ESUG
English Speaking User Group
CDISC ESUG Face to Face (F2F) Meeting Organisation and Communication Plan
Generic Template
The following describes the actions, timelines and sources for delivering the CDISC ESUG F2F meetings.
The rolling calendar of meetings will be posted and updated in the CDISC ESUG Portal: www.esug.org.uk
Meetings will be organized twice in each calendar year with place holder dates (Month/Quarter) posted
12 months in advance in the ESUG Portal.
“N” = Date of delivery
Timeline
“N” – 4 months
Topic
F2F Infrastructure
Action
“N” Confirmed & Fixed
Chair Confirmed
Location Confirmed
Location Point of Contact (Host) in place
Registration Cut off or Cap confirmed
Content Outline Available
Speakers Identified
F2F Best Practice Document to Chair
Promotion
Infrastructure Posted in ESUG Portal
Infrastructure Posted in CDISC Portal
Email 1 to ESUG Membership
Email 1 to PhUSE
Email 1 to ACDM for distribution
Email 1 = High Level Information +
ESUG Branded Registration Form
Materials
“N” – 2 months
F2F Infrastructure
Content Confirmed
Speakers Confirmed
Agenda Confirmed
Promotion
Agenda Posted to ESUG Portal
Agenda Posted to CDISC Portal
Infrastructure sent for CDISC Newsletter
Email 2 to ESUG Membership
Email 2 to PhUSE
Email 2 to ACDM for distribution
Source/Responsibility
ESUG Committee
ESUG Committee
Chair
Chair
Host
Chair
Chair
ESUG Marketing
ESUG Marketing
ESUG Marketing
ESUG Marketing
Stephen Harrison
Lauren Shinaberry
ESUG Marketing
Chair
Chair
Chair
Chair
ESUG Marketing
ESUG Marketing
ESUG Marketing
ESUG Marketing
Stephen Harrison
Lauren Shinaberry
“N” – 30 days
“N” – 14 days
“N” – 10/4 days
Materials
Email 2 = ESUG Branded Agenda +
ESUG Branded Registration Form
Email 2 is optional
ESUG Marketing
ESUG Marketing
Chair
Infrastructure
Registration Review 1
Presentation Review 1
Promotion
Email 3 to ESUG Membership
Email 3 to PhUSE
Email 3 to ACDM for distribution
Materials
Email 3 = Email 2 + Map & Directions
Infrastructure
Registration Review 2
Go/No Go Decision
Presentation Review 2
Promotion
Email 4 to ESUG Membership
Email 4 to PhUSE
Email 4 to ACDM for distribution
Materials
Email 4 = 2 weeks left to register +
Email 4 is optional
Chair
Chair
Infrastructure
Registration Cut Off or Cap reached
Presentation Dry Run for timings & flow
Infrastructure Final Check
Agenda
Content
Speakers
Location Details
Chair
Chair
Chair
Chair
ESUG Marketing
Stephen Harrison
Lauren Shinaberry
Chair
Chair
Chair/ESUG Committe
Chair
ESUG Marketing
Stephen Harrison
Lauren Shinaberry
Chair
Chair
Chair
Chair
Access
Parking
Security
Catering
Special Needs
Registered Attendees confirmed to Host
Chair
Promotion
Email 5 to ESUG Membership
Email 5 to PhUSE
Email 5 to ACDM for distribution
ESUG Marketing
Stephen Harrison
Lauren Shinaberry
Materials
Email 5 = 1 week left to register +
Chair
“N” + 30 days
Infrastructure
ESUG Event Review
Chair
event report
highlights
low lights
feedback review & analysis
thank you email to presenters
contact identified ESUG volunteers
post presentations to portal
post event report to portal
post review & analysis to portal
Sources
Group
Name
Email
Phone
Comments
ESUG Committee
Veronica Martin
Jason Housley
Adrienne Bonwick
Carla Santillan
Donald Peterson
Simon Bishop
Stephen Harrison
Ricky Dolphin
Simon Hawken
Veronica_A_Martin@gsk.com
JHousley@shire.com
Adrienne_Bonwick@Eisai.net
Carla.Santillan@eu.astellas.com
donald.paterson@amgen.com
Simon.bishop@gsk.com
Stephen.Harrison@astrazeneca.com
rdolphin@dolphinconsulting.ltd.uk
shawken@kikamedical.com
PhUSE
Stephen Harrison
Stephen.Harrison@astrazeneca.com
ACDM
Lauren Shinaberry
+44 (0)1279 646 265
+44 (0)1256 894719
+44 (0)845 676 1664
+31 (0)71 545 5928
+44(0)1895 525355
Co-Chair
Co-Chair
ESUG Marketing
+44 (0)1638 615718
+44 (0)1798 813556
ESUG Marketing
ESUG Marketing
CDISC
Marketing Communications
Organisation
Contact
Email
Phone
ESUG
English Speaking User Group