Provider and Payer Connect
Sponsor Guide
Overview:
ViVE’s Provider and Payer Connect Program is a curated matchmaking program of health buyers and participating sponsors to facilitate highly efficient connections for real business interactions, creating the highest-value return in 15-minute, 1:1 meetings.
The Provider and Payer Connect Program is based on double opt-in matchmaking where participants set up their own meetings by sending and accepting meeting requests within the platform. The AI matchmaking platform offers a more personalized experience to help schedule meetings before the event by empowering participants with intelligent recommendations to choose whom they wish to meet.
Program Schedule:
The Provider and Payer Connect meetings will take place in the dedicated Provider and Payer Connect Lounge right on the Show Floor during following program time slots (Pacific Time):
*Times are subject to change
Monday, February 26 from 9:00am - 1:00pm and 2-5pm
Tuesday, February 27 from 9:00am - 1:00pm and 2-5pm
Wednesday, February 28 from 10:00am - 12:00pm
When the platform launches on January 31, 2024, participants will be able to manage their availability within the dedicated program times by indicating specific time slots in the matchmaking platform schedule they are able to participate in a potential meeting.
Program Timeline:
*Dates are subject to change
January 26: Designate a ‘Program Rep’
January 30: Last day to purchase meetings
January 31: Provider and Payer Connect Platform launches
January 31 - February 23: Schedule your 1:1 meetings
February 23: Meeting schedules are finalized
February 26 - 28: Live networking!
Sponsor Onboarding:
Sponsors will receive access to the ViVE Onboarding Portal to submit important deliverables. The information collected (ie. company description, product categories, etc.) will be used to create your company’s matchmaking profile on the Provider and Payer Connect Platform to help participants decide if they want to meet with your company as part of the program.
In the Sponsor Onboarding Portal, there is also a task to designate your company’s Provider and Payer Connect Rep, no later than January 26th, 2024, in order to create a matchmaking profile and receive access to the Provider and Payer Connect Platform.
Designate a Program Rep:
Each sponsoring company who has purchased a meeting package to participate in the Provider and Payer Connect Program must designate at least one Program Rep to receive program communications/reminders, platform access and schedule/manage their company’s meetings.
Companies purchasing 20 or more meetings can designate two Program Reps and companies purchasing 30 meetings can designate a maximum of three Program Reps to help split up meetings for the company. If a company designates more than one Rep, the Reps’ separate matchmaking profiles in the platform will split the shared number of meetings purchased by the company, and all of the Rep profiles will have independent visibility. Regardless of who is assigned as a Program Rep, all participating sponsors can have any registered attendee from their company take a pre-scheduled meeting onsite.
We strongly discourage too many participants from the same company in the platform and the guidelines above are based on our experience and proven methodology. Less is more and you can always assign individuals to take specific meetings outside the platform.
Alternatively, if a company prefers to designate a marketing team member as the Program Rep, that individual will be responsible for scheduling and assigning meetings to their sales leaders respectively. In this scenario, the Program Rep is not required to register for ViVE if they are not planning to attend the event onsite, but they will be responsible for managing all activity in the platform.
Important: Program Reps attending ViVE and taking meetings onsite are required to register for the event with paid or complimentary passes included with their sponsorship.
If at all possible, we strongly discourage changing reps once the system is live. Should your Program Rep change for any reason (swap out person A for person B), please notify the ViVE team ASAP by emailing connectprogram@viveevent.com. Please note, any meeting requests that have been sent/received/confirmed previously, will be lost from the system if you swap one rep for another. We strongly discourage this practice unless it is prior to any activity taking place in the platform or absolutely necessary.
How to Access the Platform:
The Provider and Payer Connect Platform runs on a separate matchmaking platform
The designated Program Rep will receive an invite email with log-in credentials to gain exclusive access to the Provider and Payer Connect Platform.
The Program Rep will have the ability to view participants and schedule meetings by sending and accepting meeting requests on behalf of the company.
This double opt-in process allows participants to maximize precious time at ViVE with mutually agreed-upon, valuable 15-minute 1:1 meetings.
How to Set Meeting Time Availability:
Before exploring the platform, it is important to indicate your availability in the ‘time availability’ tab within the ‘my schedule’ module prior to sending meeting requests. This will ensure that all your meetings are scheduled within your available time frame.
Click the ‘Confirm’ button to save your time availability.
Please keep in mind, the platform automatically defaults to Los Angeles local time which is Pacific Standard Time.
How to Schedule Meetings:
Based on prior data collected, a list of qualified and vetted participants are ranked in order of relevance to you.
The list contains information about each participant, including their name, job title and company.
In addition to your suggested matches, you can search by keyword (similar to a Google search) or filter profiles by company type, job role and/or areas of interest.
You can also ‘expand profile’ for more information.
The platform is double opt-in and anti-spam, meaning both parties have to agree for a meeting to be confirmed. Simply click ‘meet’ on a participant profile to initiate a request.
If the participant accepts, they will choose a mutually available time to book the meeting. After the meeting has been scheduled successfully, both parties will receive a confirmation email.
You do not need to send any reminders or calendar invites to those participants with whom you already have meetings confirmed, the platform will automatically send an email with the meeting information as well as daily reminders during the event days of all meetings.
Since the participants you request must also agree to meet with your company, the more requests you send, the more likely you will fulfill the meetings purchased. Though not guaranteed, ViVE encourages sending a minimum of 2-3 times the total number of meetings your company has purchased. There are many variables to consider in the process, such as the number of participants who accept your meeting requests, your target customers participating in the program, common areas of interest, mutual match, etc. Participants can also request a meeting with your company, resulting in incoming pending requests. Any meeting requests you accept or any meeting requests you send that get accepted, will count towards your meeting credits. You are not obligated to accept inbound meeting requests if the participant isn’t a fit and may decline the meeting invitation.
Since Provider and Payer Connect meetings are likely shared across the company, please be sure to involve your teammates, especially additional Program Reps, in sending and accepting meeting requests. Also, be sure to add a personal message when sending a request to encourage participants to meet with you.
How to Finalize Meetings:
Once the meetings are scheduled, the Program Rep will have the ability to choose their preferred calendar in the matchmaking platform to sync their company’s meeting schedule.
Click on "My Schedule" and then 'Sync Calendar". Click the "Edit" button on Sync Calendar.
Click on Google, Outlook or Directly download to your mobile device.
Click "Save". Once synced, any changes to your schedule will be automatically updated.
The Provider and Payer Connect Platform will remain open through February 28th should you need to modify your schedule at any time. Onsite Meetings take place at designated table numbers in the dedicated Provider and Payer Connect Lounge on the Show Floor.
The ViVE team sends program reminders to all participants leading up to the event. There is no need to send any reminders or calendar invites to those participants with whom you already have meetings confirmed, the platform will automatically send them an email with the meeting information as well as daily reminders of all meetings each day.
How to Obtain Participant Contact Information:
To be compliant with security/privacy laws and guidelines, we do not provide the contact details for participants. We bring together both participants and sponsors as a 1:1 networking opportunity for both sides to vet each other and gauge potential synergies. Should there be a mutual desire to chat again in the future, the goal for these meetings for both sides is to secure contact information and another meeting. In some cases, either or both sides may not want to meet again, so we encourage both sides to exchange contact info over the chat on the platform or during their meeting itself. In-platform messaging is only available for meetings that have been confirmed. Once logged in, on the upper right hand corner, click the ‘chat bubble’ icon. You may communicate with the other party via the messaging function within the platform.
How to Purchase Additional Meetings:
Regardless of the total number of meeting requests received, you will not be able to schedule more than the number of meetings purchased. Once your Provider and Payer Connect meeting schedule is at capacity, you will not be able to accept any additional requests once your max number of meetings has been reached. If your company schedule is full and a participant tries to accept a meeting request, the system will indicate that your schedule is full and the meeting cannot be confirmed. You may purchase additional meetings until Jan 30th (if available) by emailing connectprogram@viveevent.com.
Provider and Payer Connect meeting schedules must be finalized by February 23rd and live meetings start on Monday, February 26th at ViVE.
Onsite Process and Meeting Guidelines:
All Senior Executives attending meetings are encouraged to conduct themselves reasonably and professionally and comply with ViVE’s Provider and Payer Connect Program Guidelines:
Please arrive 5 minutes before your onsite meeting. At the start time of your meeting, there is no need to check-in, you may proceed directly to your assigned table.
Participants must agree to a 15 minute meeting with your company.
We will silently check-in each meeting taking place and track ‘no-shows’ if someone has not arrived after 5 minutes of the start time.
Participants may not have prior knowledge of your company or your products so we encourage you to prepare in advance and suggest the following items for consideration:
Communicate and customize your value proposition
Prepare any decks or pitches you would like to share during the meeting
Indicate to the Participant whether your company has had any prior discussions
Send any relevant materials or contact information you would like to share
Leave time for questions
End the meeting with specific requests relating to next steps, and remember to exchange contact information
Information about Participants in the matchmaking platform is confidential and should not be 1) shared outside of your organization 2) downloaded (including screenshots and spreadsheets) or 3) used in any way or for any purpose other than as specifically described in our instructions for the Provider and Payer Connect Program. Anyone breaching this provision may be eliminated from the program with no refund and will be ineligible for participation in the program in future years.
You are not permitted to reach out to these individuals outside of the program based on their indicated interest in the Provider and Payer Connect Program.
If any Participant with whom you are scheduled to meet withdraws from the program, we will make every effort to replace the meeting as follows:
Our Provider and Payer Connect Concierge will reach out to assist you in replacing your meeting with another Participant from a previous mutual match (if available). You will receive an email regarding the cancellation and the potential new meeting.
If we are unable to replace the canceled meeting, we will send you an email asking you to log back into the matchmaking platform to fulfill your canceled meeting with another participant by either accepting a pending request or sending additional meeting requests to potential participants.
If we were unable to replace a canceled meeting, you may be eligible for meeting credits towards a future event.
Meeting Credit Policy:
Since meetings are based on a double opt-in model and depend on calendar availability, we cannot guarantee that all of the meetings purchased will be scheduled. Sponsors should make every effort possible to schedule their number of allotted meetings by engaging in the matchmaking platform by sending 2-3x as many requests as meetings purchased beginning when the program launches and continuing in the weeks and days leading up to ViVE.
For any unfulfilled meetings, we normally provide credits towards a future event during the post-event reconciliation process. Credit transfers are at the discretion of ViVE and these decisions will be based partially on activity in the platform. Sponsors who designate their Program Rep late, after January 26, 2024, will not be eligible for credit transfers. Additionally, credit transfers will not be considered for contracts entered into after January 30, 2024.
Please email connectprogram@viveevent.com within the 30 day window after the ViVE event for any credit transfer requests. ViVE will not process requests after March 29, 2024.
Provide Feedback:
After the conclusion of ViVE, all participants will be asked to provide feedback on their experience in the platform and for each individual meeting.
Questions? Contact connectprogram@viveevent.com