CAPITOL MEDICAL CENTER, INC.

DEPARTMENT OF PEDIATRICS
Scout Magbanua cor. Panay Avenue, Quezon City, Philippines
Tel. No.372-38-25 loc 1747 Fax 371-99-93 Email add: pediacapitol@yahoo.com

28th Scientific Symposium: June 19, 2023

8th Meeting Agenda and Minutes of the 7th Meeting
Date: May 22, 2024
Time: 8am
Venue: Zoom

I. Minutes of Previous Meeting

 Scientific Committee
o CPD Requirements now complete
o Edit typos of the objectives seen in the Program of the symposium
o Mead Johnson pre-recorded lecture returned to them for editing or for change of
lecture since it may violate Milk Code
 Abbott lecturer is Dr Joey Salazar and is aware of the Milk code
o Remind speakers of time limit
 In charge for giving cue to speakers regarding remaining time: Technical
Committee
o To invite Dr. Logarta to ribbon cutting
 Parking and transportation to be provided to all speakers and VIP guests
o Other concerns of speakers/moderators
 Slide template for background uniformity
o Emcee to introduce moderators and other opening ceremonies
 Voice over: Dr. Jalo Gambalan (PGI) – live and recorded
 Script for program, emcee - Dr. Mendiola
 Timing of the opening ceremonies
 Processional before the start of the program after the ribbon cutting
 Assign ushers to assist VIP guests
o Templates should be available for all documents for future symposiums

 Ways and Means

o Cathay already paid 100k for plenary lecture and deposited to Core for Pediatrics
account
 Follow up payments of other major sponsors but all Statement of
Accounts have been signed
o Wyeth has already declined to join as a major sponsor
o Total projected income is 1.85M
o Voice over will receive token of appreciation

 Commercial Booths and Exhibits

o Conceive IVF already paid 25,000
o All other sponsors who have committed have already signed a statement of
account
o Total projected income: 230,000
o Additional letters have been sent to non-medical sponsors
 o Include expense of Monet 3 and net income in report
 Projected income should only include those who have signed the
statement of account
o Opening of Monet 2 will be after the opening ceremony and before the 1st lecture
(simultaneous with lecture)
 Ribbon cutting Exhibit Hall: Ms. Lorelie Tan, Dr. Logarta, Over-all
Chairman of the Symposium, Chairman of the Department of Pediatrics,
Chair of Commercial Booths and Exhibits

 Registration Committee
o List of names for Nestle registration to be given by May 2 (50 registrants =
75,000)
 Certificate to be uploaded by sponsored registrants under proof of
payment
 No logos should be part of the certificate (nestle)
 A separate list on the day itself should be present to check if delegates
sponsored by Nestle attended the symposium with their signature
 As per Nestle, they will be paying regardless if the delegates attend or not
 Invoice to be given to sponsored delegates as proof of attendance
o Visiting consultants were sent the publicity materials through viber group and
they will be reminded of requirements regarding good standing
o Target number of registrants: 200

 Physical Arrangement Committee

o Ribbon Cutting will be to open the Commercial booths and exhibits
 Flowers to be moved inside afterwards
o Two tarpaulins to be printed: photowall for outside and awarding background for
inside
 To print 1 of each of the designs presented
o Inform Novotel regarding set-up of the stage (sala set) will be present from the
start

 Technical Committee
o Before the Symposium
 Turnover of all lectures from speakers ideally 3 days prior to symposium
 To have Back-up files on USB
 Recordings of voice-over to be played during the symposium
 Technical committee to cue the speaker
 10 minutes left, 5 minutes left, 2 minutes left
 Timer
o During the Symposium
 Sound check and checking of all powerpoints prior to the start of the
symposium
 Technical committee to cue the speakers
o Inquire with novotel if additional payment is needed for technical assistance
o Professional videographer is needed if we want to record the lectures
 Copies of the lecturers’ powerpoints will be saved for documentation
purposes and for PRC requirements
 Awards Committee
o Presentation of final certificates and plaques design
 Lower signatories in landscape version of awards
o Certificates for moderators and speakers will be landscape and placed in CMC
Awards sleeves
o Plaques to be given to major sponsors only
o Dr. Naidas won’t be able to present certificates and plaques to sponsors, Dr.
Lukban to take over

