Canadian Society of Hospital Pharmacists
     British Columbia Branch

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• This is an ELECTED position and the Programs Committee Chair acts as a voting member of the BC Branch Executive.

Terms of Reference

  The Programs Chair will:

1. Assume responsibility for the Terms of Reference of the committee.

2. Recruit committee members to serve for term of one year.

3. Write each member of the committee expressing appreciation for serving.  Include a copy of the committee's "Terms of Reference" and objectives for the coming year.

4. Review the recommendations from the previous Chair and report on how the recommendations were carried out or disposed of.

5. Hold at least five committee meetings during the year.

6. Attend Executive Committee Meetings and the Branch Annual General Meeting

7. Provide the Executive Committee with written/verbal progress reports at Executive Committee Meetings.  Make copies of all written reports for all Executive Committee members, and send the original reports to the Secretary at least 2 weeks prior to the meeting date.

8. Assist the incoming Chair when the term of office is completed and act in an advisory capacity to the Educational Services Committee in the year following term of office.

9. Thank members for service on the committee and notify them that a new committee will be established for the coming year.

10. Be a corresponding member of the National CSHP Educational Services Committee.

11. Provide a detailed description of the activities and time frame necessary to carry  out the Terms of Reference, to the committee members.

12. Serve as the B.C. Branch coordinator to the Banff Seminar.

13.  Act as Chair for the educational portion of the Annual General Meeting.

14.  Maintain the programs section of the CSHP BC Branch website.

The Committee shall:

1.  Plan the educational program for Annual and Seminar meetings.

This includes:
a)  Guest speakers
b)  Accommodations for the meetings
c)  Arrangements for meals
d)  Special equipment (audiovisual, etc)
e)  Registration procedures
f)   Advance publicity (Branch newsletter, College of Pharmacists of B.C. Bulletin, CPJ,, etc.)
g)  Arrangements for social functions associated with meetings
h)  Coordination of programs with CAPT, CAPSI, College of Pharmacists  (when applicable)

2. Plan the B.C. portion of the Banff Seminar 

3. Plan the B.C. Branch CSHP regional seminars

The Members of the Programs Committee:

 Any CSHP Branch Member may serve.

• one member must be President-Elect.

• one member must serve as secretary of the committee

• there should be a representative from a small hospital (at least a corresponding member.)

• members to serve on the committee for a term of one year.

 b.  Annual General Meeting  

1.   Policies re: Honoraria

• major speakers receive an honorarium plus complimentary registration

• maximum honoraria supplied by B.C. Branch CSHP is $500.00 plus expenses. The usual honoraria is $250/60 minutes, $200/45 minutes and $150/30 minutes; minimum honorarium is $150.

• speakers shall not be sponsored by a drug company directly

2.   Policies re: Manufacturers' Displays

• display space must be reserved for poster presentations

• a minimum contribution of $400.00 is required to participate in the manufacturers' displays

• display booths cost $400/day, $500 for both days

• when display space is limited, it will be assigned on a first come, first serve basis.

• if display space cannot be accommodated, the manufacturer should be contacted to see if the contribution can be used for general sponsorship

• the company must supply a list of the names of the representatives who will attend the meeting

• each company representative attending the conference and/or luncheon must purchase a registration (current member or non-member rate)

3.  Special guests and complimentary registrations

• special guests and dignitaries which are identified to the committee by the President shall receive a complimentary registration

• complimentary registrations will be sent by the Chair to: the President of College of Pharmacists of B.C., the Dean of the Faculty of Pharmaceutical Sciences, the Honorary Life Members of the Branch, all award winners, and all speakers.

4.   Solicitation of funds/sponsors

• the Programs Committee Chair is responsible for solicitation of funds

• a contact list is made ensuring that the committee has the company representatives' most current addresses

• a letter for solicitation of funds with enclosure "Sponsorship Option Form" (See Appendix 1) are sent to each manufacturer, requesting sponsorship of the annual conference (usually mailed in May) 

• once a donation is received, a letter is sent acknowledging receipt of donations.  Enclosed with the letter are receipts and times for display set-up, if applicable

• a follow-up letter is sent to companies that have not contributed

• cheques are sent to the treasurer for deposit

• a list of corporate sponsors is prepared for the Annual General Meeting

• an accurate financial statement of committee expenses and income is maintained by the Treasurer .

