Activity Planning

Prior to initiating the application process, it is advised that you contact the CME Office to discuss potential dates, program ideas and content.

The planning of a CME event requires a close working relationship between the Course Director and the CME Department. To facilitate an effective working relationship, we have created the following list of questions for Course Directors. Please review this list with the Director of CME so that you may have a clear understanding of the numerous tasks involved in planning an event as well as which services you would like the CME department to provide and which tasks will be managed by you and your staff.

General

  • What are the goals and objectives of the CME activity?
  • Needs Assessment: What have you done to assure that there is a need for this activity?
  • Who is your target audience?
  • When and Where would you like the event to take place?
  • What kind of amenities would you like to provide the participants?
  • What is your source of funding for the event?
  • What fee would you like to charge the participants?
  • What size audience would you like to reach?
  • What role will the CME department play?
  • Who are the CME contacts with whom we will be working?

Faculty

  • Who has the background, credentials, and experience to communicate best as a speaker the goals and objectives of the course?
  • Who will contact the faculty?
  • Will confirmation letters be sent?
  • Who will request Faculty Disclosure forms from the speakers and where should they be sent?
  • Ask potential speakers to provide a short bio, CV, and photo?
  • Where are they coming from, and what are their travel plans?
  • If they are from out of town, will they need a hotel room?
  • Who will arrange transportation and hotel?
  • Will ground transportation be necessary and who will coordinate?
  • Will honoraria and expenses be paid?
  • If so, when will they be paid, and what information will be required from speakers to process?
  • Who will issue the checks?
  • Do the speakers have any dietary or ADA special needs?

Agenda

  • What topics will be discussed?
  • What is the topic presentation order?
  • How long will the presentations be?
  • Who will make the opening remarks?
  • What is the starting and ending time?
  • How many breaks will there be, and how long?

Promotional Postcards and Brochures

  • What is the overall promotion budget?
  • How many promotional pieces will be mailed?
  • What date should be targeted for potential participants to receive the mailing(s)?
  • How long will it take for design and printing?
  • What mailing lists will be used to reach the target audience?
  • Who will deliver the mailing lists to the mailhouse?
  • How long will the mailhouse take to process the bulk mailing?
  • How long will the post office take once they receive the bulk mailing?
  • What vendors are being used?

Registration

  • How can people enroll (via telephone, Internet, mail, fax)?
  • How will registration be tracked?
  • Who will receive the registration forms?
  • What forms of payment will be accepted? Credit cards or checks?

Technology

  • What Audiovisual requirements will the speakers have (handheld mikes, LCD projectors, electronic pointers, etc.)?
  • Will the brochure be on Mount Sinai's Web site?
  • Will there be online registration?
  • Should the event be captured for archiving on the internet?
  • Who will do the Web capture?
  • What will we get for the stated cost?
  • Should a CD-ROM of the event be produced?
  • How many copies of the CD should be burned?

Event Space

  • What size venue is needed?
  • Has a suitable venue been reserved?
  • Is there a speaker ready room?
  • What is the schedule for load in and rehearsal?
  • Is the space ADA equipped and up to code?
  • Will breakout rooms be needed and who will procure them?

Rentals

  • What additional supplies will need to be provided by a third party (e.g., linens, tables, chairs)?
  • Who is the vendor?
  • Who is coordinating the order, receipt, and return of all rentals?

Catering

  • Will there be food service, and if so, what are the choices?
  • Where will the dining areas be?
  • Can the dining space accommodate the number of anticipated guests?
  • Who is the caterer?
  • What are the menu options and cost?
  • What is included in the catering fee (service, clean-up, flatware, glasses, etc.)?

Syllabus

  • What type of materials should be in the syllabus?
  • What is the deadline for speakers to provide material for the syllabus?
  • Who will contact the speakers to request materials?
  • Who is designing the syllabus?
  • What is the budget?
  • How will the syllabus be bound?
  • Who will coordinate the production and deliver of the syllabus?
  • Does the syllabus contain an agenda page, a list of sponsors, faculty disclosures?

Posters

  • What information should be on the posters?
  • Where should they be located and how many should be made?
  • Who will design and print the posters?
  • Who will provide the easels?