5th Annual West Coast Life Sciences Meeting Management Forum Brochure

w w w . p h a r m a m e e t i n g p l a n n e r s . c o m / w e s t

Meeting ManageMent ForuM December 12-13, 2012 Hyatt mancHester GranD san DieGo, ca

5th annual west coast life sciences

Don’t miss tHe tecHnoloGy sHowcase: Discover innovative technologies to enhance meeting management

inDustry PersPectives

affymax, inc.

allergan

biolase

Daiichi sankyo

eisai inc.

millennium laboratories

sanofi

shire regenerative medicine

teva Pharmaceuticals

Understand how the federal Sunshine requirements and state transparency and disclosure laws affect your company and your role

Analyze ways smaller companies can meet the challenges of trying to maintain compliance both in the U.S. and internationally

Learn how to enhance your face-to-face meetings with hybrid or virtual alternatives

Go inside a global Strategic Meetings Management Program initiation

prepare for 2013 at this Year-enD event!

plus!

ANDSupporting Sponsor: Outstanding Support

Provided by:

CBI and Medical Meetings Magazine Present the Leading West Coast Event for Biotech, Medical Device and Pharmaceutical Meeting Managers

Meeting Managers Save $100!

Register by 10/12/2012

Co-organized by:

Earn CMP Clock

Hours!Pending Approval

r e G i s t e r a t w w w . P H a r m a m e e t i n G P l a n n e r s . c o m / w e s t • 8 0 0 - 8 1 7 - 8 6 0 1

meet tHe Faculty

Kare Anderson, Co-Founder, Say it Better Center

Shari Baron, Manager, Meetings and Events, Daiichi Sankyo

Michelle Bartolone, CMP, CEO, Meeting Sites Pro Inc.

Kiran Boyce, Director, Commercial Operations, Affymax, Inc.

Peter Burberry, Senior Director, Global Practices, Allergan

Agnès Canonica, CMP, CMM, General Manager, North America and Latin America, MD Events

Ann Dery, Associate Director, Travel Services-Americas, Teva Pharmaceuticals

Angie Duncan, Director, SMMP Operations, North American, Carlson Wagonlit Travel

Kimmarie Everett, Trade Show and Event Manager, Biolase

Kenneth Gordon, Head of North America Multimedia Communications, Sanofi

Kevin Harty, Chief Financial Officer and Vice President, Meeting Sites Pro Inc.

Hara C. Hawthorne, Manager, Meeting Planning, Scientific and Operational Clinical Support, CFU, Eisai Inc.

Susan Holley, Manager, Meetings and Conventions, Shire Regenerative Medicine

Gavin Houston, Executive Vice President, Americas, Universal WorldEvents

Judy Benaroche Johnson, CMP, President, CEO, Rx Worldwide Meetings, Inc.

Lisa Keilty, President, The Keilty Group

Carol Krugman, MEd, CMP, CMM, Assistant Professor, Meeting and Business Event Management, Metropolitan State University of Denver

Janna Sipes, Senior Vice President, Regulatory Counsel and Chief Compliance Officer, Millennium Laboratories

Pat Schaumann, CMP, CSEP, DMCP, President, Meeting IQ; Partner, Present China; Founder, The International Medical Meeting Professionals Association (IMMPA)

Bonnie Weiss, Director, Pharmaceutical Industry Sales, Hyatt

Chairperson: Marybeth Roberts, CMP,

Director, Global Meeting Management, Amgen

PersPectives From tHouGHt leaDers

Meeting ManageMent ForuM

5 t h a n n ua l w e st coa st l i f e s c i e n c e s

co-organizeD bY AND

7:30 – 8:30AM

Conference Registration and Networking Breakfast on the Exhibit Floor

8:30 – 9:00AM

Chairperson’s Welcome and Opening Remarks

Marybeth Roberts, CMP, Director, Global Meeting Management, Amgen

understand u.s. and global transparency requirements to ensure Your meetings will be compliant

Keynote cco aDDress9:00 – 9:45AM

The Waiting Game — Get the Latest on the Sunshine Act Provisions and Understand Your Role in ComplianceWhile the federal Sunshine Act’s final provisions have yet to be released, the Act will likely go into effect January 1, 2013 and meeting management professionals need to understand their role in healthcare professional, or HCP, spend transparency compliance. To fulfill their role as compliance gatekeepers, meeting managers adapt quickly to the changing regulations that govern all HCP meetings. This session shows how to partner with internal compliance and aggregate spend teams, including sales operations and accounting, to adhere to industry guidelines and company policies regarding all HCP interactions during meetings and events. During this address, learn:

• How the federal Sunshine requirements and state transparency and disclosure laws affect your company, and your job

• The role meeting managers will play in collecting HCP spend data for transparency and reporting

• How meeting managers can use an aggregate spend solution to remain compliant Janna Sipes,

Senior Vice President, Regulatory Counsel and Chief Compliance Officer, Millennium Laboratories

Global comPliance aDDress9:45 – 10:30AM

HCP Spend Transparency Outside of the U.S. While it’s important to understand the U.S. Sunshine Act, meeting managers who work internationally now, or may go global in the future, also need to stay keenly aware of what is happening globally with HCP transparency requirements. This presentation provides an overview of regulations in Europe, Asia and Australia.