5.   Location and Dates

• the annual general meeting location shall be in Vancouver

• the date of the Annual Meeting is set by the Executive Committee (Usually the 3rd Friday and Saturday of November)

6.   Policies Re: Registration Fees, CEU's, and Refunds

• changes to registration fees are determined by the Executive Committee

• a reduced registration fee is provided for 1 day registrants and students

• a cost difference is maintained between members and non-members

• a full refund will be given if the registration is cancelled at least 10 days prior to the date of the AGM, after which a cancellation fee of $5.00 will be assessed

• once the program is finalized, request CEU approval (usually 1 CUE per hour of education) using the "CEU Program Evaluation Form"  (See Appendix 2)

7.   Conference Arrangements

a) Annual Meeting Program

• arrange for 5 hours of educational lectures

• leave adequate time for the AGM Business Meeting and the Lunch/Awards program

• use standard meeting format (See Appendix 3)

 b) Speakers

• contact speakers early to confirm the program

•  make appropriate reservations for accommodation and transportation for out-of-town speakers

• request the following information from each speaker using the "Speaker Program Form" (See Appendix 4):

• biographical information for brochure and introduction

• audio-visual requirements

• determine if the speaker will be attending the complimentary luncheon

• determine if the speaker wishes to have handouts distributed in the registration packages

• request that the speaker submit an abstract or outline of his/her presentation.  Send "Abstract Reproduction Form" and "Sample Abstract". 

c) Brochures

• print 400-500 copies.

• send to all CSHP Branch members, CSHP National Office sponsors, British Columbia Hospital Pharmacy Directors, and complimentary registrants (include a cover letter where appropriate)

• obtain CSHP Branch mailing labels from the CSHP Membership Chair, or obtain "Hospital Districts" mailing labels from the College of Pharmacists of B.C.. (Note the hospital districts mailing labels will provide for a wider distribution, as they include all hospital pharmacists in British Columbia)

• consider mailing brochures with the CSHP Branch Newsletter in October (to save postage and envelopes).  If the brochures are not available for mailing with the newsletter, ensure that they are mailed by mid October.

d) Advance Publicity

• send an announcement of the date and location of the AGM to National Publications: Canadian Pharmaceutical Journal, CSHP Employment Opportunities Bulletin, Pharmascope.  It may take several months for the notice to appear.

• also submit this information to the provincial publications: CSHP Branch Newsletter and the College of Pharmacists of B.C.

e) Facility

• book required rooms early

• usual requirement: one large conference room,  1 display/poster area,  lunch/banquet room with space for awards presentations, 1 small room for the cash bar

• book AV equipment

• usual requirement: slide projector & overhead, microphone, pointer for conference room. The Branch owns a slide projector, screen and slide projector table. These should be used if at all possible to reduce expenses. Check requirements for the Awards Program with the Awards Committee Chair.

• book a block of hotel rooms to be available to registrants at a conference rate.  Some hotels will provide registration cards which can be included with the brochure mail-out.

• arrange to have tables for registrations and displays.

f) Lunch, Coffee Breaks

• arrange for coffee, tea and juice to be available during registration and AM/PM coffee breaks

• arrange for muffins/pastries to be available during the morning break

• review the menu and book lunch.  (When confirming total number for the luncheon, be certain to include the company representatives, complimentary registrants, and award recipients in the total number)

g) Cash Bar

• book room when making initial reservations

• check if bartender  must be booked for a minimum of X hours

• arrange for hors d'oeuvres, with the quantity depending on the turnout estimated from the registration form.

h) Registration Packages

• include:           

  • the program

  •  AGM agenda and committee reports (not previously circulated)

  • name badges

  • identification ribbons (for speakers, host committee members and CSHP executive)

  • receipt

  • "Program Evaluation Form (See Appendix 6)

  • CEU Participation Form

  • handouts

  j) Committee Member Assignments

• the  Programs Committee Chair acts as Master of Ceremonies for the education sessions in the main conference room

• one committee members for the main conference room:

  • i) room monitor to control the lights, room temperature, and door.

  • ii) AV monitor to operate AV equipment

• two committee members for registration table.

• one committee member for each small group to provide introductions

• one committee member to ensure coffee and lunch breaks are run well

• one committee member to take luncheon tickets

• one committee member to assist in set-up of posters and manufacturers' displays

c.  Regional Seminars

1.   Honoraria

• the maximum honoraria supplied by B.C. Branch CSHP is $250.00 plus expenses

• slides or other AV related costs will not be covered by CSHP BC Branch

2.   Location and dates

• the scheduling of the Regional Seminars is left up to the discretion of the Education Committee Chair

• Residency Presentation Night must be organized by the Programs Committee and is usually held on the third Wednesday of May each year

• The annual Clinical Symposium should be a full day event on either the second or third Saturday in September.

3. Poster Presentation

• will be held at the annual Clinical Symposium

• call for abstracts will be sent out in March (See Appendix 7)

4.   Manufacturers displays

• not usually included in regional seminars unless there is a theme or company sponsor

5.   Special guests and complimentary invitations

• there are no complimentary invitations, except for the speakers

6.   Sponsors/funds

• may solicit for  seminars unless there is direction from council not to do so.

