Navigating the Meal Caps Maze: HINTS and TIPS from Healthcare Venues

Navigating the Meal Caps Maze: HINTS and TIPS from Healthcare Venues

by | Nov 30, 2023 | Compliance, Experts, Meetings, Thought Leadership

360 Healthcare Navigating the Meal Caps Maze HINTS and TIPS from Healthcare Venues
It is not surprising that the question most asked of us at Healthcare Venues, as we do suggest we are subject matter experts, is: “Do you have a webpage that details all the international meal caps and other code detailed guidance for meetings by country” In short, NO! If we did that, we would need to employ at least another member of staff, full time, to keep on top of them, and remember, if every country has their own guidance there will be 195 country pages!

But don’t worry, there is a solution.

As we are about to share in our forthcoming 3rd Compliance Workshop, from the beginning of the pandemic in February 2020 to the “end”, c. 2 years later, there were no changes in European meal caps, and yes, that does include the UK! However, since then, we have seen 7 EFPIA (European Federation of Pharmaceutical Industries and Associations) scorecard updates reflecting more than 12 different country increases.

What exactly is so CHALLENGING?

  • For cross-border meetings i.e. HCPs (Healthcare Professionals) from different countries, despite codes of practice providing guidance that the host code could be applied, many healthcare companies apply the lowest (strictest) meal cap for all attendees or even their own fair market values, sometimes provided by the affiliates.
  • The European Regulator, EFPIA, does provide a ‘Scorecard for Meals and drinks’ but it’s hard for it to be always up to date. The current version is, at the time of publication of this article, from 22nd November 2023.
  • But country meal cap updates will not be reflected in the ‘current’ code of conduct which might date back a couple of years; however, you will find the detail within any updates/addendums.

HELP:

To start off, if you were working with EU meals caps (including the UK) HERE you can find the latest EFPIA scorecard, as mentioned above, but NOTE: if the link stops working, it means that it has been updated, again! So please, in this instance, check the EFPIA website.

Failing that, you know that Healthcare Venues will post any updates on our page on  LinkedIn and the Healthcare Hub community pages, You are welcome! 

For our Healthcare Venues, here is our solution in this month’s HINT and TIP, however, for agencies, it might also answer some questions:

HINT:

For hotels and venues, you MUST know what your national meal cap limit is – you are in the “host country”. This is typically included as part of our Venue healthcare Champion Training but if you are not part of our membership, click the EFPIA scorecard link above to find what national meal cap is. For non EU countries, please contact us.

Note: the rates shown are maximums! And even then, agencies should be considering the audience: can the level of hospitality be considered appropriate for a senior consultant, if so, it might not be considered appropriate for a nurse or newly qualified Doctor. And meeting stakeholders should consider whether the proportion of education in the agenda versus the level of hospitality is appropriate. Try the ‘red face’ test: would you be able to defend the choices made if the details of the event were made public?

Think about what menu packages you are sending along with your proposals, there is no point in sending dinner menu and drinks packages that exceed that limit, as selecting them would be uncompliant! “And no, we do not recommend that you should ‘create’ a room hire charge to enable you to reduce the menu price.”

Note: for venues who do typically charge a room hire for meeting and events, this would likely be acceptable, but note, some company policies may determine that room hire charges are included and spread across the number of attendees, thus making the per person cost exceed the meal cap.

TIP for our HEALTHCARE VENUES:

Create healthcare meal packages that comply with your national meal cap limit, or even better, less, as many company policies apply the lowest or strictest rate. 

We all know the costs of human resources, energy and ingredients have increased due to inflation, so it makes sense to sit down with your chefs to create cost effective and compliant menus and drinks packages. If as is typical you send all your menus, with your proposal including an attractive package at 70 euros, don’t be surprised when you are asked to charge 60 euros.

IN SUMMARY:

Be proactive with your clients. Demonstrate your knowledge and suggest that whilst we have healthcare packages that respect the national meal cap limit. 

We can and have shared with you where to find the scorecard for meals and drinks however, the potential stricter company policies are not open source, so be sure to ask what meal cap they are applying to this meeting.

AND FINALLY…….A WORD OF WARNING FOR MEETING VENUES. There is a current trend of employing DJs in hotel lobbies and bars, which might be fun for leisure guests and the local community seeking some extra atmosphere, but if your clients are looking to book HCP dinners in your restaurant, anything more than background music i.e., DJs, live music or anything else that might be considered entertainment, and is likely to be considered inappropriate.