• Learn specific transparency-related legislation developments outside the U.S.• Analyze the impact of global requirements on reporting in the U.S.• Discuss the future of evolving regulations worldwide

Peter Burberry, Senior Director, Global Practices, Allergan

10:30 – 11:30AM

Networking and Refreshment Break on the Exhibit Floor/Business Card Exchange

During this extended break, meeting managers have the option to participate in a business card exchange. This exchange designates time for brief introductions among attendees who select this option when registering. These new contacts are an opportunity for increased learning over the course of the two-day meeting.

inDustry case stuDy11:30 – 12:15PM

Develop a Scalable Process for Tracking and Reporting Spend Both Domestically and Globally Building on earlier sessions, the presenter shares how to leverage processes already established within your organization (or currently being established) to meet U.S. requirements, to then meet global transparency requirements.

• Review what practices have been established for U.S. transparency requirements• Discuss how established processes can be expanded • Discover ways smaller companies can meet the challenges of trying to

maintain compliance in the U.S. and internationally



Day one — weDnesDay, December 12, 2012

Panel Discussion12:15 – 1:00PM

Meeting Management and Compliance Teams Join ForcesUnderstanding transparency regulations is only the first step in ensuring compliance. Meeting managers also must review their practices for HCP meetings and understand the implications of these regulations and policies. During this panel, discuss how to best identify, assess and correct deficiencies in your compliance efforts. Attendees have the opportunity to ask questions and share their insights.

• Understand the different types of audits that could take place• Learn how to prepare for an audit by evaluating current processes • Establish corrective methods to improve current procedures• Determine best practices for monitoring these procedures

Moderator:

Gavin Houston, Executive Vice President, Americas, Universal WorldEvents

Panelists:


Kevin Harty, Chief Financial Officer and Vice President, Meeting Sites Pro Inc.

Janna Sipes, Senior Vice President, Regulatory Counsel and Chief Compliance Officer, Millennium Laboratories

Kelli Butler, Physician Relations Specialist, Office of Medical Affairs, Medtronic, Inc.

1:00 – 2:00PM

Networking Luncheon on the Exhibit Floor

maximize engagement using storyboarding, hybrid meetings and innovative technology

FeatureD Presentation2:00 – 3:00PM

Establish a Meeting Environment that Augments Audience Engagement Just as a movie director storyboards the sequence of scenes to pull audiences into the story, you can increase the number of positive moments your audience feels when stepping into your place or event. From the first sight to the last touch, increase the multi-sensory cues that nudge people to participate more fully. Conference organizers, hotels and public places all can evoke better attendee experiences using a unique storyboarding method. Discover how to conduct an “Exposures Audit”, then craft the moment-by-moment, one-of-a-kind experiences that attendees rave about.

Kare Anderson, Co-Founder, Say it Better Center

3:00 – 3:30PM

Networking and Refreshment Break on the Exhibit Floor

inDustry case stuDy3:30 – 4:15PM

Bringing Hybrid Meetings to the Next LevelHybrid and virtual meetings, when used effectively, can help life sciences meeting managers save time and money. During this case study, learn how Sanofi has partnered with a webcasting and satellite provider to host virtual meetings to be broadcast to homes, offices or restaurants. Understand how the team executed a virtual launch meeting with over 1,000 sales reps and used webcasting for monthly POA and manager meetings. You’ll also learn how to troubleshoot and create multiple redundancies to ensure these meetings run smoothly and without interruption.

• Learn how to save costs with hybrid meetings• Discuss to increase audience engagement virtually• Learn how to avoid meeting disruption and technical difficulties

Kenneth Gordon, Head of North America Multimedia Communications, Sanofi



tecHnoloGy sHowcase: cool tools!4:15 – 5:00PM

New this Year! Discover Innovative Technologies to Enhance Your Meeting Management and Improve Your OutcomesExperience a variety of technology demos where you can see first-hand the innovative technology that is available to help you plan face-to-face and virtual meetings; as well as to enhance your meeting experiences. Best-in-class technology providers offer hands-on demonstrations to understand the advantages and limitations of these tools.

