Admin Exhibits At Confs

Policy and Procedure Title: Preparation and Follow-Up for Conference Participation Department:

Administration

Effective Date:

7/08

Revision/Review Date:

10/08

Policy: Pre -Conference arrangements and post-conference evaluations will be made each time PSN exhibits at a professional conference.

Purpose: 1. To prepare materials and staff for the meeting. 2. To review information after PSN’s participation in the meeting. 3. To evaluate the cost-effectiveness of exhibiting and sending staff, based on the client and candidate leads/jobs that result from attendance. 4. To ensure that the exhibit and materials sent are adequate for next year..

Procedure: 1. Pre-Conference 1.1. The COO/ CEO will determine whether (based on business generation from the previous year and other factors) it is appropriate to sign up for exhibition at a given conference. The COO/ CEO will determine which employees will attend. 1.2. Registration will be done as early as possible to take advantage of early-bird registration discounts. Hotel, car and airline reservations (if needed) will be made when attendance is confirmed. 1.3. A file will be created that includes a packing slip of the materials to take to the conference. The packing slip will be based on the previous year and include any suggestions/modifications that result from the previous years’ conference. 1.4. Any time-sensitive deadlines leading up to the conference will be attended to including (but not limited to): ordering exhibition furniture, arranging for conference registration, providing a description of PSN services and determining booth location in the exhibition hall. Any additions or repairs to the exhibit itself will be ordered at this time. 1.5. If the names/addresses of attendees are made available prior to the conference, the CEO/COO will determine if a postcard or email letter will be sent. 1.6. Arrangements will be made to procure a gift(s) for any drawings that will be held.

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Preparation and Follow-Up for Conference Participation Page 2

1.7. Any materials that need to be downloaded for the conference will be done so and made available to the participants. 1.8. Using the packing slip, the boxes and exhibit will be packed (and shipped, if necessary). 2. Post-Conference 2.1. Potential Accreditation, Staffing, Consultant and Nurse leads will be routed to the appropriate person. 2.2. A generalized spreadsheet will list all of the leads that came in and color code them as to where they were routed. Notes will be taken as to what action was taken and what resulted. 2.3. An accounting of supplies returned will be done on the packing sheet to see how many materials were utilized. The Finance Coordinator will note any returned promotional items. 2.4. A “Debriefing” meeting will be called sometime after the participants have returned to the office and all materials have been returned. The meeting will include the conference participants, COO/CEO. Any problems or suggestions regarding participation at the conference will be discussed and placed in the meeting file. 2.5. At annual budget time, it will be determined whether to exhibit at each conference again.

Approved by:

President/CEO 10/13/2009 Date

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