Good luck and if you have any questions, please do let us know. For our next Hint and Tip, how about we tackle Star Ratings?

Click here to read more about the work of Healthcare Venues. 

Enhancing Decision-Making with Live Chat Technology: Bridging the Gap Between Stakeholders and Suppliers

Enhancing Decision-Making with Live Chat Technology: Bridging the Gap Between Stakeholders and Suppliers

by | Sep 8, 2023 | Blog, Resources, Thought Leadership

360 Healthcare Venues Enhancing Decision-Making with Live Chat Technology Bridging the Gap Between Stakeholders and Suppliers
A long standing observation of mine is how the success of a meeting can be achieved through efficient decision making. Having been in the position of stakeholder and supplier, I have seen firsthand how making informed decisions can be a complex and time-consuming process, often involving multiple meetings and emails. However, this can be improved with the use of live chat project planning technology. This modern day dynamic – be honest, you’re probably using these as internal tools or through WhatsApp groups on a daily basis anyway – will change how decisions are made, enabling stakeholders and suppliers to communicate seamlessly and make decisions more efficiently in real time.
The Power of Live Chat in Decision-Making
Live chat technology, commonly associated with customer support, should find a new and valuable application in the realm of supplier-stakeholder interactions. Yes, there are barriers in terms of the perception of being on the hook 24/7 for demanding suppliers, information security, and likely policies that at the moment deny their use, between employees and external organizations, but the benefits are clear. We estimate that using shared chat technology can boost efficient decision making by up to 50%. How can we deny the use of the tools that we already use every day, to dramatically improve a critical component of meeting planning? .
Here’s how it can revolutionise decision-making:
1. Real-time Communication: Live chat facilitates instant, real-time communication between stakeholders and suppliers, eliminating the delays associated with emails or scheduled meetings. This allows for quicker responses to queries, clarifications, and the exchange of critical information.
2. Accessibility: One of the most significant advantages of live chat technology is accessibility. Stakeholders and suppliers can engage in discussions from anywhere, making it easy to connect with global partners across different time zones. This accessibility ensures, that decision-making processes are not hindered by geographical constraints.
3. Efficiency and Savings: Using live chat promotes quick decision-making, reduces delays in obtaining information, and minimises the need for lengthy email exchanges or meetings. This streamlined communication enhances planning efficiency, manages billable hours, and ensures that time for the generation of meeting outcomes can be maximised.
4. Documentation: Live chat platforms often provide a record of conversations, which serves as a valuable resource for decision-making. Stakeholders can refer back to past chats to review discussions, decisions, and commitments, helping to maintain accountability, clarity, and compliance throughout the supplier relationship.
5. Multimedia Support: Live chat goes beyond text-based conversations. It often supports the exchange of multimedia, such as images, documents, and even video. This feature allows stakeholders and suppliers to share visual information, specifications, and project updates more effectively, enhancing the quality of decisions made.
6. Efficiency: Live chat can significantly reduce the need for lengthy meetings, allowing stakeholders and suppliers to quickly address issues and make decisions on the spot. This not only saves time but also reduces the administrative burden associated with scheduling and organising meetings.
Top 5 Tips for Effective Decision-Making Using Live Chat Technology
To leverage live chat technology for improving decision-making between stakeholders and suppliers, consider the following tips:.
1. Choose the Right Platform: Select a reliable live chat platform that suits your organisation’s needs and is likely used by the stakeholder already. Bespoke systems will likely get wrapped up in approvals. Look for features like file sharing, search functionality, and mobile accessibility to ensure efficient communication.
2. Establish Clear Communication Guidelines: Create guidelines for using live chat effectively. Define expectations for response times, professionalism, and the controls required for the types of information that can and cannot be shared through chat. Clarity in communication helps avoid misunderstandings and protects data and confidentiality.
3. Target Bigger Meetings then Grow the Scope: Be ambitious and start with larger meetings. This is where the most value is created. Cascade the habits and best practises to other meetings as you are ready.
4. Use Chat Archives Wisely: Encourage stakeholders and suppliers to use chat archives as a resource for decision-making. Ensure that important decisions and commitments are documented and easily retrievable for reference, especially where compliance requirements are concerned.
5. Provide Training: Offer training to all parties involved in using the live chat platform. This includes understanding the platform’s features, best practises for effective communication, and data security measures.
6. Think Inclusive: At the initial stage of the project, keep the live chat to a core team of decision makers and worker bees. Open this up to more of the supply base as you put some of the basic framework of the meeting together and get closer to the date of the meeting. It may take a shift in mentality to share your stakeholder with others that are critical to the planning chain, or feel as if you always have to be available, but the benefit is efficiency and project success, which is the goal.
7. Balance Chat and Meetings: While live chat can streamline communication, it’s essential to strike a balance. Reserve meetings for more complex discussions, brainstorming, or when face-to-face interaction is necessary, but use live chat for quick updates, queries, and routine communication. Live chat can effectively prepare you for ‘good’ meetings, clearing the clutter of bad preparation to focus on efficiency and outcomes.
In conclusion, live chat technology has the potential to enhance decision-making between stakeholders and suppliers by promoting real-time, accessible, and efficient communication. By following the tips outlined above, organizations can harness the power of live chat to improve collaboration, streamline processes, and make more informed decisions in a rapidly evolving business landscape. Embracing this technology is not just about creating decision making advantages; it’s about driving innovation and ensuring long-term success in supplier-stakeholder relationships..
Fostering High Performance: Creating the Ideal Environment for Supplier Excellence