7.   Policy Re: Registration Fees

• a cost difference must be maintained between members and non-members.

• cost is dependent on length of seminar. 

8.  Policy Re:  CSHP Co-Sponsored Events with Industry

• a cost difference must be maintained between CSHP members and non-members (e.g.: members - no fee, non-members $25)

• all non-members must pay the fee; the industry representative may contribute the fee for any guests they may wish to invite.

• a Branch Programs Committee Chair or designate will act as Master of Ceremonies for the event

• brochures may not be distributed by the company and they must be reviewed by the Programs Committee prior to distribution

• prior approval must be obtained for the co-sponsored event by the B.C. Branch CSHP Executive Committee

d.  Banff Seminar

1.   Contact with host committee

• supply suggested topics and speakers by early July to the host committee

2.   Speakers for 2 sessions

• ensure one of the speakers is from British Columbia

• honorarium plus expenses are provided for speaker by the Banff Educational Services Committee

3.   Introduction of speakers

• the Programs Committee Chair or designate introduces the speaker(s) from his/her province

PLANNING SCHEDULE FOR THE ANNUAL GENERAL MEETING

PROGRAMS COMMITTEE  -  APPENDIX 1

SAMPLE LETTER FOR THE SOLICITATION OF FUNDS

I. M. Ethical
Hospital Sales Representative
Magic Bullet Pharmaceuticals
46 Massey Road
Vancouver, B.C.   V8J I0U

 21 April 1999

 Dear Ignacious,

 The British Columbia Branch of the Canadian Society of Hospital Pharmacists is pleased to announce the 47th Annual General Meeting and Conference to be held on Friday and Saturday November 19 & 20. The conference seminars and small group sessions will focus on a variety of topics relevant to hospital pharmacy practice.

 We welcome your support of our meeting in one or both of the following ways:

        1.    Making a general contribution to the conference fund; or

       2.    Providing a display to represent your company.

 Please use the enclosed form to indicate your decision and details of your participation.  Replies may be sent to:

Dr. Peter Zed
CSU Pharmaceutical Sciences
Vancouver General Hospital
855 West 12th Avenue
Vancouver, B.C.  V5Z 1M9

As in the past, we will acknowledge your sponsorship of our meeting in the registration packages and in a poster at the registration desk.  Thank you for your dedication to the educational efforts of the hospital pharmacists of British Columbia.

Yours truly,

Peter J. Zed
Chairperson, Programs Committee                  

Enclosure

PROGRAMS COMMITTEE  -  APPENDIX 1

 ENCLOSURE (SIDE 2)  -  SPONSORSHIP OPTION FORM

 EDUCATIONAL GRANTS PROGRAM

 All sponsoring companies will be acknowledged in the published program of the educational event.  Recognition will be given according to the following donor recognition categories established by the Canadian Society of Hospital Pharmacists:

Benefactor

(Donations > $2,000)

Patron

(Donations from $1,000 to $1,999)

Sponsors

(Donations from $500 to $999)      

Supporters

(Donations from $250 to $499)

Donors

(Donations < $250)

CSHP- British Columbia Branch gratefully acknowledges the assistance of all companies sponsoring this educational event.

Guiding Principles for Sponsorship:

The Society will not publicize, in the program or registration materials, independent educational or social events held in conjunction with CSHP programs.  Sponsors of such functions may apply for rental of CSHP mailing labels or publicize the function independently (e.g. at exhibit booths)

The practice of recognition through sponsor-named lectures and sponsor-named social events, where such lectures or events are an integral part of the AGM, will be discontinued.

The Society will not permit distribution of novelty items or memorabilia bearing the name of a sponsor at CSHP educational lectures or CSHP social events. Such material may be distributed at a company sponsored exhibit booth, but may not bear any markings associating it with CSHP.      

PROGRAMS COMMITTEE  -  APPENDIX 2

 CEU PROGRAM EVALUATION FORM

 CANADIAN CONFERENCE ON CONTINUING EDUCATION IN PHARMACY

PROGRAM EVALUATION FORM

_____________________________________________________________________

 The following information is necessary to effectively evaluate a continuing education program and assign continuing education credits.  Please be as concise and complete as possible.

 1.    Program title

 2.    Program date(s) and times(s)

 3.    Program sponsor(s)

 4.    Briefly describe the audience (by professions, specialties)

 5.    Briefly describe the purpose (goal) of the program

 6.    Briefly outline the qualifications of all resource people

 7.    Outline (on the reverse) the program schedule giving a brief description of what each presentation will cover and the time (hours) allocated for each presentation.

                                        FOR OFFICE USE ONLY:

PROGRAMS COMMITTEE  -  APPENDIX 3

ANNUAL MEETING FORMAT

ANNUAL MEETING PROGRAM

 Friday, November 19, 1999