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Activity Planning

Much planning is involved to ensure a successful continuing education activity. Our team of meeting professionals is available to support your program goals and objectives. We provide a framework for implementation through consultation, strategic planning, and administrative support. Our office can assist with planning accredited and non-accredited continuing medical education activities, and will ensure that your program meets compliance standards and requirements set by the Duke University Health System's Office of Clinical Education and Professional Development (CEPD) and the Accreditation Council for Continuing Medical Education (ACCME)

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Scope of Services

We offer planning services for the following types of educational activities:

  • Virtual Conferences
  • Live Courses
  • Regularly Scheduled Series (Grand Rounds, M&M Conferences, etc.)
  • Hands-On Workshops and Simulation Training
  • Maintenance of Certification Activities
  • Webinars

Our team will work with your planning committee to ensure your course is successful, compliant, and financially viable. We can provide full service meeting management or consultative services for the following responsibilities: 

Project Initiation and Planning

Financial Management

  • Provide budget consultation and strategic planning to enhance profitability and meet program financial goals
  • Determine and solicit grant & sponsorship opportunities

Site or Software Selection and Contract Negotiation

  • Evaluate the site or software options based on the type of meeting (live or virtual), number of attendees, budget, social events and networking activities desired
  • Preparation of appropriate Requests for Proposals (RFPs)
  • Complete negotiation of hotel, convention center, ground and air contracts, including contract review and approval processes

Event Marketing and Communication

  • Develop branded website and email marketing campaigns for advertisement and promotion
  • Create branded marketing material: Save the Date / Conference Brochure / Conference App / Registration Packets / Signage / Name Badges and Ribbons / Certificates of Attendance
  • Manage all pre-, during, and post-event communications to all stakeholders
  • Collaborate with Duke Surgery Communications for social media marketing to reach a broader audience

Attendee and Speaker Management

  • Manage the attendee experience from start to finish
  • Communicate with speakers and prepare agreements  
  • Determine speaker travel requirements
  • Solicit and prepare notes for proceedings

Food & Beverage Planning and Negotiation

  • Menu planning to accommodate meeting preferences and attendee demographics
  • Handle price negotiation and guarantees to insure profitability
  • Plan on and off-site social activities such as receptions, dinners, entertainment, tours, outings, and team building events
  • Incorporate sustainable practices for a “green” meeting that aligns with corporate social responsibility
  • Review and approve Banquet Event Orders (BEOs) 

Project Execution & Monitoring

Financial Management

  • Monitor Revenue and Expense spreadsheet
  • Deliver up-to-date status reports to stakeholders

Travel Logistics

  • Provide attendees with pertinent travel information
  • Assist with speaker travel arrangements as needed
  • Arrange group transportation to and from or around the event venue as needed
  • Arrange and monitor hotel room blocks

Pre-Conference Management

  • Event Specifications Guide for all vendors and/or suppliers
  • A/V and entertainment requirements
  • Meeting room sets and changes
  • Vendor/Sponsor layout and contracts
  • Internet access for attendees
  • Equipment Rental (including computers, copiers, etc.)
  • Temporary staffing and volunteer management as needed
  • Security requirements and risk management

On-Site Management

  • Serve as the meeting liaison for the venue staff, the meeting participants, the speakers and the company lead contact
  • Coordinate the packing, shipping and delivery of meeting materials from meeting facility as directed by the company contact
  • Provide exceptional customer service to speakers, attendees and vendors
  • Daily onsite meeting with venue staff to review meeting specifics, goals and agenda
  • Prepare meeting registration area with meeting materials and name badges
  • Display meeting signs to efficiently manage traffic flow
  • Confirm audio-visual setup
  • Oversee food and beverage setup and monitor consumption
  • Communicate adjustments to the meeting schedule as needed via signage, conference app push notifications, and/or email
  • Monitor food and beverage breaks and other events in coordination with the meeting timeline
  • Supervise the clean-up and break-down of the meeting area

Project Closing

Financial Management

  • Post-conference review of all invoices and bills to guarantee accuracy
  • Facilitate Speaker expense reimbursements
  • Final itemized reporting of revenue and expense statement
  • Report on project ROI

Post-Conference Reporting

  • Metrics analysis (attendance, ROI, net revenue, attendee impact/satisfaction)
  • Survey and Questionnaire response report
  • Review and approve outstanding financial responsibilities including all vendor bills
  • Data analysis for future improvements

Resources

Why accrediting your CME activity matters

What is Joint Accreditation?