6th pharmaceutical meeting planners conference brochure

Register by October 1st for Maximum Savings

CaSE STUDy: MERGInG MEETInG DEPaRTMEnTSIdentifying, 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

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

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

ELI LILLy CaSE STUDy: COMMUnICaTIOn OPTIMIZaTIOnMaximizing Communication both Internally and Externally for Transparent, Compliant and Effective Meeting Execution Paula Meyers, Operations, Global Customer Events, ELI LILLy & CO.

WORKInG WITH PROCUREMEnT Successfully Collaborating with Procurement to Streamline Meeting Planning and Optimize Resources Joseph Hopkins, Senior Director, Procurement & Strategic Sourcing, aLLERGan

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

LEaRnInG FROM THE RECESSIOn: The Impact of the Recession on Meeting Budgets and Conduct: What Worked and What Didn’t

TRaCKInG SPEnD: Improving Capability to Accurately Budget, Cap and Track Meeting Expenses through Effective Process and Technology Implementation

VIRTUaL anD HyBRID MEETInGS: When Does it Make Financial Sense to Implement Virtual and/or Hybrid Meetings? To Register call 866-207-6528 or visit www.exlpharma.com/MPsummit

PharmaceuticalMeeting Planners’Summit

Proudly Presents:

november 15-16, 2010The Heldrichnew Brunswick, nJ

6th

The Only Educational Program on Pharmaceutical Meeting Planning Offering

an Intimate & Interactive Setting ideal for Networking and Learning

Compliantly Plan and Conduct Effective Meetings with Fewer Resources

Sponsors & Exhibitors

Interactive Panel Discussions by Leading Experts on:

F eatured Presentations include:Pfizer, Merck, Novartis, Eli Lilly, Roche, Millennium, Allergan, Cephalon and more

Featuring expert SpeakerS from:

To Register Call 866-207-6528 or visit www.exlpharma.com/MPsummit

Advisory Board ExL Pharma thanks the members of the event advisory board for their continued assistance with the development of the program:

Carol Collins, Manger, Meetings & Events,

MEDIMMUNE

Stephanie Harris, Director, Marketing, MAXVANTAGE

Helen C. Kalorides, Meeting Management Consultant, ROCHE DIAGNOSTICS

Doreen Pierre, Account Manager, Meeting Services,

MERCK

Dear Colleague, ExL Pharma is pleased to present our 6th Annual Pharmaceu-tical Meeting Planners’ Summit. Following a five year history of delivering research-based educational programs and attracting a balanced audience of both planners and suppliers, the 6th Sum-mit continues to provide the industry with an intimate, relaxed set-ting ideal for networking and learning. As we are still dealing with the ramifications of the recession, the theme of this year’s meeting continues to be compliantly doing more with less. During these uncertain times, the value of meetings becomes even more important but the resources with which we have to work decrease. In addition, industry consolidation as well as increasingly complex regulations at the state, federal and international lev-els are greatly impacting meeting operations. ExL Pharma’s 6th Meeting Plan-ners’ Summit continues to provide you with a forum to learn, share and discuss various tools and techniques to effectively plan and conduct quality, compliant meetings with fewer resources.

Sincerely,

Kristen Hunter Event DirectorExL Pharma | [email protected]

When making a reservation please contact the hotel directly and reference Group Reservation ID #111780. Reservations must be made by Tuesday, October 22nd, 2010. If you would like to book over the phone, please call 732-729-4670 and ask for Reservations, or email your request [email protected], and reference your group name and/or Attendee Code.To make reservations online, go to www.TheHeldrich.com and select the BOOK NOW link. Select Group Reservation, located along the top of the screen. Input your Attendee Code “#111780” and then click the Attendee Login Button. This will bring you to your group specific page, listing some general information about your group event and the hotel. Input your Arrival and Departure Dates and the number of guests and then click Continue. Select your preferred Bed Type, fill in the appropriate Information Fields, and then click Submit. The hotel cannot guarantee room types, but meet as many preferences/requests as possible.

