GCSG – Global Clinical Supplies Group

• Represents the regional conference on the Global Executive Committee and cross-functional working groups on monthly calls and at F2F meetings as required (call responsibilities may be delegated to Vice Chair as appropriate)
• Overall responsibility for the design and execution of the conference plan and program
• Provides conference-related updates to the Board
• Maintains the Conference budget and provides updates to the Board as required
• Ensures the quality of the conference and the experience of attendees, speakers and exhibitors
• Organizes and facilitates the F2F conference planning meeting and subsequent conference committee meetings
• Delegates duties as appropriate to the conference committee members
• Supports the Keynote Speaker selection
• Maintains the conference timeline
• In collaboration with the Presentation Coordinator, creates the conference agenda/schedule
• Ensures the conference committee meeting agendas, minutes and action Items are captured, distributed and archived
• Creates a task list to be posted in the War Room during the conference
• In collaboration with the Vice Chair, conducts the lessons learned session following the conference
• Provides input and updates to the Conference Playbook following the conference
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the Conference Planning Meeting and regularly scheduled Conference Committee meetings as required

• Assists the Chair in all aspects of the design and execution of the conference plan and program
• Succeeds the Chair at the following year’s conference
• Leads the Keynote Speaker selection and acts as their handler during the event
• Ensures all registration-related deliverables are met
  • Ensures that registration windows are opened and closed on the website in a timely manner
  • Manages the registration waitlist
• Manages the War Room logistics and activities during the conference
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the Conference Planning Meeting and regularly scheduled Conference Committee meetings as required
• Chairs the regularly scheduled conference committee meetings as requested by the Chair

• Represents Education on the Global Executive Committee and cross-functional working groups on monthly calls and at F2F meetings as required (call responsibilities may be delegated to team members as appropriate)
• Leads the Education Functional Team, including planning and chairing calls as required and planning and execution of the annual Education F2F meeting
• Develops and maintains the global Education budget
• Manages and oversees all Education and Presentation Coordinators
• Coordinates speaker training updates & web production
• Responsible for overall management and execution of all things educational for the Global Clinical Supplies Group to ensure we are meeting the organization’s goals and objectives
• Generally, does not attend the Conference Planning Meetings
• Has a shared responsibility for supporting the organization’s financial sustainability
• Oversees and assists education coordinators but not directly responsible for conference planning

• Represents Global Marketing a well as the Marketing & Membership (M&M) Functional team on the Global Executive Committee and cross-functional working groups on monthly calls and at F2F meetings as required (call responsibilities may be delegated to team members as appropriate)
• Co-Chairs and manages the M&M Functional team with the Global Membership Officer. Setting up and chairing conference calls as required and planning and executing the annual F2F meeting
• Develops and maintains the Global Marketing budget
• Overall ownership of the GCSG Website (non-technical)
• Responsible for production of and overall management of the Global GCSG Marketing Plan
• Responsible for overall management and execution of all things Marketing for the Global Clinical Supplies Group to ensure we are meeting the organization’s goals and objectives
• Manages and oversees the Global Clinical Supplies Group brand across all mediums to ensure correct use and consistent representation of the group
• Has a shared responsibility for supporting the organization’s financial sustainability
• Generally, does not attend the Conference Planning Meetings
• Oversees and assists marketing coordinators but not directly responsible for conference planning

• Represents Logistics on the Global Executive Committee and cross-functional working groups on monthly calls and at F2F meetings as required (call responsibilities may be delegated to team members as appropriate)
• Develops and maintains the Global Logistics budget
• Manages and oversees the Contracts Manager
• Supports Contract Manager and the regional Logistics Coordinators with conference-related logistics tasks as required
• Responsible for overall management and execution of all things Logistics for the Global Clinical Supplies Group to ensure we are meeting the organization’s goals and objectives
• Presents proposed venues to the Board for future global conferences
• Generally, does not attend the Conference Planning Meetings
• Has a shared responsibility for supporting the organization’s financial sustainability
• Oversees and assists logistics coordinators but not directly responsible for conference planning

US Entertainment Coordinator

• Leads and oversees the execution of the conference Meet & Greet event, including, but not limited to, location, F&B, entertainment, etc.
• Researches and suggests venues for the GCSG Night Out Event, presenting opportunities to the Conference Chair and Board of Directors for buy-in and selection
• Leads and oversees the execution of the GCSG Night Out Event, including, but not limited to, F&B, entertainment, etc.
• Liaises with the sponsors of the Meet and Greet and GCSG Night Out events to ensure they are up to date on the events and coordinates sponsors’ handouts/games, etc. as appropriate
• Plans the transportation between the conference hotel and outside entertainment site where applicable
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the Conference Planning Meeting and regularly scheduled Logistics and Conference Committee meetings as required

