With in-office programs more frequent than ever, the demand has arguably never been greater for vendors which provide quality modest meals, compliant to PhRMA code and organizational policies.
Finding the right vendor for your in-office program is crucial. Our Speaker Bureau Management team are experts in this area. This specialized group of meeting planners are knowledgeable consultants who coordinate thousands of pharmaceutical speaker programs each year and understand the need for compliance. Services include vendor sourcing and contracting, along with post-program reconciliation and transfer of value reporting. Therefore, modest and compliant meetings are their forte
Below, our team has crafted a comprehensive list of both national chains and bespoke vendors who offer quality, variety and compliant menu choices.
Compliance is more than just modest meals
It is important to consistently apply compliance rules for in-office programs, even when pharmaceutical representatives must facilitate the meeting virtually. You can achieve this through clear communication with the provider’s office. Often, when the sales representative is unable to participate in person, the office manager will be willing to coordinate the meeting and the completion and submission of compliance documentation. You should provide the office sign-in sheets in advance of the meeting, preferably with information about the attendees pre-populated. Participants must still sign in to verify attendance, confirm they’ve accepted the meal and provide credentials. As with a live out-of-office meeting, sign-in sheets should be faxed or scanned and emailed back within 24-48 hours of the end of the meeting. Tightly managing the process will ensure that core compliance documentation is available in the event of an audit or CMS reporting dispute.
While we love small business and want to support them, especially in tough economic times, we have to offer a word of caution about some smaller establishments. One of the critical components of a compliant meeting is keeping accurate books and records. Some smaller operations simply are not equipped to provide the kind of documentation needed to be compliant. This becomes especially apparent when you try to follow up post program for more detailed invoices and receipts. If you’d like to consider using a small or local caterer, we recommend confirming that they’re able to provide a detailed and itemized receipt, asking about their receipt practices and menu options before placing an order.
