GCSG – Global Clinical Supplies Group

• Reports directly to the Board of Directors
• Represents the regional conferences 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
• 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
• Supports the Keynote Speaker selection
• Attends the f2f Conference Planning Meeting and regularly scheduled conference committee meetings as required

Global Education Officer

• Reports directly to the Board of Directors
• 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 for 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 (f2f or planning calls)
• Oversees but is NOT responsible for planning of the conferences

The primary responsibility of the Board is to ensure the Organization is successful. Additional responsibilities of the Board include:

• Supporting the Mission, Vision and Values of the Organization.
• Ensuring effective strategic development and execution for the Organization.
• Ensuring that the Organization’s officers and committees receive the professional support and direction needed to further the Organization’s goals
• Actively participating with the committees in an overall planning process to assist in goal achievement.
• Working with the committees to ensure adequate resources are available for the Organization to fulfill its mission and vision.
• Ensuring that proper financial controls are in place in order to: effectively manage resources, remain accountable to the Organization’s constituency and safeguard its tax-exempt status.
• Reviewing and approving organizational annual budgets.
• Ensuring organizational and individual legal and ethical integrity and accountability.
• Conducting talent searches in order to recruit the right people for the right (key) positions.
• Onboarding and orienting new Executive members and assessing Executive performance.
• Monitoring and strengthening programs and services.
• Enhancing the organization’s public standing.
• Demonstrating a passion for the success of the Organization and its members.

Each Board member will also take on the additional responsibility of liaising with/championing no more than three specific Executive Committee functions and/or e-teams.

• Reports directly to the Global Membership Officer with a dotted line report to relevant Conference Chair
• Forms part of the M&M Functional Team and attends team meetings as required (f2f and planning calls)
• Develops and maintains the conference membership budget
• Supports the Global Membership Officer with GCSG membership planning and maintaining the Membership budget
• Supports the Global 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
• 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 Global Membership Officer with addressing and mitigating any issues related to membership
• Attends the f2f Conference Planning Meeting, annual f2f M&M Functional Team meeting and regularly scheduled 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 distributes an attendance certificate to conference attendees
• Provides timely education reports to the Conference Chair
• Attends the f2f Conference Planning Meeting, annual f2f Education Functional Team meeting and regularly scheduled Conference Committee meetings as required

• Reports directly to the Global 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
• Creates and maintains GCSG Conference registration pages
• Collaborates with committee members to ensure registration-related information is available and in the correct format for uploading to the website
• Works with the website vendor to troubleshoot any registration-related issues that arise
• Other duties as assigned by the Technology Officer or Conference Chair
• Attends the f2f Conference Planning Meeting, annual f2f Technology Functional Team meeting(s) and regularly scheduled Conference Committee meetings as required

• Reports directly to the Membership Coordinator
• Forms part of the M&M Functional Team
• 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
• Updates membership contact information as necessary at the conference, to ensure the most up to date information for the members
• Manages the production, printing, ordering and delivery to site of all conference attendee name badges and lanyards
• Coordinates the ordering, delivery to site and application of all conference attendee ribbons
• Attends the annual f2f M&M Functional Team meeting and regularly scheduled Conference Committee meetings as required
• Generally does not attend the conference planning meeting (f2f)

• Reports directly to the US Education Coordinator
• Forms part of the Education Functional Team
• Works with the US 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 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 and regularly scheduled Conference Committee meetings as required in support of the development of the CE credit program
• Does NOT attend the conference planning meetings (f2f)

• Reports directly to the Conference Chair with a dotted line report to the Global 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 Exhibitor sponsorships for the conference
• 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 promoting the conference
• In collaboration with the Exhibitor Coordinator, provides timely reports to the Conference Chair on sponsor participation and other marketing activities
• Develops print and electronic marketing materials required for the conference
• Works with trade publications to effectively advertise the conference as required
• Recommends and sources the conference registration gift
• Attends the f2f Conference Planning Meeting, annual f2f M&M Functional Team meeting and regularly scheduled Conference Committee meetings as required

• Reports to the Global Marketing Officer
• Forms part of the M&M Functional team and attends team meetings as required (f2f and planning calls)
• 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 bi-monthly newsletter
• Generally does NOT attend the conference planning meetings

• Reports to the Global Marketing Officer
• Forms part of the M&M Functional team and attends team meetings as required (f2f and planning calls)
• Responsible for production and overall management of the Global GCSG Social Media Plan
• Responsible for day to day management of GCSG Social Media platforms
• Does NOT attend the conference planning meetings