Venue InformationThe Heldrich 10 Livingston Avenue New Brunswick, NJ 08901

Tel: 866-609-4700Fax: 732-729-4672

www.theheldrich.com

• Hotels/Resorts

• Convention Centers

• Convention & Visitors Bureaus

• Travel & Event Management Companies

• Travel Agencies

• Training Companies

• Medical Education/ CME Providers

• Independent Meeting Planning Companies

• Hotel Procurement/Destination Management Companies

• Speaker Training & Management

The conference is designed for Pharmaceutical, Biotechnology, Medical Device, Specialty Pharma, Generic Companies and any additional healthcare colleagues whose responsibilities include:

• Meeting & Event Planning/ Production/Management/Solutions/Services

• Meeting Operations

• Meeting Management & Event Services

• Convention/Trade Show Planning

• Corporate Events

• Exhibits

• Conference/Event Coordination

• Travel Services

• Speaker Training/Relations

• Procurement, Strategic Sourcing/Purchasing, Contracting

• Special Events

• Congresses

Who Should Attend The Conference Is Also Of Interest To:

Audience Profile from 2009 Event

5%

44%

28%

23%

Sponsorship and Exhibiting Opportunities – Maximize your Marketing Efforts Do you want to spread the word about your organization’s solutions and services to potential clients who will be attending this event? Take advantage of the op-portunity to exhibit, underwrite an educational session, host a networking event, or distribute promotional items to attendees. ExL Pharma will work closely with you to customize a package that will suit all of your needs. To learn more about these opportunities, please contact:

Lucas Carrasco 212-400-6231 | [email protected]


7:30 Registration Opens and Breakfast for Conference Participants

CHAIRPERSON’S WELCOME AND OVERVIEW OF THE STATE OF INDUSTRY 8:30 Climbing out of a Recession: Working Better, Smarter and Faster

with Limited Resources • How are companies conducting meetings differently while in a recession?• What analysis and lessons learned can we take so that next time the

market turns we can handle it better?

REGULATION INTERPRETATION AND COMPLIANCE 9:00 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

STRATEGIC MEETINGS MANAGEMENT 9:45 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 Networking & Refreshment Break

CASE STUDY: TRACKING PHYSICIAN SPEND11:00 Development and Launch of a Customized Data-Capturing

Technology that Adapts to Varying Requirements for Tracking and Reporting Physician Spend • Leading a cross-operational team to identify a physician spend data

tracking solution to comply with increased regulations • Defining an operational structure for effective data reporting • Effectively training and educating employees on the new technology

to ensure compliance • Best practices and lessons learned

PANEL DISCUSSION: TRACKING SPEND11:45 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, MERCKPanelists:Gavin Houston, Executive Vice President, WORLDEVENTS Val Taccogna, Account Manager, Merck Meeting Services, MERCKLindsay Palmer, Meeting Planner, MILLENNIUM PHARMACEUTICALS

12:30 Lunch

TRACK A - INTERNAL MEETINGS1:30 Executing Cost Effective Sales Meetings, Product Launches and

Leadership Meetings

Amy Doty, Strategic Meetings Industry Expert, 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

TRACK B - EXTERNAL, PHYSICIAN-ATTENDED MEETINGS 1:30 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

TRACK A - INTERNATIONAL MEETINGS2:15 Site Selecting, Planning and Executing Compliant and Cost-

Effective Meetings on a Global Scale

Gary Dickinson, CEO, WORLDEVENTS Mark Saxby, Global Sales and 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

TRACK B - CONVENTIONS & TRADESHOWS

2:15 Effectively and Compliantly Engaging Physicians and Other Healthcare Professionals

Everton Cranston, Senior Director/Team Leader, Healthcare Association Management, Customer Engagement Group, PFIZER • 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

Day OnE – Monday, november 15th



CASE STUDY: MEASURING MEETING EFFECTIVENES3:30 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

PANEL DISCUSSION: VIRTUAL AND HYBRID MEETINGS

4:15 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 Panelists:Nick Balletta, CEO, TALKPOINT Holly Lum, Associate Director, Meetings & Conventions, CEPHALON Lynn Randall, Strategic Event Consultant, MARITZ TRAVEL

5:00 CHAMPAGNE ROUNDTABLE DISCUSSIONS

Day TWO – Tuesday, november 16th

To feature your company’s technology during this showcase, please contact Lucas Carrasco at 212-400-6231, [email protected]

Select your preferred topic from the following list to discuss in an intimate setting.

1 | Building your Personal Brand: Effectively Creating and Maintain- ing the Best Image of Yourself in your Company and in the Industry

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 Bud-get 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)

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 Networking Reception

7:30 Continental Breakfast for Conference Participants

8:30 CHAIRPERSON’S OPEN TO DAY TWO

CASE STUDY: MERGING MEETING DEPARTMENTS

8:45 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

TECHNOLOGY SHOWCASE

9:30 Multiple mini-presentations from cutting-edge technology providers showcasing the latest registration, site selection, audio/visual and other event technologies. A one-stop-shop for busy planners to learn the latest technological advances.