• Reports directly to the Education Officer with a dotted line report to relevant Conference Chair
• Forms part of the Education Functional Team
• Develops and maintains the conference Education budget
• Ensures the quality of professional development offerings at the conference
• Leads development of the conference presentation/workshop learning objectives, long and short titles as well as CE questions (US only)
• Develops conference surveys and a summative conference evaluation
• Compiles and provides initial analyses of survey and evaluation reports (on the quality of the conference experience to include venue, speakers, presenters, content and logistics) to assist in organizational learning and improved planning
• Creates and facilitates distribution of an attendance certificate to conference attendees
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the Conference Planning Meeting, annual F2F Education Functional Team meeting and regularly scheduled Education Team and Conference Committee meetings as required

• Reports directly the Education Officer with a dotted line report to relevant Conference Chair
• Forms part of the Education Functional Team
• Attends the Conference Planning Meeting, annual Education F2F Functional Team meeting and regularly scheduled Education Team and Conference Committee meetings as required
• Has a shared responsibility for supporting the organization’s financial sustainability
• Provides timely reports on all presentation aspects to the Conference Chair
• Conference Planning
  • Facilitates the presentation/workshop selection portion of the conference planning meeting, if applicable
  • Facilitates the objectives break-out session at the planning meeting, if applicable
  • Maintains and manages the conference presentation/workshop file
  • Maintains the chaser toolkit to provide guidance to, and follow-up with, the speaker chasers to ensure all sessions have identified leaders
  • Working with the Conference Chair, prepares and finalizes the presentation and workshop agenda
  • Invites and ensures speakers register for the conference in a timely manner
  • Supports all speakers’ preparation for the conference by:
    • Providing routine e-mail distributions keeping presenters and facilitators informed of tasks required of them
    • Ensuring all presenter and workshop facilitator documents are provided in a timely manner and in the specified format (i.e. the GCSG presentation template)
  • Identifies workshop room layouts to ensure sufficient space for all attendees
  • Provides workshop room assignments and workshop frequency planning to Logistics and Tech teams
  • Partners with Asst. Presentation Coordinator to manage ongoing planning activities
• At the Conference:
  • Attends the conference as a GCSG representative & acts as a point of contact for presenters and workshop facilitators throughout the conference
  • Facilitates onsite registration of all speakers
  • Facilitates the Speaker Logistics meeting
  • Works with Logistics team to ensure an effortless experience for the presenters and workshop facilitators (e.g. AV, workshop rooms, supplies etc.)
  • Serves as back-up point of contact for workshop room set-up and supplies
• After the Conference:
  • Provides survey results to presenters and facilitators in a timely manner
  • Evaluates and consolidates topic survey/website suggestions for the conference planning meeting

• Reports directly to the Conference Chair with a dotted line report to the Marketing Officer
• Forms part of the M&M Functional Team
• Develops and maintains the conference Marketing budget
• Directs and manages all marketing activities for the conference
• Supports the Marketing Officer to ensure that the organization’s values and value proposition are always exemplified in conference marketing elements
• Develops effective and meaningful marketing activities that stress the benefits of attending the conference
• In collaboration with the Exhibitor Coordinator, develops, manages, oversees and executes all sponsorships for the conference (US Marketing Coordinator Only)
• Develops conference-specific, thematic branding based on the agreed conference theme. Including, but not limited to, PowerPoint templates, e-signature graphics, banners etc. for use in promotion of the conference
• In collaboration with the Exhibitor Coordinator, provides timely reports to the Conference Chair on sponsor participation (US Marketing Coordinator Only) and other marketing activities. Develops print and electronic marketing materials required for the conference. Works with trade publications to effectively advertise the conference
• Recommends and sources the conference registration gift
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the Conference Planning Meeting, annual F2F M&M Functional Team meeting and regularly scheduled M&M Team and Conference Committee meetings as required

• Forms part of the M&M Functional team and attends team meetings as required
• Owns and maintains the Global GCSG Mailing lists
• Maintains the Global Email Blast and Announcements Schedule
• In collaboration with the conference Marketing and Membership coordinators, sends timely Email communications about the Conferences to the GCSG Membership lists
• Ensures post-conference communications are sent to attendees
• In collaboration with the Marketing Officer, produces and delivers the GCSG newsletter
• Has a shared responsibility for supporting the organization’s financial sustainability
• Generally, does NOT attend the Conference Planning Meetings