5:00PM

Close of Day One

5:00 – 6:00PM

Networking Reception — Wine-Pairing ExerciseWith a growing focus on compliance and cutting costs, meeting managers must not lose sight of one of their most important priorities — providing an enjoyable experience for meeting participants. During this reception, attendees have the opportunity to learn more about food and beverage design through a fun and interactive wine-pairing activity.

DaY two — thursDaY, December 13, 20128:00 – 8:45AM

Networking Breakfast

8:45 – 9:00AM

Chairperson’s Review of Day One


better business bureau — from smm to global compliance

interactive rounDtable Discussions9:00 – 10:15PM

Industry Trends and Roundtable Discussion, Including an Update on Medical Meeting Planner CertificationOur popular roundtable session is introduced by officials of the International Medical Meeting Professionals Association (IMMPA), who will update you on the coming certification process for medical meeting professionals. It will be followed by topical roundtables, which will review current trends in meeting management and identify answers to the following questions: What are my colleagues struggling with? What processes do we need to improve? Where are life sciences companies spending resources? What will meeting managers’ focus be for process improvement over the next 6-12 months? These roundtable discussions afford attendees the opportunity to benchmark best practices with industry peers. Attendees will be surveyed 6 weeks prior to the conference regarding topics they’d like addressed during this time.

Suggested Topics for Discussion Include:

• Contracting and negotiations • Global meeting management and compliance• SMM • Audit prep• Identifying new partners • Medical meeting planner certification• Managing HCP data collection • Medical device best practices

Discussion Facilitators:




Lisa Keilty, President, The Keilty Group


Carol Krugman, MEd, CMP, CMM, Assistant Professor, Meeting and Business Event Management, Metropolitan State University of Denver

Pat Schaumann, CMP, CSEP, DMCP, President, Meeting IQ; Partner, Present China; Founder, The International Medical Meeting Professionals Association (IMMPA)

“there were so many topics and sessions that were invaluable…a great number of takeaways.” — Previous Attendee, James Vachon, Associate Director, Corporate Meetings and Conventions, Millennium: The Takeda Oncology Company


10:15 – 10:45AM

Networking and Refreshment Break on the Exhibit Floor

inDustry case stuDy10:45 – 11:30AM

Develop a Strategy to Globalize an SMMPAfter successfully consolidating the Travel Program in the Americas region, Teva’s Director of Travel Services developed an initiative to expand the Strategic Meetings Management Program (SMMP) on the brand-side of the organization to the non-brand side of the organization, which historically had been unmanaged. During this presentation, learn how Teva’s existing SMMP has been reviewed in order to globalize the program. Learn what the consolidation process entailed, how they evaluated a new software platform that would enable more robust programming, and the benefits and challenges to further consolidation on a global scale to initiate a global SMM Program.

Ann Dery, Associate Director, Travel Services-Americas, Teva Pharmaceuticals

Panel Discussion11:30 – 12:15PM

Advanced Contracting and Negotiations for Meeting Managers With products going off patent, longer lead times to bring products to market and the cost of complying with ever-increasing regulations, cost management is increasingly important life sciences companies. This means meeting managers must be more strategic than ever with their negotiations. This panel gives meeting managers with the inside scoop on what hoteliers can and can’t discount, and fills hoteliers in on where meeting managers can be flexible. When each side understands where the other is coming from, it’s easier to assess how best to negotiate in order to cut costs and get the concessions needed.

• Define the top priorities of both parties• Establish what contract points are most important to negotiate• Learn where hoteliers are most — and least — likely to concede

Moderator:

Bonnie Weiss, Director, Pharmaceutical Industry Sales, Hyatt

Panelists:

12:15 – 1:30PM

Networking Luncheon

1:30 – 2:15PM

I’ll Take Sunshine Requirements for $500 Let’s play a Meetings Management question and answer game! The expert panel will select a specific meeting management question, while the audience gets to join the panel in finding the answer. Questions addressed during the game will range from beginner ($250) to advanced ($1,000), providing the audience with an understanding of various international regulatory requirements in meeting management. After the game, review the key meeting management issues discussed.

Host: Agnès Canonica, CMP, CMM,

General Manager, North America and Latin America, MD Events

Players:

2:15 – 3:00PM

Meetings 2012 and Beyond — Expectations for 2013 and 2014Review recent trends in SMM, technology and meeting management compliance, and what you’ve learned over the course of the past two days that will help you better meet today’s challenges. Assess what has been top-of-mind for the meeting management field and what industry can expect to see in 2013. It’s one last chance to ask any lingering questions and share key takeaways.


3:00PM

Close of Conference


Kiran Boyce, Director, Commercial Operations, Affymax, Inc.

Susan Holley, Manager, Meetings and Conventions, Shire Regenerative Medicine


Kimmarie Everett, Trade Show and Event Manager, Biolase

about tHe conFerence orGanizers:

CBI, an Advanstar company, is dedicated to developing market-driven, unbiased conferences in the pharmaceutical, biotech, medical device and managed care industries. CBI creates conferences that serve senior executives and government officials by providing a unique platform for highly focused content and presentation. Delegates, speakers and sponsors receive timely information on the latest investment opportunities, business strategies, domestic and international regulatory issues, operations and applied technologies. All CBI events provide concrete, real life examples that can be immediately applied for significant impact on cost and revenue. CBI events also deliver extensive opportunities for networking and discussion with senior policy and decision makers. For more information visit www.cbinet.com.

Medical Meetings engages an audience of continuing medical education, medical association, and pharmaceutical and medical device company meeting professionals with reports on regulatory and educational trends in continuing medical education and life sciences meetings and events. Subscribe to receive online and print coverage of this industry’s pressing regulatory and educational issues at meetingsnet/com/subscribe. For information about qualifying for a free subscription to Medical Meetings magazine and Medical Meetings Extra e-newsletter, please visit meetingsnet.com, and click on the “Subscribe” link.





We thank this year’s West Coast Life Sciences Meeting Management Advisory

Board for their dedication to the program. Their insights helped shape the

agenda to ensure we offer solutions to your most pressing challenges.

2012 aDvisory boarD 2012 conFerence sPonsorsCBI and Medical Meetings magazine’s corporate sponsors represent select companies that share

a common mission: business advancement through thought leadership, strategic interaction and

innovation. Companies that sponsor with CBI and Medical Meetings magazine carefully select messaging,

branding or positioning sponsorships that result in the successful communication of their quality products

and/or services available to the conference’s targeted attendees. Opportunities ranging from strategic

co-sponsoring positioning, to the simple power of a single exhibit are available.

2012 conFerence inFormation

venue: Manchester Grand Hyatt San Diego One Market Place • San Diego, CA, USA 92101Reservation Line: 888-421-1442 • Hotel Direct Line: 619-232-1234

accommoDations: To receive CBI’s special discounted hotel rate online or by phone, please go to:

• Online: WWW.PHARMAMEETINGPLANNERS.COM/WEST• Phone reservations: 888-421-1442 and mention Meeting Management WestCut-off date is November 26, 2012. Reservations made after the cut-off date or after group room block has been filled (whichever comes first) will be accepted on a space and rate availability basis. Rooms are limited so please book early. All travel arrangements are subject to availability.

team Discount: Attend this conference FREE if you bring THREE registered colleagues from your organization or external to your organization (enables cross-company teams). Teams of Two receive 20% off of total registration fee – offer expires 4 weeks out from conference. Applies to co-located events. All team registrations must be made at the same time to qualify.

satisFaction GuaranteeD: CBI stands behind the quality of its conferences. If you are not satisfied with the quality of the conference, a credit will be awarded towards a comparable CBI conference of your choice. Please contact 800-817-8601 for further information. Advanced preparation for CBI conferences is not required.

reGistration Fee: advanTagE PRicing STandaRd PRicing

Corporate Meeting Managers $695.00 $795.00

Third-Party Meeting Managers $695.00 $795.00

Destination Management Companies $1,195.00 $1,295.00

Vendor $2,495.00 $2,795.00

Associations $495.00 $495.00

Register by October 12, 2012 and SAVE (See pricing grid above). Fee includes continental breakfast, lunch, wine and cheese reception, refreshments and conference documentation. Please make checks (in U.S. funds drawn on a U.S. bank) payable to: CBI. (No personal checks accepted. Verification for Corporate and Third-Party may be required.) PLEASE NOTE: All advertised discounts are taken from the final, Standard Rate.

substitution anD cancellation: Your registration may be transferred to a member of your organization up to 24 hours in advance of the conference. Cancellations received in writing on or before 14 days prior to the start date of the event will be refunded, less a $295 administrative charge. No refunds will be made after this date; however, the registration fee less the $295 administrative charge can be credited to another CBI conference if you register within 30 days from the date of this conference to an alternative CBI conference scheduled within the next six months. In case of conference cancellation, CBI’s liability is limited to refund of the conference registration fee only. CBI reserves the right to alter this program without prior notice. Please Note: Speakers and agenda are subject to change. In the event of a speaker cancellation, every effort to find a suitable replacement will be made without notice. The opinions of the conference faculty do not necessarily reflect those of the companies they represent or CBI.


For more information on sponsorship opportunities, contact Jamie McHugh at 339-298-2106 or email [email protected]. For more information on exhibiting opportunities, contact Karen Hanover at 339-298-2184 or email [email protected].

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5th Annual West Coast Life Sciences Meeting Management Forum Brochure