 Publicity and Invitation Committee

o Publicity materials posted in the ff viber groups: Pediatric Webinar Compendium,
PRGI Officers, NIRTP Hospitals
o Letters of invitation have been sent to NCR Hospitals, NIRTP Hospitals, Visiting
Consultants, and Interns
 Plan to call each hospital individually to confirm contact number and the
number of registrants
o Use all platforms available such as tiktok, facebook, Instagram
 May use standees (3 kids) in content
 Video of speakers with the standees
o Invite Medical Officers through City Health Officer

 Other concerns
o Attire of residents
 Residents will be given 1,000 each for their attire
 Similar to consultants (Filipiniana)
o Attire of consultants
 To order samples of different choices so consultants may choose
II. Agenda
 Scientific Committee
o Update on program and CVs of lecturers from sponsors
o Consensus regarding placement of question and answer (After each lecture vs
after all lectures of AM session/PM session)
 Plenary lectures (30 mins for lecture, 15 mins for Q&A)
 Sponsored lectures (30 mins lecture and Q&A)
o For Speakers approval
 CV
 Question and answer for evaluation
 Consent to include their slides in post-mortem report
o Parking and Transportation of Speakers
o Status of the following from last meeting
 Slide template sent to speakers
 Script for moderators and voice over
 Invitation to Dr. Logarta and Maam Lorelie Tan
 Schedule for script review with moderators and voice over
 Ushers and usherettes for opening remarks and ribbon cutting
 Format of lecture of Dr. Malou Tan and Dr. Lissa Henson
 Letter to DOH for symposium to be counted as Official Time
 Ways and Means Committee
o Update on major sponsors and total projected income
o Status of distribution of product list to all consultants of major sponsors to support
for June 2024-June 2025
 Include if medication is IV or oral
o Final Raffle prizes for 50k – point person to buy raffle prizes
o Projected expenses based on raffle prizes and canvas of physical arrangement
committee
o List of industry sponsored speakers who will be needing parking during the
symposium
 If there are other needs such as transportation
 Commercial Booths and Exhibits
o Update on booth sponsors
o Status of distribution of product list to all consultants of minor sponsors to support
for June 2024-June 2025
 Include if medication is IV or oral
o Update on total net income (including expense of Monet 2)
 Registration committee
o Minutes of previous pocket meetings (Natrapharm and Nestle)
o Update on status of Nestle registration of delegates sponsorship
o Update on estimated number of registrants: without payment (e.g. Organizing
committee, active consultants, residents) and those with payment (PGIs, PRGI,
visiting consultants)
o Update on status of letter to MEPDE regarding free registration of interns
o Status of registration kits – contents, picture, number
 Picture of IDs for delegates, organizing committee, exhibitors
 Awards Committee
o Presentation of latest certificates and plaque design
o Update of Canvas of supplier for certificates and plaques
 Glass plaques to be given, certificate sleeves from Capitol
 Physical Arrangement Committee
o Status of the following: Flowers to be used during the symposium, 2d/3d photo
area, photo wall (measurements), ribbon for cutting x 2, scissors, tarpaulin
background printing and wooden frames
o Others: Signs in Novotel re place of Symposium, tarp of the symposium beside
registration committee or TV showing videos, registration needs, carpet for
picture taking
o Draft of layout for Commercial booths with sponsors
o Things needed in holding area of speakers
 Publicity and Invitation Committee
o Update on strategies to invite delegates to the symposium
 Personal invitation to hospitals (calls and visits to hospitals)
 List of Past interns, JCONs, and visiting consultants that were sent the
publicity materials and those who will attend
 Other publicity platforms: Tiktok, facebook, instagram
o Status of letters of invitations to other hospitals (including NIRTP hospitals) and
City Health Officer
o Status of tarpaulin outside Capitol Medical Center
 Technical Committee
o Schedule for recording of voice over with script
o Videos to be played during break times or at the start of the program
 E.g. CMC videos (from MEPDE), Dept of Pediatric videos
o Slides to be played during different parts of the program
 Raffle, Question and answer etc
o List of things to bring: Connectors for PC and Mac, USB, timer, cue cards
o Status regarding the ff (c/o Novotel)
 holding area for speakers
 Tech team point person and if additional payment is needed
 Documentation Committee
o Point persons: Photographers to tap (2)
 Other concerns
o Attire of residents
o Attire of consultants
o Parking
 Number of Free parking stubs to be given
 Discounts for participants, if they have fee for parking for a day
o Post-mortem Symposium plans