• Reports directly to the Membership Officer with a dotted line report to relevant Conference Chair
• Forms part of the M&M Functional Team
• Develops and maintains the conference membership budget
• Supports the Membership Officer with GCSG membership planning and maintaining the global Membership budget
• Responsible for identifying new potential members and working with marketing team to target engagement
• Supports the Membership Officer in ensuring the Value Proposition for membership of the organization is sufficiently compelling to encourage membership in the group from both conference attendees and other individuals
• Supports the Communications Coordinator with maintenance of the master mailing lists as well as any stratified lists required to best communicate with our conference attendees and members
• Collaborates with the Communications and Marketing Coordinators to ensure conference e-mail blasts are directed to the most appropriate mailing list
• Updates membership contact information as necessary at the conference, to ensure the most up to date information for the members
• Assists the Membership Officer with addressing and mitigating any issues related to membership
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the Conference Planning Meeting, annual F2F M&M Functional Team meeting and regularly scheduled M&M Team and Conference Committee meetings as required

• Forms part of the Education Functional Team
• Works with the Education Coordinator to ensure the quality of professional development offerings at the US conference
• Coordinates the process to obtain Accreditation Council for Pharmacy Education Continuing
  Education (ACPE CE) credits for US conference attendees
• Provides timely CE updates/reports to the Conference Chair
• Ensures all necessary CE documents are in place in a timely manner
• Attends the annual F2F Education Functional Team meeting, regularly scheduled Education Team meetings and Conference Committee meetings as required in support of the development of the US CE credit program
• Has a shared responsibility for supporting the organization’s financial sustainability
• Does NOT attend the Conference Planning Meetings

• Reports directly to the Technology Officer
• Forms part of the Technology Functional Team
• Supports the Technology Officer with the functional strategy where needed
• Attends the annual F2F Technology Functional Team meeting(s) and regularly scheduled Technology Team meetings as required

• Drafts and maintains Exhibitor agreements, Exhibitor room floor plans and hotel shipping guidelines and provides this information to the Website Coordinator and exhibitors
• In collaboration with the Marketing Coordinator, develops, manages, oversees and executes all sponsorships for the conference (European Exhibitor Coordinator Only)
• Identifies and invites prospective Exhibitors for the conference as appropriate
• In collaboration with the Communications Coordinator, prepares and sends Exhibitor e-mail blasts announcing registration and sponsorship opportunities
• Provides timely reports to the Conference Chair on exhibitor participation
• In collaboration with the Marketing Coordinator, reports to the Conference Chair on sponsorship uptake (European Exhibitor Coordinator Only)
• Oversees registration and payment of exhibitor and sponsor (European Exhibitor Coordinator Only)representatives
• Coordinates and maintains necessary communication regarding exhibitor arrangements with registered representatives
• In collaboration with the Marketing Coordinator, coordinates and maintains necessary communication regarding sponsor arrangements with registered representatives (European Exhibitor Coordinator Only)
• Coordinates, maps and oversees exhibitor activities and the exhibitor area
• Ensures exhibitor equipment and materials that have arrived at the site are transported to the exhibit area prior to the exhibit set-up time
• Acts as the primary liaison with exhibitor representatives attending the conference
• In collaboration with the Marketing Coordinator, acts as the on-site liaison with sponsor company representatives attending the conference (European Exhibitor Coordinator Only)
• Obtains Exhibitor payments in instances where payments were not made prior to the conference start
• Addresses and mitigates any Exhibitor issues prior to, during and after the conference in collaboration with the Conference Chair or Board Members
• Coordinates hotel staff and exhibitors for return shipping of equipment or materials
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the Conference Planning Meeting and regularly scheduled Logistics and Conference Committee meetings

• Forms part of the Education Functional Team
• Attends the Conference Planning Meeting, annual F2F Education Functional Team meeting and regularly scheduled Education Team and Conference Committee meetings as required
• Has a shared responsibility for supporting the organization’s financial sustainability
• Supports the Presentation Coordinator in all aspects of conference presentation planning
• Conference planning:
  • Makes updates to the conference presentation/workshop file
  • Supports all speakers’ preparation for the conference by:
    • Coordinating Speaker training & ensuring completion by all first-time presenters/facilitators
    • Reviewing slide decks for formatting & CE answers
  • At the Conference:
    • Attends the conference as a GCSG representative & acts as point of contact for presenters and workshop facilitators throughout the conference
    • Assists with onsite registration of all speakers and facilitators
    • Assists in facilitating the Speaker Logistics meeting
    • Serves as primary point of contact for workshop room set-up and supplies
  • After the Conference:
    • Updates historical speaker/topic lists with survey data
    • Reviews & revises forms/lists in SharePoint in preparation for following year’s conference planning meeting

