The document summarizes the agenda and goals of the 5th Annual Pharmaceutical Meeting Management Forum in 2009. The forum aimed to provide tips to corporate planners and suppliers on preparing for increased scrutiny of pharmaceutical meetings through various audits, including financial, procurement, compliance and business process audits. It emphasized the importance of documentation, transparency, understanding policies and regulations, and maintaining open communication between all parties. The agenda included deep dives into specific audit types and an open question and answer discussion.

1. 5th Annual Pharmaceutical Meeting Management Forum
March 29 -31, 2009
5th Annual Pharmaceutical Meeting
Management Forum 2009

2. Who are We:

 Joann Kerns, Associate Director, Global
Meetings Management,
Bristol-Myers Squibb
 Mark Phillips, Hospitality Management
Consultant
5th Annual Pharmaceutical Meeting
Management Forum 2009

3. Quick Introduction / Session Goal

Who is Here?

Setting the Stage – Quick Overview of Audits

Deep Dive – Financial, Procurement and Process Audits

Deep Dive – Compliance Audits

Roles and Responsibilities – Corporate Planner/Third

Party Planners/End Suppliers
Tips to Use

Interactive Questions and Answers

5th Annual Pharmaceutical Meeting
Management Forum 2009

4. Given the economic and political environment

globally – the reality is more “eyes” will be
reviewing for one reason or another – who, what,
why, when, where, how, and how much for – we
conduct our business meetings.
This INTERACTIVE session should give us a few

tips to be better prepared for the increased
scrutiny.
5th Annual Pharmaceutical Meeting
Management Forum 2009

5. Corporate Planners?

Third Party Planners?

Auditors?

Hotels?

Suppliers?

Other?

5th Annual Pharmaceutical Meeting
Management Forum 2009

6. Financial Audits : Procurement Audits:
 
 Program Costs & Savings  Competitive Bidding
 Supplier Payments – when, how  Supplier Types & Savings
much, cash flow management  Supplier MSA/Corp T&Cs
Compliance Audits:  Travel Policy

 Pharma Code Business Process Audits

 Fees, Expenses & Meal Caps  In-Source/Out-Source
 Venue  Internal Documentation
 Non-US National Regulations  Domestic
(Congress Management)  Global
Other?

5th Annual Pharmaceutical Meeting
Management Forum 2009

7. Tips to Prepare:
What do they typically 

 Good Records
involve?  Clear Contracts, SLAs, KPIs
When can they occur ?  Clear Receipts

 Clear Invoices (Detailed)
Who may they involve?
  Best Practices
 Document changes in quotes
Ultimate responsibility?

in writing
 Financial  Solid Financial Reconciliation
Practices
 Procurement
 Have a Budget and Final Recap
 Process & Savings – record notes on differences.
 Benchmarking and Savings
5th Annual Pharmaceutical Meeting
Management Forum 2009

8. Compliance Audits: Tips to Prepare:
 
 Knowledge of Company Policy and
 Pharma Code and OIG
Directives
 Corporate Integrity  Interactions with HCPs: Fees, Meals,
 Fees, Expenses & Meal Caps Venue, Gifts, International
 Venue  Internal Websites
 Compliance, Policies and
 Non-US National Regulations
Directives
(Congress Management)
 Know your Key Company Contacts in
 State Reporting legal and compliance roles
 On-going Training
 Best Practices
 “Know your business” – Be the
Expert
 Communication / Listen
 “Don’t be afraid to Speak Up” and
ask Questions
 HCP Tracking Tools: Central
repository of data for meetings with
5th Annual Pharmaceutical Meeting HCPs
Management Forum 2009

9. Suppliers:

 Clear Contracts and Detailed Proposals/Invoices
 Timely
 Honesty in Compliance
Third Parties:

 Clear Contracts
 Detailed Proposals and Clear Pricing Policies
 Timely and Accurate Complete Invoices
 Full Working Knowledge of Applicable Compliance Policies
Necessary (Don’t Know – ask your client and research) A
Must at the PLANNER LEVEL.
5th Annual Pharmaceutical Meeting
Management Forum 2009

10. Corporate Planner –

 The Buck Stops with You – Today You Must Be:
 Fully Financially Aware
 Fully Versed in Company Policies (Procurement, Process, Meeting,
Travel, and overall Company Compliance)
 Fully Versed in Pharma Code
 If Planning for International Attendees --Fully Versed in Regulations
of those nationalities attending
 Always thinking – can I or my supplier partners do things more
effectively and efficiently
 Do I have the necessary documentation stored and easily accessible
to remind me about this meeting – 2 – 3 years from now.
5th Annual Pharmaceutical Meeting
Management Forum 2009

11. Suppliers:

 Know the Rules
 The Three T’s – Thoughtful, Transparency, and Timely
 Good Communication is Key
5th Annual Pharmaceutical Meeting
Management Forum 2009

12. Third Parties:

 Know the Rules
 Planners must know what to do
 Communication and Documentation is Key
 Transparency
 Although the Corporate Planner is ultimately responsible
for the success of the program AND compliance with all
corporate, national, and international regulations – as a
good partner – you need to be ready to stand next to a
planner in any audit.
5th Annual Pharmaceutical Meeting
Management Forum 2009

13. Corporate Planners:

 Of Course – know the policies in effect
 Require and retain documentation
 Scan documents– retain in orderly folders
 Keep notes for yourself
 Keep good financial records – make a budget, keep budget revisions
(document changes – who and why), record your “wins”, reconcile final
expenses
 Keep Excellent Attendee Records – As a Company – hopefully a compliance
system is in place for your country and a system to report for meetings with
health care professionals and/or international attendees exists – if not –
question why not? Think (Quickly) about implications of NOT having this in
place
5th Annual Pharmaceutical Meeting
Management Forum 2009

14. Lots of Questions about :

 Reasonability of Meeting
 Factors:
 Location
 Cost
 Attendees
 Business Goal
 Know ALL of these factors for every meeting
5th Annual Pharmaceutical Meeting
Management Forum 2009

15. Before and During Meeting Planning

 Formulate a Strategy Document – listing any special
rules and regulations you might have to be aware of.
 Budget
 Procure according to Corporate Policies and Best
Practices
 Organize and Maintain your “library” of
correspondence and materials for this meeting.
5th Annual Pharmaceutical Meeting
Management Forum 2009

16. After Every Meeting

 Same Close Out Procedures
 Financial
 Attendee Records
 Review of Suppliers, Processes, and Compliance
 Write Notes and Store Everything Safely and in an
Orderly Manner
5th Annual Pharmaceutical Meeting
Management Forum 2009

17. OPEN DISCUSSION AND Q&A
5th Annual Pharmaceutical Meeting
Management Forum 2009

18. Joann Kerns, Mark Phillips,
 
Associate Director, Hospitality
Bristol-Myers Squibb Management
joann.kerns@bms.com Consultant
+1 609 897 2917
 mphillips226@yahoo.com
+1 484 636 6044

Join me at www.i-meet.com or

www.linkedin.com
5th Annual Pharmaceutical Meeting
Management Forum 2009