White Guide and Orange Guide Formatting Project - Pfizer

Closeouts
Orange Guide – Chapter 9: Speaker Programs for HCPs
After a program, representatives must enter program information in EZSpeak to close out the program,
including flagging any policy violations that may have been committed by the speaker. In addition,
speakers must close out a program to initiate payment. Speakers must review the speaker invoice
online in Speaker Resource Center (SRC) and acknowledge that the meeting date, location, speaker,
and speaking fee are correct. Alternatively, speakers may submit a signed hard copy invoice to AHM or
other designated meeting vendor.
Cancellation and Payment
Q. I received RSVP’s from multiple prospective attendees of a speaker program,
but several of them cancelled at the last minute. Should I cancel the program?
A. You should invite enough HCPs to ensure that at least two or more HCPs not
affiliated with the speaker are expected to attend. However, if you receive
unexpected cancellations and only one HCP attends, you are not required to
cancel the program. You should explain the circumstances around the
potential policy deviation during the EZSpeak close out process. Meanwhile, if
there are no appropriate attendees, a speaker program must be cancelled.
Q. What should I do if I decide to continue the program, but the unexpected noshows
cause me to spend more than $135 per attendee on the meal (including
food, beverage, tax and tip)?
A. You must always accurately record expenditures on meals for HCPs, even if
they exceed the $135 per attendee cap. You will be asked to document the
circumstances around the potential policy deviation after you close out the
program in EZSpeak. You can reduce your risk of violating this important policy
by selecting inexpensive menu items and by planning speaker programs at
venues that do not require large minimum guarantees.
Q. In the event that Pfizer has to cancel a speaker program, do I still have to pay
the speaker?
A. If Pfizer cancels a speaker program within five business days of the scheduled
engagement, and the speaker requests payment, Pfizer is contractually
obligated to pay the speaker his or her speaking fee with very limited
exceptions. However, if the same speaker program (i.e., same colleague,
speaker, and product) is rescheduled within 90 days from the date of the
cancelled program, the speaker must speak at the rescheduled program for no
additional speaking fee. You must make every reasonable effort to reschedule
the cancelled speaker program within this timeframe. If a program is cancelled
more than five business days in advance or if the speaker requests the
cancellation, Pfizer is not required to pay the speaker’s fees.
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Rev. 09/12
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