Presenting Companies Include:


TRACK A - CONTRACT NEOGIATION

11:00 Identifying and Overcoming Challenges to Effective Contract Negotiation and How to Negotiate More with Less

• 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

TRACK B - SOCIAL NETWORKING

11:00 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

TRACK A - WORKING WITH PROCUREMENT

11:45 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 determin-

ing 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


TRACK B - HOTELIERS & SUPPLIERS

11:45 The Impact of the Economy on the Practices of Hotels and 3rd Party Vendors

• 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 Lunch

ELI LILLY CASE STUDY: COMMUNICATION OPTIMIZATION

1:30 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 to

streamline and expedite processes o Identifying who needs to know what and when

• Effectively communicating meeting needs and requirements to suppli-ers and working together to ensure meeting goals and met

• Communication strategies for contracting HCPs that are compliant with EU data privacy requirements

PANEL DISCUSSION: LEARNING FROM THE RECESSION

2:15 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:Representatives from Pharma, Hotels and 3rd Party Vendors

3:00 Conference Concludes

Employees of Pharma $445 $545 $645

/Biotech/Device Companies *

Supplier/Vendor/Hotelier/ $2,195 $2,395 $2,595

CVB/Consultant

Inquire about Full-Time Academic and Government Rates – call 866-207-6528

*Must be employed full-time by a pharmaceutical, biotechnology and/or medical device company to quality for this rate. If you register incorrectly at the wrong rate and are not employed by a pharmaceutical, biotechnology and/or medical device company, you will be charged a $95 processing fee to cancel the registration. If you have any ques-tions about your eligibility for this rate, please contact Kristen Hunter at 212-400-6241, [email protected].

Day TWO – Tuesday, november 16th

Group Discount Program

Save 25% per person when Registering Four

For every three simultaneous reg-istrations from your company, you will receive a fourth complimentary registration to the program (must register 4 at one time) this is a sav-ings of 25% per person.

Save 15% per person when Registering Three

Can only send three? You can still save 15% off of every registration.

To find out more on how you can take advantage of these group dis-counts, please call 866-207-6528.

IMPORTanT: Discount offers may not be combined. Discounts only apply to standard rate.

Make checks payable to ExL Events, Inc. and write code P455 on your check. You may also use Visa, MasterCard, Discover or American Express. Payments must be received in full prior to the commencement of the conference.

PleaSe nOTe: Speakers and agenda are subject to change without notice. In the event of a speaker cancellation, every effort to find a suitable replacement will be made.

*The opinions of this faculty do not necessarily reflect those of the companies they represent or ExL Events, Inc.*

Cancellations:

If you need to cancel your registration for an upcoming ExL conference, please note the following policies derived from the Start Date of the event:

Four weeks or more: A full refund (minus a $95 processing fee), or a voucher to another ExL event valid for two years from the voucher issue date.

Four weeks or Less: A voucher to another ExL event valid for two years from the voucher issue date.

To receive a refund or vouch-er, please fax your request to 888-221-6750.

There will be an adminis-trative charge of $300 to substitute, exchange and/or replace attendance badges with a colleague occurring within five business days of the conference.

Mail: ExL Events, Inc. 555 8th Ave, Ste 310 New York, NY 10018

Phone: 866-207-6528Fax: 888-221-6750Email: [email protected]

Early Bird Rate:Register By October 1st

Standard Rate: Register After Oct 1st

Onsite Rate

Registration Fees for Attending ExL’s 6th Pharmaceutical Meeting Planners Summit:

Five Ways to Register:

Online: www.exlpharma.com/MPsummit

Media Partners

Register

by October 1

st for M

aximum

Savings

CaSE STUDy: M

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DEPaRTM

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Cindy D’Aoust, Vice President, Shared

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MaXVanTaGE

ELI LILLy CaSE STUDy:

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TRaCKInG SPEnD

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plementation

VIRTUaL anD H

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MEETInGS: W

hen Does it M

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plement

Virtual and/or Hybrid M

eetings?

To Register call 866-207-6528 or visit w

ww.exlpharm

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Pharmaceutical

Meeting Planners’

Summ

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Proudly Presents:

november 15-16, 2010

The Heldrich

new Brunsw

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6th

The Only Educational Program

on Pharm

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ffering an Intim

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Compliantly Plan and Conduct Effective

Meetings w

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Interactive Panel D

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Featured P

resentations includ

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Sponsors & Exhibitors

Pfizer, M

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Cephalon and m

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To Register:ExL Events, Inc. 555 8th Avenue, Suite 310 New York, NY 10018

www.exlpharma.com/MPsummit

q Yes! Main Conference and Workshopq Register me for the Main Conference

Please contact me: q I’m interested in marketing opportunities at this event q I wish to receive email updates on Exl Pharma’s upcoming events

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Company:

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PLEASE MENTION PRIORITY CODE: P455

866-207-6528

888-221-6750