Speaker Presentation Meeting Simple Steps to Plan, Schedule, and Host a Successful Speaker Presentation Meeting

Transcription

1 Speaker Presentation Meeting Simple Steps to Plan, Schedule, and Host a Successful Speaker Presentation Meeting Overview 1. Login to BRLearningLab.com and select an appropriate speaker for your meeting from the Speaker s page, taking into consideration your topic, date, and speaker availability. 2. Determine meeting Date and preferred venue. 3. In the Event Request section on the homepage, choose Speaker Presentation as your event type. 4. Complete the form for your Speaker Presentation Meeting and submit for approval by Division Sales Manager/VP. 5. The speaker logistics for your meeting, confirmations, and invitations will be sent by the Event Coordinator (EC), with ongoing tracking of the planning progress available to view on BRLL Speaker s Bureau Event Task List. 6. Ten days from the meeting, a second invitation will be sent to new guest invitees. Two to three days before the event, reminders are sent to accepted invitees. 7. On the day of Event, check in with your speaker to ensure all details required have been covered. Print sign-in sheet listing confirmed guest names off the Event Details Page, confirm meeting room logistics and menu, and greet guests as they arrive and thank them for participating as they depart. 8. Confirm final charges on the bill and have the restaurant send it to the Event Coordinator. Present the prepared Thank-You card to the speaker before they depart. 9. Follow-up: Upload completed sign-in sheet in BRLL, follow-up survey and evaluation sent to guests; speaker rated in BRLL. 10. Speaker sends their completed invoice with honorarium and a separate reimbursement form for incidental expenses to Accounting to be paid by AP within 30 days. (See address at end of instructions) 11. Enjoy the results of a Successful Speaker s Presentation Meeting! Step by step instructions

2 Finding an appropriate speaker A. Login to using your username and password. Select an appropriate speaker using the Speakers tab in BR Learning lab. Use the filter function to select the best speaker to meet the criteria for your event. B. Determine your preferred date and time for your event. C. Select your first and second choice speakers for the request form. The Event Coordinator (EC) will contact your first choice speaker, and if not available, your second choice speaker for the date selected. D. Contact your preferred venue(s) and check availability including (preferred date, private room, AV requirements, and price per person). E. When the speakers have been selected and a venue determined, continue to complete the Event Request Form and submit it on BRLearningLab.com. Make a Request button is on the right upper hand corner on the Speakers page. *When selecting a venue, compliance mandates $100 per person max cost allowance including beverages. Allow 4-6 weeks prior to your event date to submit your request through BR learning lab 2

3 Proposing a new speaker A. Gather the candidate s background information including CV. B. Pass their information to the Clinical Marketing Team/ The Vetting Committee by entering the candidate into the speaker database. Access the database by clicking on Speakers found on the left hand side of the BRLearningLab homepage. Click on Add speaker in the upper right hand corner of the database and complete all fields. Forward a utilization report (going back 6 months) for the speaker directly to Stephanie Budz at sbudz@bioreference.com. Sales support can assist with this step; provide them with the associated account number(s). If additional information is required, you will be contacted directly. The committee is automatically notified a new speaker has been entered, starting the review and approval process. C. Once the Vetting Committee has completed their assessment, the candidate s information is sent for review by the appropriate Medical Advisor. D. Final approval is provided by Compliance. [Honorarium is determined using the MGMA guidelines at this time; there is a 4 hour max on all local speakers. Most speaking engagements are two to three hours in length. Speakers are permitted to submit preparation time if they are within the stated max hours. Travel time is reimbursed at $0.45 if driving for all local speakers.] E. If the candidate is approved, their information will populate in the Speaker Database for all to see. You will be notified the candidate has been approved via . Your speaker may be contacted for a phone interview/slide deck training, please be sure to provide the correct contact information in the database. A speaker agreement will not be executed until an event request (with your proposed speaker) has been entered and approved. The speaker will be provided a copy of this agreement. They will be asked to 3

