MAPS Executive Conference Committee Meeting Summary

MAPS Executive Conference Committee Meeting Summary December 14, 2015 9:00-10:30 a.m. John Murphy Conference Room

Present: Rachel Jokela, Melissa Jones, Cindy Morris, Peggy Westby Staff: Betsy Currie, Marie Dotseth, Kathy Welte

Action Items/Decisions 1. Ratified conference theme, “Partnering for Safer Care” 2. Plenary session speakers a. Regina Holliday-confirmed for keynote address on October 27. b. Mark Graber, MD-confirmed: have him close meeting on October 27 c. Dorothy Sisneros .confirmed: -have her open day two, October 28 d. Victor Montori, MD-Marie Dotseth to contact him to see if he can close the conference on October 28 e. We’ll need to decide on specific topics for each speaker no later than end of first quarter so we can let potential sponsors know. So try for having topics by the end of January or early February. 3. Conference logistics: a. MAPS awards session. Need to decide whether to do this. It has been very difficult to get organizations to make nominees and to do the judging. MAPS could nominate one or more awardees, or we could forego doing this in 2016. b. Poster session: was poorly attended in 2012 and not held in 2014. Decided not to do this for 2016. c. Look for an opportunity to use the cell phone voting tool polleverywhere.com for one or more sessions. It increases audience engagement and gives great feedback for a session. Could develop a question like “patients always know best” for audience vote, or do a series of questions at the end of the meeting. Think of the Intelligence Squared debates on NPR. d. Registration fees: a. Will probably need to raise the registration fee modestly (in 2014 ranged between $300-$450). Keep a distinction between members and non-members and an early registration break. b. provide complimentary registration for all speakers (including those who are part of a panel). In most cases, don’t have more than two speakers on a panel to provide more time for individual substantive content.. If they want to bring another person they pay the standard rate. While speakers are invited to attend both days, we will ask speakers if they plan to attend only one day so can adjust food budget. They cannot substitute another person if they are gone for a day. c. See #4. Breakout session organizers will also get a free registration. d. Encourage organizations to bring patient advocates/representative at a reduced rate TBD. It should at least cover the direct expenses (food, materials etc.). Continue to offer patient scholarships as category for sponsorships. 4. Conference timeline review: a. We are basically on schedule. Next big task is to identify the 20 breakout sessions and determine content tracks. This is the primary function for the next Conference Planning Committee meeting. We will need to assign one person to contact each identified speaker(s) and to be responsible for working with speakers to get their handouts and manage that session’s logistics. These people will get a free registration. 5. Audience discussion: patient advocates, advisor attendance a. We want to encourage institutions to bring one or more patient advisors or advocates to the conference. We need to define the outcomes we expect for patients who attend. We’ll want to add this to the overall conference outcomes. b. We don’t think we would try to focus one day or part of a day for patients, but that they will be encouraged to attend both days. c. We could offer a “training session” for advocates/advisors as a breakout session. d. We do want to have a patient panel after Regina Holliday’s opening. We’ll need to ask organizations for suggested participants. 6. Sponsorship. a. Keep the 2014 four categories and dollar amount of sponsorship (platinum ($10K); gold ($5K); silver ($2.5K); bronze ($1K). See updated summary of levels/benefits. b. Keep the same number of free registrations per category. c. We aren’t going to solicit vendors for an exhibit hall, but can offer vendors the regular sponsorship benefits and levels.. d. If a company wants to offer to provide lanyard or pens, we would be open to it, but don’t plan to solicit these. Do not want jump drives as all content will be available on line and available before and after the conference. It’s challenging to get all the material loaded correctly and is not necessary based on our experience. e. Sponsorship is critical for the financial success of the meeting. It’s the difference between break even and loss. f. By end of January we need to finalize the sponsor levels, option and identify potential sponsors (MAPS will do). g. In February, MHA will develop the sponsorship packets for email distribution. MAPS will be responsible for making follow-up phone calls and putting materials on the website. h. We will want to ask Board members to contact potential sponsors at the February meeting. i. Fairview may be willing to sponsor Regina Holliday (ask Steve Meisel) and MMIC may be interested in sponsoring Mark Graber. 7. Next meeting: make it a combined executive committee and planning committee using the designated time on January 19.