1. Assume responsibility for the Terms of Reference of the committee.
2. Recruit committee members to serve for term of one year.
3. Confirm each committee member has active CSHP membership.
4. 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.
5. Review the recommendations from the previous Chair and report on how the recommendations were carried out or disposed of.
6. Hold at least five committee meetings during the year.
7. Attend Branch Council Meetings and the Branch Annual General Meeting.
8. Provide the Branch Council with written/verbal progress reports at Branch Council Meetings. Make copies of all written reports, if applicable, for all Branch Council members, and send the original reports to the Secretary at least 2 weeks prior to the meeting date.
9. Upon completion of term, summarize any recommendations or improvements that may be considered in the following years. These recommendations may be appended to the minutes of the first meeting of the new term.
10. Assist the incoming Chair when the term of office is completed and act in an advisory capacity to the Programs Committee in the year following term of office.
11. Thank members for service on the committee and notify them that a new committee will be established for the coming year.
12. Be a corresponding member of the National CSHP Educational Services Committee.
13. Provide a detailed description of the activities and time frame necessary to carry out the Terms of Reference, to the committee members.
14. Serve as the B.C. Branch Coordinator to the Banff Seminar, or appoint an appropriate delegate to serve in this capacity.
15. Act as Chair for the educational portion of the Annual General Meeting.
16. Provide the B.C. Branch Council Communications Officer with the information required to maintain the programs section of the CSHP B.C. Branch website (including dates and locations of events, speaker handouts, registration information).
17. Facilitate the distribution of at least 2 e-nouncements prior to educational events (ideally 6 weeks prior to all events except for 4 weeks prior to Residency Presentation Night, and 1 week prior to registration deadlines).

1. Plan the educational program for Annual and Seminar meetings.
   This includes:
   1. Guest speakers
   2. Accommodations for the meetings
   3. Arrangements for meals
   4. Special equipment (audiovisual, etc)
   5. Registration procedures
   6. Advance publicity (Branch newsletter, College of Pharmacists of B.C. Bulletin, UBC Continuing Pharmacy Professional Development Online website, Pharmacy Technician Society of British Columbia (PTSBC), etc.)
   7. Arrangements for social functions associated with meetings
   8. Coordination of programs with CAPT, CAPSI, College of Pharmacists (when applicable)
2. Plan the B.C. portion of the Banff Seminar.

• Any CSHP Branch Member may serve.
• One member must be President-Elect.
• One member must be Fundraising Chair.
• There should be a representative from a small hospital if possible (at least as a corresponding member).
• Members to serve on the committee for a term of one year.
• Roles and responsibilities of committee members should be assigned at the start of the committee year. These may be shared positions and include:
  • Secretary (1) -responsible for recording of meeting minutes
  • Audio-visual Coordinator (1) – responsible for coordination of AV requirements at each of the 4 events
  • Registrar (1); assistant registrars (1-3 depending on the size of the event)
  • Publications and Promotions (1) – responsible for creation of event brochures, photocopying of any printed materials for events (brochures, handouts, evaluations, CE certificates)
  • Evaluation Coordinator (1) – responsible for drafting evaluation form, collection and compilation of event evaluations and maintenance of topic lists (completed topics, suggested topics)
  • CE Coordinator (1) – responsible for obtaining required documentation and application for continuing education credits through the University of British Columbia continuing education program and drafting CE certificate
  • Website Membership Update (1) – responsible for maintaining the status of current membership on the CSHP B.C. Branch website
  • Event team leaders (minimum 2/event)