• Reports directly to the Conference Chair with a dotted line report to the Logistics Officer
• Leads the logistical operations for the conference
• Provides timely reports to the Conference Chair on conference related logistics activities (e.g. Hotel rooming lists, AV/Wi-Fi, maps, room allocations etc.)
• Conducts initial investigation of prospective regions for upcoming conferences (European Logistics Coordinator Only)
• Prepares venue summary and proposal for event locations in collaboration with the Contracts Manager for Logistics Officer to present to the GCSG Board (European Logistics Coordinator Only)
• Develop and maintain the regional conference Logistics budget
• Negotiate and set Logistics contracts in collaboration with Contracts Manager, i.e., hotel, food, audio visual, entertainment venue (European Logistics Coordinator Only)
• In collaboration with the Exhibitor Coordinator, ensures the electrical requirements of exhibitors with the hotel
• Delegates tasks as appropriate to the Assistant Logistics Coordinator
• Designs site layout and movement plan with Conference Chair and hotel liaison
• Leads the food and beverage (F&B) selections for the conference including the Meet & Greet Event, meals and breakouts
• Acts as primary liaison with hotel staff and equipment providers throughout the conference
• Supervises all logistical activities prior to, during and following the conference
• Arranges for hotel and dining venues and transportation to and from dining venue for the Conference Planning Meeting, conference site visit and entertainment site visit
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the Conference Planning Meeting and regularly scheduled Logistics and Conference Committee meetings

• Primary contact responsible for all venue negotiations as necessary
• Reviews and approves all Global venue contracts prior to signature
• Coordinates and books all F2F meetings (Board/e-teams/functional/conference planning etc.)
• Conducts initial investigation of prospective venues for upcoming US conferences and oversees European Logistics coordinators in their regional searches
• Leads the logistical operations, food and beverage (F&B) selections for the conference including the Meet & Greet Event, Night Out Event and meals and breaks, and acts as primary liaison with hotel staff and equipment providers throughout the conference (US Conference Only)
• Arranges and coordinates audio/visual and Wi-Fi installations for the conference (US Conference Only)
• Has a shared responsibility for supporting the organization’s financial sustainability
• Generally, does not attend the Conference Planning Meetings

• Ensures timely disbursements of vendor payments and committee member reimbursements
• Brings any areas of fiscal concern to the attention of the Conference Chair
• Attends regularly scheduled Conference Committee meetings as required
• Has a shared responsibility for supporting the organization’s financial sustainability
• Does NOT attend the Conference Planning Meeting

• Forms part of the Technology Functional Team
• Supports the Technology Officer in the SharePoint management strategy
• Supports GCSG team members in set up and maintenance of MS Teams within the organization
• Creates and maintains GCSG SharePoint Structure
• Manages SharePoint access across the organization
• Collaborates with committee members to ensure SharePoint-related information is available
• Other duties as assigned by the Technology Officer
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the annual F2F Technology Functional Team meeting(s) and regularly scheduled Technology Team meetings.

• Reports directly to the Technology Officer with a dotted line report to relevant Conference Chair
• Forms part of the Technology Functional Team
• Supports the Technology Officer in the website development strategy
• Maintains the GCSG website so that information is always current
• Creates and maintains GCSG Conference registration pages
• Collaborates with committee members to ensure conference/registration-related documents are available and in the correct format for uploading to the website
• Works with the website vendor to troubleshoot any website/registration-related issues that arise
• Ensures the Conference app is launched in a timely manner
• Other duties as assigned by the Technology Officer, Conference Chair or Marketing Officer
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the Conference Planning Meeting, annual F2F Technology Functional Team meeting(s) and regularly scheduled Technology Team and Conference Committee meetings as required

• Generates the conference committee meeting agendas, minutes and action items
• Sends for review and then distributes and archives on SharePoint the final conference committee meeting minutes and action Items
• Assists the Conference Chair as required during the conference
• At the conference, collates and provides to the Master of Ceremonies, all relevant and required briefing information
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the Conference Planning Meeting and regularly scheduled Conference Committee meetings

• Assists the Exhibitor Coordinator with all tasks as delegated
• Compiles the electrical needs of exhibitors and submits these to the Logistics Coordinator
• Provides exhibitors with their tabletop location (numbers)
• In collaboration with the Exhibitor and Marketing Coordinators, acts as the on-site liaison with exhibit and sponsor company representatives attending the conference
• Has a shared responsibility for supporting the organization’s financial sustainability
• Attends the regularly scheduled Logistics and Conference Committee meetings
• Does NOT attend the Conference Planning Meeting

• Assists the Logistics Coordinator with all tasks as delegated
• In collaboration with the Logistics Coordinator, acts as liaison with hotel staff and equipment providers throughout the conference (as delegated)
• Attends the regularly scheduled Logistics and Conference Committee meetings as required
• Has a shared responsibility for supporting the organization’s financial sustainability
• Does NOT attend the Conference Planning Meeting