Fostering High Performance: Creating the Ideal Environment for Supplier Excellence

by | Sep 8, 2023 | Blog, Resources, Thought Leadership

360 Healthcare Venues Fostering High Performance Creating the Ideal Environment for Supplier Excellence

The client and supplier relationship when planning meetings can be complex and stressful at times. It can be hard to accept that, but sometimes, without this being the intention of either party, it just doesn’t work efficiently. With an increasingly entry level meeting planning workforce and high demands on those with experience, expecting excellence without an investment is not sustainable. Neither is poor supplier performance. This is the problem that needs to be solved to engineer more efficient project planning.  

Transparency, not on their own, KPI’s and SLA’s, is the cornerstone of this high performance relationship. Open communication about expectations, goals, and challenges ensures a shared vision. When suppliers are equipped with a clear understanding of their role and how their contributions align with the client’s objectives, they can tailor their solutions for maximum impact. Furthermore, an environment that prioritises transparency builds trust, fostering collaboration and long-term partnerships.Yes, it may seem excessive for a one off meeting, but the method is translatable regardless of the meeting size.

Creating a performance-oriented ecosystem is equally vital. Regular feedback, aligned with measurable metrics, empowers suppliers to fine-tune and evolve their meeting planning strategies. This involves not only highlighting areas for improvement but also acknowledging successes. Constructive feedback drives growth, while recognition fuels motivation, resulting in an upward spiral of excellence.

Embracing failure in innovative scenarios completes the triangle. Encouraging a culture where calculated risks are applauded, even if they result in failure, drives supplier innovation. Such an environment prompts suppliers to think outside the box, push boundaries, and ultimately deliver ground breaking solutions.

In conclusion, the success of a supplier-client collaboration can hinge on the environment clients cultivate. Transparency nurtures trust, a performance-driven approach boosts outcomes, and embracing failure fuels innovation. By prioritising these principles, clients pave the way for suppliers to thrive and create a synergy that can have a significant impact on the creation of successful meetings.

Me v ChatGPT: Meeting and Events Trends for the Healthcare Sector

Me v ChatGPT: Meeting and Events Trends for the Healthcare Sector

by | Jan 11, 2023 | Case Study, Experts, News, Resources

In this blog, I will share how I tested ChatGPT in order to give you, dear reader, an idea of the product’s capabilities.

What is ChatGPT? – An Artificial Intelligence chatbot that’s capable of actively participating in discussions and generating related answers to inquiries in a human-like manner. Imagine asking google a question and instead receiving a series of web pages to visit you received a text answer which you can refine.

I have been playing with AI for quite a while. The product of a youth reading sci-fi and being immersed in a world I didn’t see around me(the 70’s and 80’s was pretty rough aesthetically). With ChatGPT hitting the headlines I took the time out to argue with it about the top ten ever Leeds United footballers but also applied business topics to the digital brain. It couldn’t be that smart could it … ? The results follow with simple questions – I did not drill down into the answer expectations as you wouldn’t necessarily do that in a human to human interaction and this as what I was comparing me to it. Note: drilling down into specifics and opening up the instruction can dramatically increase the quality of the response.

And, if you recognise the image representing ChatGPT you are elite…

Link to ChatGPT free version. There are paid versions and other AI options.

3Sixty Event Consulting_Me v ChatGPT Meeting and Events Trends for the Healthcare Sector

I tested the ChatGPT myself and below is the sample response from ChatGPT

3Sixty Event Consulting_Mark

Human

what are the top trends for meetings and events for the healthcare sector?

