Meetings & Events
A. Officer Meetings
How often do Affiliate Officers need to meet?
Affiliate officer meetings are at the discretion of the Affiliate. The meetings can be via conference call or held in person. Sufficient notice should be give so that all Officers can make plans to attend the meeting.
Is there a conference call arrangement for meetings of the Affiliate?
No! There are a number of “free” conference call services that the Affiliate can use. Most of the free services require that participants call into a non-toll free number that could have the caller incur long distance fees. A service that has a number of options is FreeConference.com (www.freeconference.com); however, there are many of these types of services that can be found by searching the Web for “free conference calls”.
Do we need to keep records of Officer meetings?
Yes! A summary of all meetings should be kept by the Secretary or designated officer. It is advised that an agenda be prepared prior to the meeting that includes the Antitrust Statement and the summary of the meeting follows the published Agenda. Accurate minutes should be kept for all official meetings, including committee meetings. Minutes should be a record of what was considered and accomplished at a meeting, not a record of conversations, reports and work assignments. They should not include sidebar conversations, if they occur. Minutes should indicate the place, date and time of the meeting and the names of all participants at the meeting including guests.
Do we need agendas or worry about antitrust at Officer meetings?
Yes! The AMCP Antitrust Statement should be included on all meeting agendas and reference be made to it prior to the start of the meeting.
Do we need to report Officer meetings to AMCP?
The Affiliate is not required to report Officer meetings to AMCP; however, the approved minutes/summary reports should be forwarded so that they can be filed with the Affiliate materials and posted on the Affiliate’s area under Section II of this e-Manual.
B. Affiliate Events
Who plans Affiliate events?
Developing, planning, funding and executing Affiliate events are the responsibility of the Affiliate. See Section One Part II for finance and contracting how to’s and requirements.
How do we promote Affiliate events?
AMCP staff will assist the Affiliate in promoting its events through broadcast email. The Affiliate must notify staff at least 2 weeks prior to date the email promotion is to be sent. The Affiliate must indicate the distribution for the email so the appropriate member list can be requested from AMCP’s member services department. Complete information about the event must be sent so that the email can be developed. Don’t forget to provide the RSVP information. If there is an invitation to be attached, it must accompany the request. AMCP will also post the event information on the Affiliate’s page of the AMCP website.
Who does the registration for Affiliate events?
For all paid registration events, AMCP has an online registration system that it will set up for each affiliate meeting. The affiliate is charged $3 per registrant plus any applicable credit card fees. Information on the online registration system can be found here.
If the meeting has no registration fee, the affiliate may use whatever method it likes to track registrations. For smaller events, it is recommended that the Affiliate use its email address for RSVP responses.
Is the Affiliate required to send in a report of who attends the event to AMCP?
Yes! It is requested that the Affiliate provide a list of all attendees at local events. AMCP will contact any non-AMCP members to solicit them for AMCP membership. AMCP will keep copies of the sign-in/registration report in the Affiliate’s file at headquarters.
How do we fund Affiliate events?
Affiliates are responsible for generating funds through support or registration fees. Affiiates should use AMCP's registration system if they are collecting fees to meet data privacy laws. (See below) See Section One Part II for information on contracting, grant support, expenses and deposits.
Can we offer CE/CME for Affiliate events?
Affiliates may decide to offer continuing education for its events. Strict rules for content and funding will apply. The Affiliate will be required to work with a CE/CME provider. There is typically a fee associated with accrediting a program and providing certificates to attendees. It is recommended that Affiliates check with local schools/colleges of pharmacy and state pharmacy associations to determine if they are CE/CME providers and would be willing to serve as the provider for Affiliate programs. Or, AMCP can provide information on private firms that provide these services. There will be a cost associated with both options – typically a fee to accredit a program and a separate per certificate fee for providing CE/CME certificates to each participant.
Does AMCP provide the CE/CME for Affiliate events?
No! The AMCP Board adopted a policy that does not allow the Academy to accredit third party CE programming. The Affiliates would fall under this policy. The Affiliates can look to the Academy’s national meetings for program topics and speaker ideas; however, use of the CE/CME numbers associated with those programs is strictly prohibited.
Sample Non-Solicitation Policy for Affiliate Meetings & Events:
AMCP Affiliate meetings and events should be a professional, comfortable and pleasant environment and not a forum for sales and business solicitations unless there is an inquiry by an attendee or during a sanctioned exhibit program. AMCP has developed a sample “non-solicitation policy” that can be used by an Affiliate if it so chooses. If the Affiliate chooses to modify the sample policy, be sure to have it reviewed by legal counsel so as to not run into antitrust issues.
Is there anything special the Affiliate needs to do at an event?
Yes! It is required that the Affiliate either read or make available through meeting materials the Academy’s Antitrust Statement.
C. Affiliate Events with Registration/Exhibit Fees
How do we collect money for our meetings and events?
AMCP utilizes an online registration system for all affiliate events that charge any type of fee to ensure privacy laws are followed and money is processed in a timely manner. Affiliates submit the form below and return it to AMCP to set up the event ideally at least 3 weeks prior to when they want to open registration. The system processes Visa, Master Card and American Express. The fee of $3 per person is passed on to the affiliate.
We are not charging a fee, can we use the system?
Affiliates can use the AMCP system for any event but there is still a $3 charge. AMCP suggest Affiliates use www.signupgenius.com for their free events.
D. Affiliate Events at AMCP National Meetings
Is there a time when officers from all the Affiliates can meet together to share best practices?
Yes! A joint meeting of Affiliate officers will be held at the AMCP Nexus Conference and the AMCP Managed Care & Specialty Pharmacy Annual Meeting. AMCP staff will send a request for agenda items to the Affiliate Presidents several weeks prior to each meeting. A final agenda will be sent to the Presidents via email for distribution to the officers that will be attending.
Is there time for the Affiliates to have meeting for their membership?
Yes! Following the joint Officers Meeting, AMCP will make available a room for each of the Affiliates to hold individual business meetings. AMCP will work with the Affiliate President to develop a broadcast email promoting the business meeting to the Affiliate’s members. The Affiliate is not required to hold a business meeting at the AMCP national meetings.