1. Honoraria
   • speakers receive an honorarium plus complimentary registration
     • for AGM, speakers will receive complimentary registration to both days of the event.
   • maximum honorarium supplied by B.C. Branch CSHP is $500.00 plus expenses. The usual honoraria are $250/60 minutes, $200/45 minutes and $150/30 minutes. In the event that there are two speakers or more, the honorarium should be divided as follows:
     • 2 speakers for a 60 minute presentation -> $150/speaker
     • 2 speakers for a 45 minute presentation -> $125/speaker
     • 3 speakers for a 60 minute presentation -> $100/speaker
     • 3 speakers for a 45 minute presentation -> $75/speaker
   • speakers shall not be sponsored by a drug company directly
   • speaker expenses will be submitted and approved based on the BC Branch speaker expense form
2. Manufacturers' Displays
   • no minimum B.C. Branch contribution is required for a sponsor to participate in the manufacturers' displays; all major benefactors will be offered a complimentary booth
   • for non-major benefactors, display booths cost $1000 for the duration of AGM
   • 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 rate); exception are Major Benefactors who receive one complimentary registration to AGM and representatives who are only there to attend the booth.
   • additional information regarding manufacturer relations can be obtained through the records of the Fundraising Chair
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, and all speakers for complimentary registration to both event days
   • complimentary registrations will be sent by the Chair to award winners for the day of the award presentation: Distinguished Service Award (1), Meritorious Service Award (1), Pharmacy Awareness Award (1), 1 author from each Publication Award (2), Maria Machado Award (1), PharmD Award (1), Pharmacy Practice Residency Awards (2), Hospital Participation Award (3), Future Professional Pharmacy Student Award (1), Mentorship Award (1), Past President Award (1)
4. Solicitation of funds/sponsors
   • the Fundraising Chair is responsible for solicitation of funds
   • a contact list is made ensuring that the committee has the company representatives' most current addresses
   • cheques are sent to the Treasurer for deposit
   • a list of corporate sponsors is prepared for each event
   • an accurate financial statement of committee expenses and income is maintained by the Treasurer
   • Refer to Fundraising Chair TOR for more details.
5. Location and Dates
   • the Annual General Meeting location shall be in the Lower Mainland
   • the date of the Annual Meeting is set by the Branch Council (Usually the 3rd Friday and Saturday of November)
6. Registration Fees, CEU's, and Refunds
   • changes to registration fees are determined by the Branch Council on the recommendation of the Programs Committee
   • a reduced registration fee is provided for 1 day registrants, CSHP Active-in-Training members, CSHP Student members and CAPT/ PTSBC members
   • a cost difference is maintained between members and non-members
   • a full refund will be given if the registration is cancelled before the early bird deadline, after which no refund will be given.
   • once the program is finalized, request for CEU approval (usually 1 CEU per hour of education) will be coordinated by the CE coordinator of the Programs Committee
7. Conference Arrangements For AGM
   • Annual Meeting Program
     • arrange for around 5 hours of educational lectures
     • leave adequate time for the AGM Business Meeting and the Lunch/Awards program
     • use standard meeting format (See Appendix 1)
   • Speakers
     • contact speakers early to confirm the program
     • make appropriate reservations for accommodation and transportation for out-of-town speakers and provide the speaker with an expense form
     • provide the speakers with the UBC CE accreditation speaker guidelines
     • obtain permission from the speakers to post presentation material in a copyrighted form on the B.C. Branch website prior to the event.
     • request the following information from each speaker:
       • biographical information for brochure and introduction and preliminary session title
       • audio-visual requirements, an abstract and objectives of his/her presentation for CE accreditation 1 month prior to the event. Send "Abstract Reproduction Form" and "Sample Abstract" to the speaker. A final version of the speaker’s slides must be submitted prior to the event (as soon as available).
       • a Conflict Of Interest Form for CE accreditation (required 1 month prior to event)
       • determine if the speaker will be attending the complimentary Friday night reception, Saturday breakfast/luncheon)
   • Brochures
     • AGM announcement with attached brochure to be emailed out to CSHP members at least 6 weeks prior to AGM, with a reminder e-nouncement just prior to early bird registration deadline. Brochures may be mailed out or faxed to individuals who request it.
     • Have the brochure posted on the CSHP-BC branch website at least 6 weeks prior to the event.
     • Email a copy of brochure with covering letter to all complimentary registrants.
   • Advance Publicity
     • send an announcement of the date and location of the AGM to national publications: CSHP Employment Opportunities Bulletin, CSHP National website. It may take several months for the notice to appear.
     • also submit this information to the provincial publications: CSHP Branch Newsletter, the College of Pharmacists of B.C., PTSBC website, and UBC Continuing Pharmacy Professional Development website.
   • Facility
     • book required rooms early
     • usual requirement: one large conference room, 1 manufacturers’ display and poster area, lunch/banquet room, space for award presentations
     • book AV equipment
     • usual requirement: slide projector & overhead, microphone, pointer for conference room. 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, if needed. Some hotels will provide registration cards, which can be included with the brochure mail-out.
     • arrange to have tables for registrations and manufacturers’ displays.
     • arrange to have poster boards for poster displays.
   • Lunch, Coffee Breaks
     • arrange for coffee, tea and juice to be available during registration and AM coffee break.
     • 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).
   • Cash Bar
     • book room close to the manufacturers’ display when making initial reservation.
     • 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 registrations.
   • Poster Presentation/Competition
     • call for abstracts will be sent out in July by Awards Committee Chair (refer to Awards Committee TOR)
   • Registration Packages
     Include:
     • the program
     • AGM agenda
     • Previous year AGM minutes
     • Treasurer’s written report
     • name badges
     • receipt
     • Program Evaluation Form (See Appendix 2)
     • CE Certificate
     • Handouts/CD of handouts, if applicable
   • Committee Member Assignments
     • the Programs Committee Chair acts as Master of Ceremonies for the education sessions in the main conference room and will delegate a committee member to provide introductions at any small group sessions, as required.
     • the AGM team will ensure
       • room is monitored for lighting, room temperature, and door access.
       • coffee and lunch breaks are run well
       • assistance is provided in set-up of posters and manufacturers' displays
       • AV Coordinator is available and AV equipment is set up for the event
     • four committee members are available at the registration table (registrar and assistant registrars)

