RSS Exhibit Step-By-Step Process

Dept = RSS Sponsoring Department Director & Liaison

AWRC = CME Program Coordinator/Administrator

EX = Exhibitor

Dept

AWRC

EX

RSS Exhibit Process – Approval for Series

 

 

RSS Sponsoring Department Director & Liaison (Dept) reach out to CME Program Coordinator/Administrator (AWRC) if interested in having an exhibitor at a series/session

 

 

     schedule meeting with Dept to discuss Exhibitor process/flow and review/complete RSS Exhibitor Invitation Letter and discuss session fee

     provide the AWRC Guidelines and Exhibitor Agreement for RSS Sponsoring Department Director & Liaison

 

 

completes and signs the AWRC Guidelines and Exhibitor Agreement for RSS Sponsoring Department Director & Liaison and uploads/notify AWRC uploaded in the Teams Shared Environment

 

 

 confirm RSS facility to ensure exhibits are allowed in space

 invite exhibitor to attend RSS – Using the RSS Exhibitor Invitation Letter (Can Obtain in Shared Environment) CCing the AWRC

All activities must follow ACCME Standards for Integrity and Independence in Accredited Continuing Education Standard 5 is specific to exhibits

      provide the RSS Exhibit Representative Agreement to the Exhibitor for review after exhibitor accepts invite CCing the AWRC

 

 

will review and return completed RSS Exhibitor Representative Agreement
After received, payment link will be provided by AWRC

 

 

will confirm potential exhibitor has listed only drugs for exhibit approved in Baylor Scott & White Health Formulary for the specific location:

Formulary Contact for NTX/CTX
Kelsey Kohman
[email protected]

 

 

will review, approve, and notify the Dept of approved exhibit and funds received and place receipt of funds in the document area of the team Learning Group

 

Dept

AWRC

EX

RSS Exhibit Process – Before/During Sessions

 

 

 monitor activities in person and attest that CME compliance is adhered to

 coordinate, schedule, and track schedule for exhibitor per series/session

 set up exhibitor space outside learning area (tables, chairs, layout, etc)

 ensure that no more than two company representatives are present per exhibit per day

 order and pay for food out of department funds

  [Food may NOT be directly purchased by the Exhibitor] BSWH approved food vendors must be used by departments

 

Dept

AWRC

EX

RSS Exhibit Process – After Sessions

 

 Completed the online RSS Exhibit Checklist within 7 days of the session date

 Submit proof of payment for food by department (i.e., GL entry July-May confirmation, Month of June only: internal catering invoice or check request submission) to (AWRC monthly for operations reimbursement)

[Food may NOT be directly purchased by the Exhibitor]

 

Upon receipt of proof of payment by department AWRC will set up transfer funds for food expenses directly to sponsoring department. Proof of payment is the department GL or a screen shot of the check paid in the check request system posted.

AWRC will retain any unused funds, in addition to the 10% service fee for the BSWH fiscal year (July to June).

Revised 06/13/2025