• Reports directly to the Board of Directors
• Represents Technology 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)
• Chairs the Technology Functional Team, including planning and chairing calls as required and planning and execution of the technology f2f meeting(s)
• Develops and maintains the global Technology budget
• Manages and oversees all Technology Coordinator positions
• Responsible for overall management and execution of all things technology for the Global Clinical Supplies Group to ensure we are meeting the organization’s goals and objectives
• Manages the relationship with IT vendors
• Generally does not attend the conference planning meetings (f2f or planning calls)

• Reports directly to the Global 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
• Collaborates with committee members to ensure conference-related documents are available and in the correct format for uploading to the website
• Works with the website vendor to troubleshoot any website-related issues that arise
• Ensures the Conference app is launched in a timely manner
• Other duties as assigned by the Technology Officer or Conference Chair
• Attends the f2f Conference Planning Meeting, annual f2f Technology Functional Team meeting(s) and regularly scheduled Conference Committee meetings as required

• Reports directly to the Board of Directors
• 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 Contract Manager
• Supports Contract Manager and the regional Logistics Coordinators with conference-related logistics tasks as required
• Responsible for the execution for 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 (f2f or planning calls)
• Oversees but is NOT responsible for planning of the conferences

US Entertainment Coordinator

• Reports directly to the Logistics 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 to assist in coordinating sponsors’ handouts/games, etc. as appropriate
• Plans the transportation between the conference hotel and outside entertainment site where applicable
• Attends the f2f Conference Planning Meeting and regularly scheduled Conference Committee meetings as required

• Reports directly to the Conference Chair
• Drafts and maintains Exhibitor agreements, exhibitor room floor plans and hotel shipping guidelines and provides this information to the Website Coordinator and exhibitors
• 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
• Oversees payment and registration of exhibitor and sponsor representatives
• Acts as the primary liaison with exhibitor representatives attending the conference
• Coordinates and maintains necessary communication regarding exhibitor arrangements with registered representatives
• Coordinates, maps and oversees exhibitor activities and the exhibitor area
• In collaboration with the Marketing Coordinator:
  • develops, manages, oversees and executes all sponsorships for the conference
  • reports to the Conference Chair on sponsorship uptake
  • coordinates and maintains necessary communication regarding sponsor arrangements with registered representatives
  • acts as the on-site liaison with sponsor company representatives attending the conference
• Ensures exhibitor equipment and materials that have arrived at the site are transported to the exhibit area prior to the exhibit set-up time
• 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 with return shipping of equipment or materials
• Attends the f2f Conference Planning Meeting and regularly scheduled conference committee meetings

• Reports directly to the Exhibitor Coordinator
• Assists the Exhibitor Coordinator with all tasks as delegated
• In collaboration with the Exhibitor and Marketing Coordinators, acts as the on-site liaison with exhibit and sponsor company representatives attending the conference
• Compiles the electrical needs of exhibitors and submits these to the Logistics Coordinator
• Provides exhibitors with their table top location (numbers)
• Attends the regularly scheduled conference committee meetings
• Does NOT attend the f2f planning meeting

• Reports directly to the Education Officer with a dotted line report to relevant Conference Chair
• Forms part of the Education Functional Team
• Attends the f2f Conference Planning Meeting, annual Education f2f Functional Team meeting and regularly scheduled Conference Committee meetings as required
• Provides timely reports on all presentation aspects to the Conference Chair

Conference Planning

• Facilitates the presentation/workshop selection portion of the conference planning meeting
• Facilitates the objectives break-out session at the planning meeting
• 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 finalises 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 received from Education Coordinator to speakers and facilitators in a timely manner
• Evaluates and consolidates topic survey/website suggestions for the conference planning meeting

• Reports directly to the Presentation Coordinator
• Forms part of the Education Functional Team
• Attends the f2f Conference Planning Meeting, annual Education f2f Functional Team meeting and regularly scheduled Conference Committee meetings as required
• Supports the Presentation Coordinator in all aspectsof 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 Global 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 (Europe and Asia Only)
• Prepares venue summary and proposal for event locations for Logistics Officer to present to the GCSG Board
• Develops and maintains the regional conference logistics budget
• Negotiates and lets Logistics contracts, i.e., hotel, food, audio visual, entertainment venue (Europe and Asia 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, dining venues and transportation to and from dining venues for the Conference Planning Meeting, conference site visit and entertainment site visit
• Attends the Conference Planning Meeting and regularly scheduled Conference Committee meetings

• Reports directly to the Global Logistics Officer
• 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 and Asia 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 Only)
• Arranges and coordinates audio/visual and wifi installations for the conference (US Only)
• Generally does not attend the conference planning meetings (f2f or planning calls)

• Reports directly to the Conference Chair
• 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
• Does NOT attend the f2f planning meeting

• Reports directly to the Conference Chair
• 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 the Master of Ceremonies with all relevant and required briefing information
• Attends the Conference Planning Meeting and regularly scheduled conference committee meetings