Event Management

1.

Event
Management
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Onboarding
Document name: ONB-BA
Business Administration
INTERNAL

2.

Agenda
Target groups: All
Countries: NORDIC country group
Introduction
Useful words and abbreviations
Segmentation
Relevant policies
MDR
Basic tips
Nordic EDM community
Contacts
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3.

Introduction
Events are an important marketing instrument for Bayer, they may
vary in size, format (live, virtual or hybrid) and complexity.
Bayer has high level standard processes established for Event
Management.
By following Event Management principles and guidelines, Bayer
benefits from minimized risks, high safety and compliance standards
and both enhanced transparency and cost efficiency.
Each Bayer employee must follow guidelines provided in this
training, when planning an event.
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4.

Onboarding Material
Some useful words and abbreviations to know:
EDM
Event & Disclosure Management
MDR
Minimum Documentation Requirements
HCP
Healthcare Professional
HCO
Healthcare Organization
Cvent
Global event management system (in Nordics only Full-service events are
managed in Cvent by BCD M&E agency)
BCD
BCD Meetings & Events agency (professional event planner which is organizing
Full-service events in Nordics)
Veeva
CRM system for Pharma HCP related marketing activities
MyEvents Entry point for requesting an event in Cvent (except PH HCP events, which are
requested through Veeva)
MRF
Meeting Request Form (submitted through myEvents)
EO
Event owner
Nordics
Nordic Country Group = Nordic organization = Bayer Nordic = Scandinavia +
Baltics + Finland​
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Onboarding Material
What is an event?
“An event is defined as a planned interaction between various parties with a
clear purpose to deliver a clear message at a specific venue over a defined
period where external spend occurs. It can be conducted in a live
(physically), virtual or hybrid way.”
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6.

Onboarding Material
What is a Full/Self Service event?
After the event is registered in the required system, each request is
automatically segmented to Full- or Self-service event based on defined
criteria (budget, attendee type, number of participants, etc.):
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Full-service event
Self-service event
(Event managed by Event agency BCD)
(Event managed internally, by Event
owner/planner)
Business Administation 2021-09
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7.

Onboarding Material
Policies that are mandatory for all to comply by:
To do: Please read and especially take note of parts relevant for your role
(click on the picture)
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8.

Onboarding material
Minimum Documentation requirements (MDR)
What are MDR
aiming for?
Aim is to ensure compliance (to prevent fraud, corruption, etc.) by
capturing all relevant documentation for an event
Are all MDR
mandatory?
Primary MDR: Mandatory for all events (Self Service & Full Service).
Secondary MDR: Recommended to support documentation
Do the MDR
replace existing
guidelines?
No, the MDR only enhance existing processes and guideline. Existing
policies, tools and workflows can be kept.
Who is
responsible?
Event planner/Event owner is responsible to archive documentation
according to Nordic MDR matrix
Nordic MDR matrix can be found HERE
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Business Administation 2021-09
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9.

Onboarding Material
Basic tips for your events (part 1)
Start planning the event as early as possible (min 3 weeks) and define
event dates avoiding high season, public holidays and other special dates
with high fares.
The planned event (live, virtual or hybrid) must be registered through the
defined channels:
(Pharma events with HCPs/member
of HCOs participation)
(All other events)
more information how to request
event in myEvents: Link
For access and trainings for Veeva, please contact
Finland: [email protected], Scandinavia: [email protected], Baltics: [email protected]
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Onboarding Material
Basic tips for your events (part 2)
Please refer to Dos and Don’ts from Margo Event Management Policy
Procure event services and engage with event suppliers via defined
channels only. Process differs for Full- or Self-service events, as
described in Margo Event Management Policy
Ensure to capture documentation as described in MDR
Visit Business Administration Event Management SharePoint for more
information
In case you are an active event planner, contact Business Administration
to get access to Events MDR storage location
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Business Administation 2021-09
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11.

Onboarding Material
Nordic EDM community
Join for these benefits:
Regular meetings with Nordic colleagues managing the events
Experience sharing
Answers to your questions
Tips & Tricks collection
Etc.
Contact Business Administration if you want to be part of this community!
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12.

Contacts
Nordic EDM community is the first point of contact, this way making use
of experienced colleagues and quicker response time.
Otherwise, you can contact us directly via email:
Business Administration:
[email protected]
[email protected]
[email protected]
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13.

Thank you!
For more information,
please visit go/EDM
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Business Administration
INTERNAL