European Medicines Agency Standard Operating Procedure

PUBLIC Page 1/3 SOP/CN/6000, 06-FEB-08

Title: Meeting Preparations

PUBLIC Document no.: SOP/CN/6000

Lead Author Approver Effective Date: 06-FEB-08

Name: Cinzia Giroldi Name: Sylvie Bnfice Review Date: 05-FEB-11

Signature: On File Signature: On File

Date: 24-JAN-08 Date: 01-FEB-08

Supersedes: WIN/T/6000

1. Purpose The purpose of this SOP is to establish the procedure for preparing a meeting.

2. Scope This SOP applies to MM&C staff and ISERV

3. Responsibilities It is the responsibility of the MM&C Head of Sector to ensure that this procedure is adhered to within the sector.

4. Changes since last revision Changed WIN into SOP Lead author and minor procedure changes. New flow chart

5.Documents needed for this SOP Electronic meeting request form.

6. Related documents SOP/CN/6009 Procedure for meeting room support.

7.Definition Reimbursement form: The document contains the relevant travel and accommodation details accompanied with the reimbursement instructions. This document provides the basis for the reimbursement process and the delegate is obliged to complete the details and sign the form. Participants list: List containing attendees name and contact details. Meeting participants confirm their presence by signature, upon request of MM&C. Delegate's travel & accommodation confirmation: Copy of booking reservation details that have been sent to the delegate, in order to confirm requested accommodation and travel arrangements.

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Equipment: Technical aids and facilities in the conference rooms, including microphones, overhead projectors, slide projectors, computer facilities, etc. Notice for display: The electronic notice board with details of the meeting title, time and room assignment for display on plasma screens (situated on the 5th, 4th, 3rd & 2nd floors). Meeting schedule: An electronic meeting calendar is displayed on the Meeting Management System (MMS). It contains information such as the meeting title, meeting code, room assigned, responsible organiser, meeting times, no. of participants and interpretation (if interpretation services are required). 8. Process Map(s) /Flow Chart(s)

Start

1.Financial implications?

No

Yes

2.Check if delegates electronic details are

correct.

3. Liaise with secretary if any details missing

4. Prepare reimbursement folders and participants list

5. Ensure equipment set up

6. Check if display screens are correct

7. Prepare meeting room if necessary

End

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9. Procedure

Step Action Responsibility

Start of Procedure

1.0 Check if meeting has financial implications, otherwise proceed to step

7.0

MM&C

2.0 Compare address details on booking request form against electronic records (in participants list on MMS). Inform secretary about any discrepancies for up-date of participants list

MM&C

3.0 1 day prior to meeting day, liaise with secretary and obtain missing information or arrange for correction of participant status if required

MM&C

4.0 Prepare meeting documentation including: participants list and the reimbursement forms to be completed by delegates

MM&C

5.0 Ensure equipment is set-up according to any special instructions along with pre-checking the correct functioning of the standard equipment

ISERV

6.0 Ensure that the meeting details are displayed correctly on the allocated screens (no company or product names) and print off language regime, when appropriate (language regime to be displayed in meeting room and provide the meeting chairperson with a copy)

MM&C

7.0 Prepare meeting room with the country or name plates when appropriate

MM&C

End of process

10. Records When completed, approved and numbered, the retention of any hard copies is the responsibility of MM&C. The meeting requested is stored electronically.