*Overhead fee not charged if regional meeting relates to a national programme (e.g. Quality Award /improvement tools, respiratory leaders) which the sponsoring company is funding centrally

Purchase (bulk) of membership to PCRS-UK for delegates may be included as part of the overhead fee

Overhead fee may be discounted by RHI within agreed framework /subject to approval by CE / Development Director

Appendix 2: template for sponsorship agreement

  1. Objective of the meeting
  2. Demonstrating value to NHS & patients
  3. Description of meeting (including title/ proposed content / outline programme)
  4. Clarifying PCRS-UK has initiated the meeting and confirming PCRS-UK responsible for conduct of the programme, ensuring it is in line with applicable laws with full control over speakers / content
  5. Services provided by PCRS-UK
  6. Development of the programme, including speaker recruitment /liaison
  7. Delegate registration & management (& promotion / recruitment as appropriate), liaising with sponsor as appropriate
  8. Development & approval of all materials in relation to the programme
  9. Contracting with venue and all logistical support
  10. Ensuring the company is acknowledged at the event and on all materials related to the event (use of logo / wording to be specified)
  11. Providing information /reports /materials to the sponsor in line with agreed timelines (details to be specified)
  12. Responsibilities of the sponsor (to be specified and agreed with sponsor)
  13. Internal approvals within agreed deadlines
  14. Promotion the meeting / distribute flyers / invitations
  15. Recruitment of delegates / providing contact details to PCRS-UK in line with agreed timetable
  16. Confirm company attendees, materials to be promoted within agreed timetable (to be specified)
  17. Funding /sponsorship
  18. Sponsor will provide £X funding (+VAT*) towards the meeting, assuming a maximum of A delegates*VAT is applicable unless company wishes to provide funding as donation, in which case they have no benefits and VAT needs to be added to applicable lines of budget and added to the amount requested. A funding request will need to be submitted and the sponsoring company may require PCRS-UK to sign up to their standard terms/conditions. An agreement drawn up by PCRS-UK is not relevant for donations.
  19. Sponsor will pay £y per delegate above A
  20. £X funding will be payable within 4 weeks of confirming this agreement
  21. Benefits to the Sponsor (to be specified and agreed with Lead). May include:
  22. Opportunity to invite key customers to attend and benefit from the meeting
  23. Opportunity for x company representatives (specify any restrictions on type of company staff) to attend the meeting (number to be specified: not to exceed 1 pharmaceutical company rep per 10 delegates) providing the opportunity to network with / develop relationships with key customers and learn from the meeting
  24. Have a stand (specify size) outside the meeting room (specify area) to promote (specify promotional / non promotional)
  25. Distribute materials (specify nature / number) to delegates (eg via seat drop)
  26. Delegate list / contact details (PCRS-UK will use reasonable endeavours to get consent from delegates as agreed with sponsor)
  27. Other (to be specified)
  28. Copyright and intellectual property
  29. All copyright and intellectual property in relation to the meeting is owned by PCRS-UK (or speakers / facilitators)
  30. Termination:
  31. if PCRS-UK has to terminate agreement or cancel the meeting for any reason beyond its control, it will refund sponsorship monies paid less any commitments made at the date of cancellation
  32. If the sponsor cancels the agreement, the sponsor will be responsible for paying any outstanding sponsorship money due. PCRS-UK is under no obligation to refund the sponsorship money already paid.