Fleming Medical In-Store Training Event Policy
1. Introduction
1.1 Purpose of the Document This document outlines the policies and procedures for organising and conducting in-store training events for pharmacy customers provided by a third-party training provider, sponsored by Fleming Medical.
1.2 Scope of the Policy This policy applies to all in-store training events organised by Fleming Medical in partnership with third-party training providers. It includes guidelines for planning, execution, and post-event activities.
1.3 Definitions and Terminology
- Fleming Medical: The company sponsoring the training events.
- Pharmacy: The host location for the training event.
- Third-Party Training Provider: The external organization delivering the training.
- Participants: Pharmacy customers attending the training.
2. Event Planning and Approval
2.1 Event Proposal Submission
- Pharmacies interested in hosting a training event must submit a proposal to Fleming Medical.
- The proposal should include the desired training date, expected number of participants, course name and any specific requirements.
- Fleming Medical will review the submitted proposals and approve or deny them based on feasibility, budget, alignment with company objectives and availability of the third-party training provider.
- Fleming Medical: Responsible for sponsoring the training and coordinating with the third-party provider.
- Pharmacy: Responsible for providing the venue, managing participant registration, and adhering to the cancellation policy.
- Third-Party Training Provider: Responsible for delivering the training as per the agreed schedule and content.
3. Event Logistics
3.1 Venue Selection and Booking
- The pharmacy is responsible for providing a suitable venue for the training event.
- The venue must provide necessary facilities such as seating, audiovisual equipment, and accessibility features.
- The training schedule will be coordinated between Fleming Medical, the third-party provider, and the pharmacy.
- Pharmacies should provide information on available transportation and parking options for participants.
4. Health and Safety
4.1 Risk Assessment and Management
- Pharmacies must ensure that their venue for the training event is safe and meets all health and safety regulation and requirements.
- Emergency exits and procedures must be clearly communicated to participants and the third-party provider.
- Pharmacies should have a first aid kit on-site and ensure staff are aware of emergency contacts and procedures.
5. Permits and Compliance
5.1 Licenses and Permits Required
- Pharmacies are responsible for obtaining any necessary licenses or permits for hosting the training event.
- All parties must comply with local laws and regulations relevant to the training event.
- Pharmacies should implement environmentally friendly practices, such as reducing waste and recycling.
6. Budget and Finance
6.1 Budget Planning and Approval
- Fleming Medical will cover the costs of the training provided by the third-party provider.
- Hosting costs are not covered by Fleming Medical and are the responsibility of the pharmacy.
- Fleming Medical will track expenses related to the training provider’s fees.
- Pharmacies should track their own hosting expenses for internal purposes.
- Fleming Medical will handle financial reconciliation with the third-party training provider post-event.
- Event Cancellation
- If the pharmacy needs to cancel the event, they must notify Fleming Medical at least 48 hours in advance.
- If the training provider needs to cancel the event, they must notify Fleming Medical at least 48 hours in advance.
- If the Fleming Medical needs to cancel the event, they must notify all parties at least 48 hours in advance.
- Cancellations made within 48 hours of the scheduled event will incur a fee.
- Fleming Medical will not reimburse any additional costs incurred by the pharmacy due to the cancellation of an event.
7. Marketing and Communication
7.1 Event Promotion Strategy
- Fleming Medical will provide marketing materials to pharmacies to promote the event.
- Pharmacies and Fleming Medical should collaborate on social media promotion, adhering to provided guidelines.
8. Participant Management
8.1 Registration Process
- Pharmacies are responsible for managing participant registration.
- Registration data must be shared the third-party provider who will distribute the certificates of completion.
- A code of conduct outlining expected behaviour and consequences for violations should be communicated to participants.
- Pharmacies must ensure the event is accessible to all participants, including those with disabilities.
9. Event Day Operations
9.1 Event Staff and Volunteer Coordination
- Pharmacies should designate staff or volunteers to assist with event operations.
- The training provider will notify Fleming Medical and the pharmacy of their requirements such as audio/visual and screen.
- Pharmacies must ensure all necessary technology and equipment are set up and functioning properly.
10. Post-Event Activities
10.1 Feedback and Evaluation
- Fleming Medical will provide an online feedback form to the pharmacy and the third-party training provider.
- Financial settlement with the third-party provider will be handled by Fleming Medical.
11. Contingency Planning
11.1 Backup Plans and Alternatives
- Contingency plans should be in place for potential issues such as technical failures, low attendance or event cancellation.
- Events cancelled within 48 Hours of the scheduled event will incur a fee.
- Additional costs of hosting the event, including but not limited to refreshments, chair hire, venue, and equipment rental, are at the discretion of the pharmacy.
- In the event of a cancellation, Fleming Medical is not obliged to cover any additional hosting costs incurred by the pharmacy.
- A crisis management plan should be developed to handle emergencies effectively.
- Clear communication channels should be established for use during emergencies.
12. Privacy and Data Protection
12.1 Data Collection and Usage Policies
- Data collected during the registration process must be handled in accordance with data protection regulations.
- Participants should be informed of their privacy rights and how their data will be used.
- Measures must be taken to ensure the security of participant data.
13. Policy Review
- This policy will be reviewed annually and updated as necessary to ensure it remains relevant and effective.
By agreeing to host a training event, the pharmacy will abide by Fleming Medical’s In-Store Training Event Policy.