Annual General Meeting Format

• Friday Evening
• 6:30-7:30pm Registration and Manufacturers Exhibits
• 7:30-9:00pm Presentation #1
• 9:00-10:30pm Reception and Manufacturers Exhibits
• Saturday Evening
• 8:00-8:25am Registration and Manufacturers Exhibits
• 8:25-8:30am Welcome and Greetings
• 8:30-9:15am Presentation #2
• 9:15-10:15am Breakfast and Manufacturers Exhibits
• 10:15-11:00am Presentation #3
• 11:00-11:45am Presentation #4
• 12:00-1:00pm AGM
• 1:00-2:00pm Lunch and Door Prizes
• 2:00-2:30pm Short and Snappy
• 2:30-3:00pm Short and Snappy
• 3:00-4:00pm Joint Presentation
• 4:00pm Closing Remarks

Program Evaluation Form - [Event Name]
[Date]

We value your feedback and comments. Please take a moment to complete this short evaluation form and leave it at the registration desk or where you are sitting before you leave. THANK YOU!

"Presentation #1 Title"

							[Presenter’s Name], BSc(Pharm), ACPR
Overall quality:	Poor	1	2	3	4	5	Excellent
Relevance:	Not relevant	1	2	3	4	5	Very Relevant

"Presentation #2 Title"

							[Presenter’s Name], BSc(Pharm), MA
Overall quality:	Poor	1	2	3	4	5	Excellent
Relevance:	Not relevant	1	2	3	4	5	Very Relevant

"Presentation #3 Title"

							[Presenter’s Name], BSc(Pharm), PharmD
Overall quality:	Poor	1	2	3	4	5	Excellent
Relevance:	Not relevant	1	2	3	4	5	Very Relevant

The length of the event was:

Too Short

1

2

3

4

5

Too Long

The location and facilities for the event were:

Inconvenient	1	2	3	4	5	Convenient
Not conducive to learning	1	2	3	4	5	Conducive to learning

Overall, you would rate the quality of this program as:

Poor

1

2

3

4

5

Excellent

Overall, you would rate the quantity of this program as:

Too little

1

2

3

4

5

Too much

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Additional comments or suggestions for this event:

To aid the Programs Committee in planning future events, please indicate topic(s) you would like to see in future programs:

If you are interested in serving on a CSHP BC Branch Committee, please write down your name, contact information and the committee in which you are interested: