GCSG – Global Clinical Supplies Group

• Overall responsibility for the design and execution of the conference plan and program.
• Provide conference related updates to the Board.
• Maintain the Conference budget and provide updates to the Board as required.
• Ensure the quality of the conference and the experience of attendees, speakers and vendors.
• Organize and facilitate the Conference Planning Meeting and subsequent Conference Committee meetings.
• Delegate duties to the appropriate Conference Committee members.
• Maintain the conference timeline.
• Create the Conference Agenda/Schedule.
• Ensure the Conference Committee Meeting Agendas, Minutes and Action Items are captured, distributed and archived.
• In collaboration with the Presentation Coordinator, determine the workshop offering frequency plan.
• Create a task list to be posted in the War Room during the conference.
• Conduct the Lessons Learned session following the conference (at the prior year’s conference).
• Provide input and updates to the Conference Playbook following the conference.
• Provide support to the incoming Conference Chair during the following year’s conference planning period.
• Serve as Keynote Speaker handler at the following year’s conference.
• Attend the Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Assist the Chair in all aspects of the design and execution of the conference plan and program.
• Succeed the Chair at the following year’s conference.
• Lead the Key Note Speaker selection.
• Ensure all registration-related deliverables are met.
• Ensure that special (reduced fee) registration windows are opened and closed on the website on a timely basis.
• Manage the registration waitlist.
• Maintain a weekly registration tracker and report to the Board.
• Manage War Room logistics and activities during the conference.
• Attend the Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Direct the marketing activities for the conference.
• Develop and maintain the Marketing budget.
• Ensure that the organization’s values and value proposition are always exemplified in marketing elements.
• Develop effective and meaningful marketing items that stress the benefits of attending the conference.
• In collaboration with the vendor coordinator, develop vendor sponsorships for the conference.
• Provide timely reports to the Conference Chair on sponsor participation.
• In collaboration with the Vendor Coordinator, oversee and execute all vendor sponsorship activities.
• Develop print and electronic marketing materials.
• Recommend and source the Conference registration gift item.
• Attend the Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Support the Conference Chair and Board in all aspects of the GCSG membership.
• Ensure the Value Proposition for membership in the Organization is sufficiently compelling to bring people not only to the conference but also paying for membership for the other benefits.
• Develop and maintain the Membership budget.
• Maintain the membership master list.
• Collaborate with the Public Affairs Coordinator to ensure Conference email blasts are directed to the most current membership list.
• Throughout the conference, be available to update member contact information.
• Attend regularly scheduled Conference Committee meetings as required.

• Develop and maintain the Technology budget.
• Develop technology strategies to support the conference and the Organization.
• Recommend technology vendors, systems and software to the Conference Chair and Board.
• Serve as primary liaison with technology vendors.
• Ensure Conference app is launched in a timely manner.
• Ensure conference registration software, RSVPBook, is ready for registration go-live.
• Oversee the GCSG website development.
• Work with Marketing Officer to develop technologies that support the Conference marketing plan.
• Attend the Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Develop and maintain the Education budget.
• Ensure the quality of professional development offerings at the conference.
• Lead development of the learning objectives for CE credit (US) requirements.
• Develop the Presentation/Workshop long and short titles.
• Develop conference surveys and a summative conference evaluation.
• Compile and provide initial analysis 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.
• Create and distribute an attendance certificate to conference attendees.
• Works with the Technology team to build/manage the contents for the Educational Resources in the website.
• Attend the Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Lead the logistical operations for the conference.
• Conduct initial investigation of prospective regions for upcoming conferences.
• Advise the Board and Chair as to the location and hotel for the conference.
• Develop and maintain the Logistics Budget.
• Negotiate and let Logistics Contracts, i.e., hotel, food, audio visual, entertainment venue.
• Design site layout and movement plan with Chair and hotel liaison.
• Lead the food and beverage (F&B) selections for the conference including the Meet & Greet Event, meals and breakouts.
• Act as primary liaison with hotel staff and equipment providers throughout the conference.
• Supervise all logistical activities prior to, during and following the conference.
• Arrange for hotel and dining venues and transportation to and from dining venue for the Conference Planning Meeting, conference site visit and entertainment site visit.
• Attend the Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Gather historical data from member archives
• Create and maintain an accessible archive containing MCSG/GCSG historical data, including attendance numbers, topics and agendas as well as photographs.
• Digitize the archive and ensure accessibility to all GCSG members
• Develop and maintain a budget for archive activities.
• Speak to the organization to ensure we learn from the past.

• Support the Logistics Officer in the logistics planning.
• Coordinate transportation between the conference hotel and airport as applicable.
• Work with the Entertainment Coordinator to plan the transportation between the conference hotel and outside entertainment site if applicable.
• Arrange for and coordinate audio/visual installations for the general sessions and workshops.
• Arrange for and coordinate the Wi-Fi connection for the conference space.
• Lead the Conference signature drink selection for the Meet & Greet Event if applicable.
• Attend the Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Support the Logistics Officer in the entertainment planning for the Meet & Greet Event.
• Research venues for the Conference Networking Event.
• Lead the F&B selection for the Conference Networking Event.
• Work with the Logistics Coordinator to plan the transportation between the conference hotel and outside entertainment site where applicable.
• Act as primary point of contact with entertainment vendors.
• Conduct site entertainment visit with the Logistics Officer.
• Attend the Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Maintain vendor agreement and hotel shipping guidelines and provide this information to the Website Coordinator and vendors.
• Identify and invite prospective vendors for the conference.
• Send vendors e-mail blasts announcing registration and sponsorship opportunities.
• Provide timely reports to the Logistics Officer and Chair on vendor participation.
• In collaboration with the Marketing Officer, oversee and execute all vendor sponsorship activities.
• Act as the primary liaison with vendors attending the conference, including those who purchase a sponsorship.
• Act as the primary liaison between the vendors and the conference hotel site staff.
• Coordinate and maintain timely communication regarding shipping of equipment and materials between vendors and site staff.
• Compile electrical needs of vendors and submit to the Logistics Coordinator.
• Coordinate, map and oversee vendor activities and the vendor area.
• Provide vendors with their table top location (numbers).
• Ensure vendor equipment and materials that have arrived at the site are transported to the vendor area prior to the vendor set-up time.
• Obtain vendor payments in instances where payments were not made prior to the conference start.
• Address and mitigate any vendor issues prior to, during and after the conference in collaboration with the Conference Chair, Logistics Officer or Board Members.
• Coordinate hotel staff and vendors with return shipping of equipment or materials.
• Attend the Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Assist the Vendor Coordinator with maintenance of the vendor agreement and hotel shipping guidelines.
• Act as the secondary liaison with vendors attending the conference, including those who purchase a sponsorship.
• Act as the secondary liaison between the vendors and the conference hotel site staff.
• Assist the Vendor Coordinator with coordination and maintenance of timely communication regarding shipping of equipment and materials between vendors and site staff.
• Compile electrical needs of vendors and submit to the Logistics Coordinator.
• Assist the Vendor Coordinator with coordination, mapping and overseeing vendor activities and the vendor area.
• Provide vendors with their table top location (numbers).
• Assist the Vendor Coordinator with ensuring that vendor equipment and materials that have arrived at the site are transported to the vendor area prior to the vendor set-up time.
• Assist the Vendor Coordinator with addressing and mitigating any vendor issues prior to, during and after the conference in collaboration with the Conference Chair, Logistics Officer or Board Members.
• Assist the Vendor Coordinator with coordination of hotel staff and vendors with return shipping of equipment or materials.
• Attend the Conference Planning Meeting and regularly scheduled Conference Committee
meetings.

• Support the Technology Officer in the website development.
• Work with the various committee members to gather contents for entry into the website CMS.
• Seek out/gather new ways to improve on the website.
• Work with Technology vendors on timelines and deliverables.
• Attends team meeting as arranged.
• Responsible for content entry for conferences into the GCSG website CMS, making updates as needed and/or requested.

