Marketing Events. a. At marketing events, the Managed Care Plan may discuss Managed Care Plan- specific information. All marketing events shall be reported to the Agency, as specified in Section XIV, Reporting Requirements, and the Managed Care Plan Report Guide. b. There are two main types of marketing events – formal and informal. (1) Formal marketing events are typically structured in an audience/presenter style with the Managed Care Plan formally providing specific Managed Care Plan information via a presentation on the products being offered. (2) Informal marketing events are conducted with a less structured presentation or in a less formal environment. They typically utilize a table, kiosk or a recreational vehicle (RV) that is staffed by a Managed Care Plan marketing agent who can discuss the merits of the Managed Care Plan. c. The Managed Care Plan shall submit all marketing scripts and written marketing material for approval to the Agency prior to their use during a marketing event. d. The Managed Care Plan shall obtain Agency approval prior to conducting any marketing events. e. The Managed Care Plan shall ensure that advertisements and invitations to marketing events (in any form of media) used to invite recipients to attend a group session include the following two statements on marketing materials: (1) “A health plan representative will be present with information.” (2) “For accommodation of persons with special needs at marketing events call <insert phone and TTY number>.” f. At a marketing event, the Managed Care Plan shall not: (1) Conduct health screening or other like activities that could give the impression of “biased selection.” (2) Require potential enrollees to provide any contact information as a prerequisite for attending the event. This includes requiring an email address or any other contact information as a condition to RSVP for an event online or through mail. The Managed Care Plan shall clearly indicate on any sign-in sheets that completion of any contact information is optional. g. The Managed Care Plan shall not use personal contact information obtained for any other purpose than to notify potential enrollees of raffle or drawing winnings. h. The Managed Care Plan shall notify the Agency of any change of plan attendance in advance of the scheduled event, including event cancellation and instances where the event is not cancelled but the Managed Care Plan has decided not to attend. In addition, the Managed Care plan shall take the following actions to notify potential enrollees: (1) If a marketing event is cancelled or the Managed Care Plan has decided not to attend less than forty-eight (48) hours before its originally scheduled date and time, the Managed Care Plan shall ensure a Managed Care Plan representative is present at the site of the event, at the time that the event was scheduled to occur, to inform potential enrollees of the cancellation or decision not to attend, and distribute information about the Managed Care Plan. The representative should remain onsite at least fifteen (15) minutes after the scheduled start of the event. If the event was cancelled due to inclement weather, a Managed Care Plan representative is not required to be present at the site. (2) If a marketing event is cancelled or the Managed Care Plan decides not to attend more than forty-eight (48) hours before the originally scheduled date and time, the Managed Care Plan shall notify potential enrollees of the cancellation or decision by the Managed Care Plan not to attend through same means the Managed Care Plan used to advertise the event. A representative is not required to be present at the site. i. The Managed Care Plan may conduct, participate, or sponsor public events provided that the Managed Care Plan does not conduct marketing, including the distribution of marketing material, at such events. Such events must be held in a public venue and the Managed Care Plan shall ensure that events are not held at in-home or one-on- one settings. Participation in public events shall be reported to the Agency, as specified in Section XIV, Reporting Requirements, and the Managed Care Plan Report Guide. At such events, the Managed Care Plan may distribute public event materials. The Managed Care Plan may not: (1) Discuss Managed Care Plan-specific benefits. (2) Distribute Managed Care Plan-specific materials. (3) The Managed Care Plan may conduct the following permissible activities at public events: (a) Distribute public event material with the Managed Care Plan name, logo, product tag line, telephone contact number and/or website. (b) Distribute nominal gifts which may display the Managed Care Plan name, logo, product tag line, and telephone contact number which may include the Managed Care Plan’s website. The Managed Care Plan shall ensure that nominal gifts are free of benefit information and consistent with the requirements of nominal gift specified in Section III.D.13 of this Contract. (c) Display promotional material such as banners, posters or other displays with the Managed Care Plan name, logo, product tag line, telephone contact number and/or website.
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