4 complete a confidential form to gather information to complete their profile, including all topics they are comfortable speaking on and how they prefer to be contacted. We also require a W9 form. These forms are to be sent directly to sbudz@bioreference.com when complete for confidentiality issues. *The vetting process requires sufficient time- it involves cooperation from many different sources. To streamline the process, please provide all required information about your candidate upfront. Any additional information about your candidate should be communicated early in the process, (i.e. candidate does not request payment, payment is requested to be donated, any committed speaking engagements already being organized, etc.). Contracts C. Contracts are executed at the time of an approved request for first time speakers (or if it an existing speaker contract needs renewal- one year has passed) and are completed by the EC. D. The 4 page document is valid for one year and requires a speaker s signature once on page 3. E. Page 4 is called Exhibit A and lists all of the event details. Any speaking engagements in which the speaker participates within the year will only require Exhibit A with VP approval. A copy of the completed agreement is sent to the speaker for their reference. Submitting a Speaker Presentation Meeting Request F. Use the Speakers Bureau Presentation request form via Speaker Presentation radio button on the first page. G. Include topic of discussion when creating the Title of your event. H. Fill in all applicable fields and indicate you have received approval from your regional manager prior to submitting a request by checking the indicated box. I. Select your Division Manager to approve via the drop-down menu. Second notification will automatically be sent to the VP for approval. 4

5 J. Be sure to click Submit on the following page after reviewing the event details. K. When your request has been approved you will received a system-generated . You will receive another from the EC following up on your event to see if you have any additional information to provide or if anything has changed since the original request was made. L. The event will be added to the Events Task List. This list may be found by accessing Events on Brleaninglab.com homepage. Event Task list allows you to stay organized and tracks your event s progress. M. In order to update information for a specific event, you will need to access the Event Details Page. You can do this by clicking directly on the title of your event shown in blue. Here you will update and or change information as well as mark tasks complete. Unless otherwise noted on request form or via communication: A. Upon approval by the VP, the EC will contact the speaker and confirm the event with them for the dates entered on the request form. B. When the speaker has been confirmed, the EC will secure the venue for the requested date and time, provide a payment guarantee and request a Banquet Event Order (BEO). C. EC will schedule all requirements for the speaker (lodging, transportation, special meals, etc.) and determine technical requirements. Upon completion of the following associated tasks Speaker Confirmed, Venue Booked and Speaker Travel on the Event Details page will be checked off as complete. D. EC will send an confirmation with details about the event to the speaker and the sales rep. A final copy of the executed speaker agreement will be sent to the speaker for their records. When this is complete, the associated task [Speaker Logistics] on the Event Details page will be checked off as completed. 5

6 Invitation Preparation ( ) A. When the speaker confirmation is sent by the EC, you (Host/requester) will receive an automatic reminder to order materials, schedule a content call with the speaker, and complete the invitation preparation. B. You (Host/requester) schedule a content call with the speaker to complete/finalize any content, slides, or other requests or concerns. C. You (Host/requester) will then enter the title of the presentation and a description of the event to be included in the invitation in the noted areas [Title of Presentation and Description] on the Event Details page. Enter the presentation length in noted field. Note: The information you provide for the invitation will be reviewed by marketing before being sent. 6

7 D. (Host/requester) provides the invitees names and addresses for the invitations in the specific field on the Event Details page. In order for the invitations to be properly sent, format the list in the following order: address; First name, Last name Example Stephanie Budz) *When complete, check off the associated task [Invitation Information] on the Events Detail page. Click the Update Event button on the bottom of the page to save your changes. 7

