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.
2.2 Event Approval Process
  • 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.
2.3 Roles and Responsibilities
  • 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.
3.2 Event Schedule and Timeline
  • The training schedule will be coordinated between Fleming Medical, the third-party provider, and the pharmacy.
3.3 Transportation and Parking Arrangements
  • 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.
4.2 Emergency Procedures
  • 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.
5.2 Legal and Regulatory Compliance
  • All parties must comply with local laws and regulations relevant to the training event.
5.3 Environmental Considerations
  • 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.
6.2 Expense Tracking and Reporting
  • Fleming Medical will track expenses related to the training provider’s fees.
  • Pharmacies should track their own hosting expenses for internal purposes.
6.3 Financial Reconciliation
  • 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.
7.2 Social Media Guidelines
  • 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.
8.3 Code of Conduct for Participants
  • A code of conduct outlining expected behaviour and consequences for violations should be communicated to participants.
8.4 Accessibility and Inclusivity
  • 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.
9.2 Training Requirements
  • The training provider will notify Fleming Medical and the pharmacy of their requirements such as audio/visual and screen.
9.3 Technology and Equipment Setup
  • 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.
10.2 Financial Settlement
  • 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.
11.2 Crisis Management
  • A crisis management plan should be developed to handle emergencies effectively.
11.3 Communication During Emergencies
  • 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.
12.2 Participant Privacy Rights
  • Participants should be informed of their privacy rights and how their data will be used.
12.3 Data Security Measures
  • 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.