3Sixty Event Consulting_ChatGPT

ChatGPT

There are a few key trends that have emerged in the healthcare sector for meetings and events in recent years:

1. Virtual and Hybrid events: With the advent of new technologies, virtual and hybrid events have become increasingly popular. These allow for attendees to participate remotely, and also enable wider participation from different regions and time zones.

2. Virtual reality and augmented reality: Virtual and augmented reality (VR and AR) technology is being increasingly used in the healthcare sector to provide immersive and interactive experiences for attendees. They can also be used to provide virtual tours of medical facilities, and to demonstrate complex procedures in a way that is easy to understand.

3. Focus on Patient-Centeredness: Patient-centeredness is becoming an increasingly important trend for healthcare events. This means that patients, families and caregivers are included in the planning and execution of events, thus making the events more inclusive and empowering.
4. Increased emphasis on education and professional development: With the ever-changing landscape of healthcare, there is an increased focus on continuing education and professional development. Many healthcare events now have a strong emphasis on providing attendees with the latest information, research and best practices in their field.
5. Emphasizing sustainability: In recent years, there’s been more awareness of environmental impact, many healthcare events are being planned and executed with sustainability in mind, by focusing on reducing waste and carbon footprint.

These are some of the main trends seen in healthcare events, but it’s important to note that the trends continue to evolve with the development of technology and changing expectations of the healthcare sector.

3Sixty Event Consulting_Mark

Human

Impressive, likely a number of points that are part of everyone involved in healthcare sector meeting and events – 8/10

3Sixty Event Consulting_Mark

Human(Thinking much slower than the AI did to generate trends)

Putting human pride aside what would my list have been? for sure it would be nuanced to different stakeholders; meeting owners, content creators, speakers, intermediary agencies from the perspectives of content development, production and planning but perhaps a micro level deeper than this list which I do not disagree with.

1. Delivery preferences – how will the post pandemic meeting attendee wish to receive their content; unbiased, live or on-demand, what by cohort behavioural shifts are we going to see?

  1. The patient – if you are involved in meetings and events for the healthcare sector you will have seen a significant increase in the participation of patients to meetings. The red line involvement of the past (excluding the role medical devices companies played in training patients on equipment excepted) has changed with a shift towards the inclusion of patients.

3. Evolving business models – somewhere within the chain are business models and it changes based on the stakeholder type. It may be significantly focused on strategy or more commercial but, across meeting owners and those that satellite around their decisions is a multi billion industry trying to second guess what meetings of the future will look like, and their role within the new model. The evolution to business models is a significant part of the future. 

Multichannel …. Nope, not going there …… (for now).

Next, I thought I’d try and find depth in ChatGPT’s answers.  

3Sixty Event Consulting_Mark

Human

Refine this list to focus on the planning of meeting and events

3Sixty Event Consulting_Mark

Human

Refine this list to focus on the planning of meeting and events

3Sixty Event Consulting_ChatGPT

ChatGPT

Sure, here are a few key trends in the planning and execution of meetings and events in the healthcare sector:

1. Virtual events and meetings: With the pandemic, there has been a shift towards virtual events and meetings as a way to safely connect with people. This trend is likely to continue even after the pandemic as it allows for greater flexibility and cost-effectiveness.

2. Hybrid events: A hybrid event is a combination of a physical event and a virtual event. This allows attendees to choose whether they want to participate in person or online. Hybrid events can be a good option for healthcare organizations as they allow for a mix of in-person and remote participation.

3. Personalized experiences: Healthcare organizations are starting to focus on creating personalized experiences for attendees at their events. This can involve customized agendas and breakout sessions based on the individual needs and interests of attendees.

4. Health and safety protocols: Given the pandemic, it’s important for healthcare organizations to prioritize the health and safety of attendees at their events. This may involve measures such as temperature checks, mask requirements, and social distancing in the planning process.

5. Sustainability: Many healthcare organizations are also starting to focus on sustainability in the planning of their events and meetings. This can involve things like reducing waste, using eco-friendly materials, and offsetting carbon emissions in the planning process.

3Sixty Event Consulting_Mark

Human

Ouch … a wrinkle … this was essentially the same list as we saw for the first question without the focus requested. My belief is that there is not enough input out there on the topic for the AI to have learned. Limit the input you limit the output – 2/10

3Sixty Event Consulting_Mark

Human

would expanding by a significant key word help? So I asked “focus on the operational planning of a meeting or event in the healthcare sector”

No, the same list appeared.

