Timeline

Planning a Series of Continuing Medical Education (CME) Dinner Meetings

Planning a series of continuing medical education (CME) dinner meetings is a challenging yet rewarding experience. As with any large project, planning is the key to success. The following is a sample timeline that is to assist you in the planning and implementation of a CME dinner meeting series. Depending on the structure of your organization, you may or may not be involved in every component.

Sample Timeline

In the ideal situation you would have approximately four months to plan a series of dinner meetings. In reality this timeline is often compressed. However, the order of the tasks will remain the same and in many cases overlap.

Four Months Prior to the First Meeting

• Receive grant funding and budget
• Identify Course Chairman

Three Months Prior to the First Meeting

• Invite Chairman
• Upon acceptance of Chairman – send confirmation packet
• Arrange planning call with Chairman
• Confirm return of Chairman’s completed confirmation packet

Three Months Prior to each Meeting

• Send RFP to venue
• Invite Faculty
• Upon acceptance of invited Faculty - send Faculty Confirmation Packets
• Confirm receipt of Faculty’s completed confirmation packet
• Begin development of invitation and other attendee recruitment initiatives
• Develop design for signage and other printed materials

Two Months Prior to each Meeting

• Prepare a schedule of tentative meeting dates
• Confirm Faculty availability for specific meeting dates
• Select venues and confirm dates
• Send invitation to print
• Send signage to print
• Post invitation on website if applicable
• Order mailing list for first meeting
• Receive clinical content from Chairman or your clinical team
• Make travel, ground transportation, and lodging arrangements for faculty
• Make menu selection for each venue
• CONTACT GCG EVENT PARTNERS for a quote for On-Site Management
• Arrange for Audio Visual Equipment (GGC Event Partners can make these arrangements)

One Month Prior to each Meeting

• Request Faculty and Chairman honoraria checks (must have completed W-9 forms)
• Mail, e-mail, and/or fax invitations for meetings that are 4 weeks out
• Using the GCG Event Partners On-Line Ordering and Tracking System, request On-Site Management for meetings that are 4 weeks out
• Send presentation materials ie handouts and evaluations to print
• Send travel arrangements to faculty

Three Week Prior to each Meeting

• Begin confirming pre-registrants
• Send slide kits (ie presentation materials) to confirmed Faculty
• Prepare honoraria packets - include thank you letter and check

Two Weeks Prior to each Meeting

• Continue confirming pre-registrants
• If attendance is low, conduct additional recruitment ie fax blasts
• Prepare On-Site Coordinator instructions

One Week Prior to each Meeting

• Remind Faculty of upcoming speaking engagements
• Ship meeting materials to the venue or the On-Site Manager (a meeting checklist is helpful in ensuring that all materials have been sent)
• Arrange conference call with On-Site Manager

Four Days Prior to each Meeting

• