Pharmaceutical Sponsorship Guidelines

GENERAL OVERVIEW

1. GMAAPN meets monthly, the third Tuesday of each month, January-November. The organization often will approve sponsorship for a second meeting during the month (See specific information at home regarding sponsorship of a second meeting.)

2. Plans for the next year's primary meetings are scheduled in September/October of the previous year. Decisions on sponsors are based upon past support of specific meetings, requests for specific topics, sponsors retained on a “waiting list” for first available meeting.

3. The President and/or the President Elect of the organization are responsible for communication with pharmaceutical representatives who wish to sponsor a meeting. Members should refer questions or interested individuals to these leaders.

PRIMARY MEETING SPONSORSHIP

a. Confirm the location for the meeting (Attendance averages 85, but may draw as many as 100 members. The location should be able to accommodate the higher number.) Attendance can not be limited at a primary meeting.

b. In collaboration with the organization, confirm the speaker and topic for the meeting.

c. At minimum, 2 months prior to the meeting, notify the organization's web master of the location, speaker, and topic by email so the meeting can be posted on the web site.

d. Provide program chair with a copy of the speaker's CV and 3 learning objectives for all primary meetings at least 2 weeks before event. (This could be emailed or hand delivered to individual). VA's Department of Nursing Continuing Education provides CEUs for attendees.

e. Design and mail the written invitation 2-3 weeks before the scheduled meeting. Obtain the self-stick mailing labels from the organization's appointed individual. The mailing labels are for one-time use, and the names and addresses of members may not be retained for any future, unsolicited mailings by the sponsor.

f. Provide an email copy of the invitation to the organization for posting on the listserve and the website that includes the appropriate RSVP contact information. (The number must be local or a 1-800 number. No long distance access.)

g. Provide all needed AV equipment that might be needed by the speaker and/or organization (laptop, LCD projector, screen, lavaliere, etc). Arrange with the site to provide a table for placement of AV equipment; a table for meeting registration; a table for placement of sponsor's product information.

h. Coordinate meeting plans. Meetings generally include a reception with hor d'hoeuves and wine between 6:00-6:45. The call-to-order will be at 6:45 pm by the President. Entrée orders should be obtained by the waiters between 6:45-7:15, during the business meeting. The President will also introduce the sponsor and the speaker during this time. The speaker will begin presentation between 7:15-7:30, depending on the length of the business agenda.

i. Cover all related meeting costs. Occasionally, this will involve copying the appropriate number of handouts for the organizational meeting. If this function is needed, the sponsor will be notified within 2 weeks of the meeting when the materials will be available for copying (Usually the Sunday before the scheduled meeting).

j. Communicate with the organization's President regarding any meeting issues that may occur. Sign-in sheets, if needed by the sponsor, will be faxed to the sponsor within 1 week of the meeting. The sponsor is responsible for notifying the organization of their need and their fax number.

k. Provide any related product information or give-aways at the meeting. These items should be placed on a separate table for members to visit during the reception time.

SECOND MEETING SPONSORSHIP

a. Second Meetings can be scheduled by pharmaceutical companies with the President. No more than 1 extra monthly meeting under the name of GMAAPN will be approved. Average attendance ranges from 45-60, but may be as many as 100. The host may limit attendance if necessary.

b. Mailing labels will be provided 2-3 weeks prior to the meeting. Cost for labels is $100 and can be submitted by check to GMAAPN.

c. No business meetings are conducted at second meetings, however announcements may be made by the organization's leadership. In most cases the host will introduce the speaker. No registration or CEUs will be provided by GMAAPN. However, the host may arrange for CEUs through their company if appropriate.

d. The host is responsible for all arrangements for the restaurant, speaker, and AV materials.