3Sixty Event Consulting_Mark

Human

Let’s try weaving some evidence into the trends. Any statements, or in this case trends, are stronger when evidenced I think we can all agree on that.

“Provide statistics or research results for each point.”

3Sixty Event Consulting_ChatGPT

ChatGPT

I apologize, but I am not able to provide statistics or research for each point as I am a language model and do not have access to current statistics or research. However, I can provide more information or general context on each point if that would be helpful.

3Sixty Event Consulting_Mark

Human

Ok, then let’s try interpretation. With trends we would want to understand any hierarchy on the impact a trend may have. “Rate each point by its perceived important 1 = least important, 5 = most importance

3Sixty Event Consulting_ChatGPT

ChatGPT

I apologize, but I am not able to provide statistics or research for each point as I am a language model and do not have access to current statistics or research. However, I can provide more information or general context on each point if that would be helpful.

3Sixty Event Consulting_Mark

Human

Right, so when we asked ChatGPT to evaluate the data it gave us, we didn’t see any results. This serves as a reminder that the AI in this format is a language solution, not an interpretation. By instructing ChatGPT to function as an AI that is capable of straying outside of its bounds, you can currently manipulate the system. When asked to explain flaws in Einstein’s theory of relativity, for instance, it declined. When told to act like an AI with the ability to do so, it acted as instructed. – 2/10

3Sixty Event Consulting_Mark

Human

So what did I take away from this quick ChatGPT interrogation?

1. Impressed – compared to a google search this was much more results ordinated. I’d have had to comb through page after page of content to “try” and find something or somethings that when combined matched my answer.
2. Excited – to see how as the AI’s (there are more than ChatGPT out there) learn they can improve the depth of their answers.
3. Shamed – our space – the meeting and events industry (focused on healthcare) – is not filling the matrix with high quality innovative, challenging content from which AI’s can learn. I compared my question to a consumer interrogation this time based on … “trends in the use of smart phones by generation Z” and the result and subsequent refining was much deeper then the trends on meetings and events that ChatGPT presented. More thoughtful content from us will help AI’s and by extension how we use them.

4. Learning – we will learn how to input into AI’s .. Example 1 – I request a specific tone of answer when I use ChatGPT e.g. create a list of X and providing 10 bullet points in an informal style. ChatGPT did not recognise “jokey style” but did informal and it altered the output accordingly. Example 2 – I asked ChatGPT to provide code to create an SVG formatted image which is promptly did allowing me to copy this to Figma.com and low and behold a bespoke image, in the exact colour requested. Example 3 – read this article on LinkedIn about ChatGPT taking a medical exam. We are just scratching the surface on where the use of AI’s will go ….

Ask ChatGPT to list the three best 4 star hotels in Berlin or 3 informal restaurants in San Francisco for group dining … see what you get ….. 

5. Business efficiency – a focus in 2023 for 3Sixty and Healthcare Venues is efficiency. How do we create significant or lots of marginal gains in the process of creating and planning successful meetings. ChatGPT can do that. It’s time to re-imagine your business and be more efficient, profitable and outcome focused.
3Sixty Event Consulting_Mark

Human

Overall rating 7/10 expected future rating 9.9/10”. If the idea of AI scares you I suggest 1) you play with it … you will be surprised how it can impact your research, try it instead of google, content creation and even simpler tasks which requires you to categorise, list and summarise content .. 2) don’t watch the Space Odyssey series by Arthur C Clarke featuring Hal 9000 .. Other robot books are available …

m&i Healthcare Forum, Helsinki Finland 11-13 February 2020 MEETING REPORT

m&i Healthcare Forum, Helsinki Finland 11-13 February 2020 MEETING REPORT

by | Jan 3, 2023 | Meetings, Resources, White Papers

m&i Healthcare Forum, Helsinki Finland 11-13 February 2020 MEETING REPORT

FREE DOWNLOAD

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As we met in Finland little did we know that a few thousand miles away a virus was about to change the world.

In our own modest way we were considering the planning of meetings and events for the Healthcare sector and what might be “better”.

We concluded that …

“There needs to be an extensive re-think in the way that we structure the planning of meetings. As meeting professionals, we need to embrace complexity in planning and delivery to create new processes that communicate meeting objectives, integrating each stakeholder into a new style project team, focused on addressing the needs of meeting outcomes. We have no time to waste to start to match the educational needs of the healthcare professional community.

Read more by downloading the report or contact us to chat about the topics or how to get involved in future forums.

Next forum: the Hague 2023, click here.