What's Next? Flashcards
OBD Approval Email received
- Review program details
- Fill in missing program drop down details
- Review “Activity Request Info” button
- Click PROGRAM APPROVED and PROGRAM SUBMITTED buttons in Checklist
- Call rep for the Job Overview Call using the script outline of questions to review
Job Overview Call Completed
- Click CONFIRMED WITH CLIENT button in Checklist
- Recruit the first choice speaker
- Confirm venue eligibility
- Begin venue sourcing
Speaker Confirmed Availability
- Click SPEAKER CONFIRMED button in Checklist
- Informal “save the date” response sent to speaker’s reply
- Change speaker status from “Invited” to “Confirmed”
- Begin HON calculation
- Make note in Speaker Profile the distance and the fee
- Route HON to buddy for approval and make Note
- Analyze and confirm speaker travel needed
- Submit BCD request, if needed
- Submit MUV request, if needed
Venue Sourcing - STEPS
- Call venue and ask to speak to Private Dining Manager
- Go through script and checklist
- Finalize menu
- Send venue S Phase contract for signature or acknowledgement
- Save S Phase contract in Storage
- Save Menu contract in Storage
- Save Venue Contract in Storage
After Venue Is Confirmed
- Click VENUE COORDINATION and VENUE PAYMENT and F&B CONTRACT RECEIVED buttons in Checklist
- Order AV if needed
- Change status to SCHEDULED
- Create Registration Page
- Bitly registration page
- Automate Rep Confirmation, PDF invitation, email invitation, and all required documents
- Send Rep Conf & Specs email
- Submit Print Invites for Printing
BCD Travel Itinerary Received
- Save BCD request in JF Storage
- Click corresponding Checklist Buttons
- Make NOTE
- Analyze need for ground transportation and notate directions in NOTES
- Does the hotel have an airport shuttle?
- Book MUV
The venue does not have a screen or TV monitor - what do you do?
- Submit PlannerNet order for screen
- Click AV REQUESTED button in Checklist
PlannerNet AV Order Confirmation Received
- Click AV PAYMENT CONFIRMED button in Checklist
- Save AV order in Storage JF “Conf AV_Date of Program”
- Make note AV order confirmation received
The program’s anticipated attendance is 40
- Submit PlannerNet order for lavalier microphone and speakers
- Click AV REQUESTED button in Checklist
- Make NOTE
How can you determine if the rep wants printed invites?
- Check in Activity Request Info upon receipt of Approved Program
- Ask in your Job Overview Call
If a rep wants printed invitations, where do you notate this?
- In the NOTES
- Click the “Invitation” button in the Right toolbar
- Click “Invitations Needed” and under Edit, put the name of the rep(s) and the quantity
- Automate the Print Invitation and save in Coordinator Information under your PC’s folder - TOPIC_[PROGRAM DATE]_[REP LAST, REP FIRST_QTY XX
You receive a registration notification…what do you do?
- Go into Import System
- Match registration with a registration in MDM or Add New
- Make NOTE and list who you imported
How many licensed RSVPs are needed 7 days in advance of a program?
4
You have 2 licensed RSVPs and 2 admins registered for your program. Is this enough to hold a program?
No
Why would you hit the NETWORK COORDINATION button in the Checklist?
If it is a GPO program
When are the final rep and speaker conf packs sent?
2 weeks in advance
When does a speaker learn about their rate for the program?
It is listed in the speaker conf pack emailed 2 weeks prior
Are speaker conf packs typically emailed or mailed?
Emailed
What are important items to finalize with your venue?
- Final Headcount or Guarantee and Set
- Menu
- AV
- Room Set Up
- F&B Minimum
- Payment
- The reservation is under the Rep Name and Incyte Corporation
- Rep contact information
The rep has 8 licensed attendees pre-registered 72 hours in advance, do you provide the final headcount to the venue based on this information?
No - you confirm the attendance and final headcount with the rep prior to confirming anything with the venue
The speaker does not have any travel needs. Do you have to “check” anything?
- Make NOTE
- Check SPEAKER SELF DIRECTED TRAVEL button in Checklist
- Best if you have correpondance from speaker advising they are providing their own transportation
If your anticipated attendance is 10, and the rep’s first venue choice is available with an F&B minimum of $1500 - do you secure?
An unmet minimum will be met. Check to see if you can bring down the minimum. If the minimum cannot be lowered, escalate this information to see if the rep and OBD approve the cost.
You receive the venue receipt the morning after the program. What do you do?
- Hit “Venue/Cat Receipt” button
- Make NOTE
- Save in Reporting JF “ReceiptRest_Rest Full Name_Date of Program”
- Completed and RBO, CP, and submit to Recon
- NOTE RBO to recon submission date
The rep emailed over the Rep Evaluation. How do you upload the results?
- Login to the SB Portal
- Select your rep - proceed to login as the rep
- Select View Programs
- Search for Program ID
- Hit the Survey Link and upload results
The program completed, but the speaker cert/expense form was not submitted. Do you submit an Hon Req since you want the FFS to be paid?
No - must wait for Certification to be received
The speaker can only certify they spoke on the content via submitting a copy expense form. True or False?
False - they can email directly, or certify via the SB Faculty portal
You can sign someone in post-program as an “Admin” or “Other.” True or False?
No - you would sign them in as an HCO
On the SIS, put the HCO information next to that attendee’s name
What are some degrees or titles that are considered licensed attendees?
MD, DO, RN, LPN, LVN, APRN, NP, PharmD, PA, RPh, SW, LSW
What does HCO stand for?
Health Care Organization
What are some certifications or titles that are considered non-licensed attendees?
Pharm Tech, MA, Office Staff, PhD, CNA, Research Assistant, Other
Which field must a HCO have filled out in MDM prior to being added to Ed that an individual does not have?
Organization Type (Org Type)- This is listed in MDM and can also be found in the invitee profile in Ed when you click legacy.
True or False: The full HCO address needs to be listed next to every HCO attendee.
False. The full address of the HCO only needs to be listed on the SIS next to the first attendee from that location. After that, the HCO name may be listed next to additional attendees.
Where in Ed do we record the final number of attendees?
Attendance count box
Which post program documents are required for every program? (Think through rep, speaker, and venue/caterer)
Rep: SIS & Rep Evaluation
Speaker: Content Verification, Travel Receipts
Venue/Caterer: Receipt (If there is no food at the program this is not required)
If the venue has a food and beverage minimum spend requirement, what do we do if we don’t meet it?
Charged as an unmet minimum
Where should you look in ED to find out if there are any alternate dates or notes from the rep?
Activity Request Info
The speaker sends you an email that he thinks JARP Response is a much better topic than JARP Response-2 for his upcoming program. Can you change it for him and send him the new deck?
No - you will have to reach out to the rep first to confirm if this works for the group.
If approved by the rep, an exception will also have to be routed for approval, if