8 Invitation Preparation (print) If you would like a printed version of the invitation, click on Generate under Handout on the bottom of the Event Details page. Please wait for marketing to review the invitation title and description before generating handouts. Gloss finish print invitations may also be ordered via BioHub. BioHub Directions: 1. Log in to BioHub; 2. Select your Division; 3. Select "Invitation" and enter fields with your event information. Be sure to proofread for spelling and make sure appropriate capitalization and punctuation are used, as what you enter will print exactly as it is entered in the fields. *If collateral items are needed for your event, you (Host/requester) can order those items through BioHub to be delivered to you to take to the event. Allow sufficient time for printing and shipment. Invitation Status A. EC will receive an automated notice when you (Host/requester) have submitted the addresses, and she will release the invitations to the attendee list provided on the Event Details page. EC will check off the associated task [Invitations sent] as complete when sent. **The requester is copied on all outgoing s to answer any responses to the system. B. The RSVP list will populate as invitees reply using the automated invitation accept button in the invitation and can be viewed on the Event Details page to track acceptance. 8

9 C. Re-enter any addresses to re-send the invite or add new addresses prior to 10 days out from the event for a second invitation . *Please notify the EC when this has been complete. Set a reminder to complete this step prior to 10 days out. D. Second invites or new invitations to new invitees will be released to the addresses provided in the Second Invitations noted area on the Event Details page, 10 days out of the event. EC will check off the associated task [Second Invitations] as complete when sent. E. The speaker will receive a reminder from EC approximately 10 days out from the event. F. If RSVPs do not meet expectations, there will be a conference call with you, your manager, and EC to assess whether the program should be completed or canceled. G. A final reminder will be released by EC to the invitees who have confirmed their attendance, 2-3 days before the event. EC will check off the associated task [Reminder Sent] as complete when sent. * You may add attendees addresses who have verbally accepted throughout the process to also receive this reminder . Day of Event A. Contact the speaker and arrange to pick them up or provide transportation to and from the venue. B. Confirm equipment setup prior to arrival. C. Generate and print the required Sign-in Sheet available on the Event Details page. Ensure each guest enters their signature upon arrival at the venue. Note: Attendees names who have accepted via the invitation will auto populate on the list. Enter associated account number(s) next to each name on the Sign-in Sheet 9

10 D. Have a Successful Speaker Presentation Meeting! E. Confirm final bill and request receipt to sbudz@bioreference.com. F. Present the speaker with prepared Thank-You card following the event. Post event A. EC will check off [Post Event] task on the Event Details page the first business day following an event. This will trigger an to you (Host/requester) to upload any associated files with the event (including receipts, photos and sign-in sheets) and to complete a speaker evaluation. B. You (Host/requester) will then upload the required sign-in sheet, any receipts for expenses Marketing paid and photos (encouraged) from the event onto the Event Details page. C. You will also provide the names and addresses for follow-up Thank-You notes and surveys for the guests. Provide the entries in the following format: address; First name, Last name (example: sbudz@bioreference.com; Stephanie Budz). D. Enter the final number of attendees and account numbers if applicable, in the noted areas. Account numbers are required for evaluation and compliance purposes. They must be listed next to the associated names on the Sign-in sheet. *When completed, check off [Sign-in sheet/ s] task on the Event Details page. Click the Update Event button on the bottom of the page to save your changes. Screenshot 10

11 E. You (Host/requester) will then login to BRLearningLab.com and go to the Speakers page to rate the speaker using the star method and constructive comments. There should be a star rating and a comment for each event. Speakers Page, Speakers may be found on left hand side of the BRLearninglab.com homepage. Note: You must open the speaker profile to complete a speaker evaulation. 11

12 When completed, check off [Evaluation] task on the Event Details page. Click the Update Event button on the bottom of the page to save your changes. A. When the EC receives notification that the addresses have been uploaded, she will send a Thank-You note and survey to the guests addresses. When completed, she will check off [Thank you notes/surveys] task on Events Details page. *Survey answers are cumulative and found on the Event Details page. B. You (requester/host) and your manager will evaluate the event. C. A sample speaker honorarium invoice (with unique invoice number) will be sent to the speaker with instructions on submission. D. Speaker will send their invoice and expense form to AP/Dawn Endresz for payment and reimbursement to the following address: Attn: AP/ Dawn Endresz BioReference Laboratories 481 Edward H. Ross Drive Elmwood Park, NJ