• Support the Technology Officer in the app development.
• Work with the Presentation Coordinator to gather contents for entry into the app CMS.
• Seek out/gather new ways to improve on the app.
• Work with Technology vendors on timelines and deliverables.
• Attends team meeting as arranged.
• Maintain the GCSG SharePoint site, acting as the admin for the GCSG Office 365.
• Maintain/manage the GCSG email to ensure emails are directed to the correct persons, acting as admin.

• Support the Technology Officer in the LinkedIn development.
• Maintains/manages the GCSG LinkedIn site/group.
• Work with the Marketing Officer, Public Affairs Coordinator and other committee members to gather contents for LinkedIn entry.
• Seek out/gather new ways to get the GCSG name out using professional avenues of social media.
• Attends team meeting as arranged.
• Supports other members of the Technology team as needed.

• Support the Marketing Officer in the conference Marketing planning.
• Coordinate with the Website Coordinator to ensure the timely upload of attractive marketing items.
• Maintain a Conference Email Blast and LinkedIn Announcements Schedule.
• In collaboration with the Membership Officer, send timely Email communications about the Conference to the GCSG Membership.
• Maintain timely GCSG LinkedIn group announcements related to the Conference in collaboration with the Social Media Coordinator.
• Work with trade publications to effectively advertise the conference.
• Ensure post-conference communications are sent to attendees.
• Attend regularly scheduled Conference Committee meetings.

• Maintain and manage the conference presentation/workshop file.
• Provide guidance to and follow up with the presenter/workshop facilitator Chasers.
• Invite and enroll presenters/workshop facilitators to the conference in a timely manner.
• Coordinate with the Logistics Coordinator to provide an exceptional experience for presenters and attendees. This includes workshop room assignments and workshop frequency planning.
• Ensure all presenter and workshop facilitator documents are provided in a timely manner and in the specified format, i.e. the GCSG presentation template.
• Coordinate presenter/workshop facilitator training as required.
• During the conference, act as point of contact for presenters and workshop facilitators.
• During the conference, work with the Logistics Coordinator to ensure the workshop rooms and any AV equipment (if applicable) are maintained to ensure an effortless experience for the attendees and workshop facilitators.
• Attend Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Support the Presentation Officer in the presentation planning.
• Provide guidance to and follow up with the presenter/workshop facilitator Chasers.
• Invite and enroll presenters/workshop facilitators to the conference in a timely manner.
• Ensure all presenter and workshop facilitator documents are provided in a timely manner and in the specified format, i.e. the GCSG presentation template.
• Coordinate presenter/workshop facilitator training as required.
• During the conference, act as point of contact for presenters and workshop facilitators.
• During the conference, work with the Logistics Coordinator to ensure the workshop rooms and any AV equipment (if applicable) are maintained to ensure an effortless experience for the attendees and workshop facilitators.
• Attend Conference Planning Meeting and regularly scheduled Conference Committee meetings.

• Support Membership Officers with GCSG membership planning and maintaining the Membership budget
• Support maintenance of master mailing list as well as any stratified lists required to best communicate with our members
• Collaborate with the Public Affairs Coordinator to ensure conference e-mail blasts are directed at the most appropriate mailing list
• Manage additions, changes and deletions from the various mailing lists
• When attending a conference, be available to update membership contact information as necessary
• Attend regularly scheduled Conference Committee meetings as required
• Assist the Membership Officers with addressing and mitigating any issues related to membership and/or communication with members

•Coordinate the process to obtain Accreditation Council for Pharmacy Education Continuing Education (CE) credits for
conference attendees.
•Ensure all necessary CE documents are in place in timely manner.
•Attend Conference Committee meetings as required to support the development of the CE credit (US) program.

• Generate Conference committee meeting Agendas, Minutes and Action Items.
• Send for review and distribute FINAL Conference committee meeting Agendas, Minutes and Action Items.
• Assist the Conference Chair as needed during the conference.
• Attend the conference Planning meeting and regularly scheduled Conference committee meetings.