White Guide and Orange Guide Formatting Project - Pfizer

Orange Guide – Chapter 9: Speaker Programs for HCPs
Arrange Meeting and Speaker Logistics with Meeting Planner
All speaker programs must be arranged through a Meeting Planner. Meeting Planners will assist you in
setting up programs that are effective and compliant by, among other things, booking and confirming
speakers, coordinating speaker travel arrangements, securing a venue, and creating invitations. You
can refer to EZSpeak at https://www.ezspeakerprograms.com/ or contact the appropriate marketing
agency or AHM for details on Meeting Planners.
Venue Requirements
In determining where the program will be held, be sure that the venue:
Is conducive to the exchange of scientific information. The purpose of the program is to
convey information. The venue’s environment should not detract from that purpose.
Is considered modest by local standards. No more than $135 per attendee may be spent on
food, beverage, tax and tip for a speaker program for HCPs. What is considered a modest
meal in one part of the country may not be appropriate in another part of the country.
DOES NOT involve recreation or any other entertainment component. The PhRMA Code
expressly prohibits any kind of entertainment at industry sponsored programs.
Speaker Program Venue Do’s and Don’ts
Permitted Prohibited
Private room at a restaurant (subject to price
restrictions).
Conference room at a hotel or convention
center.
Program held at a moderately priced local
restaurant.
161
Private Box at a theatre performance or sporting
event.
Conference room at a museum or location of a
celebrity event.
Program held on a dinner boat cruise or a
restaurant that offers or is associated with any
form of entertainment.
Rev. 09/12
Page 10 of 25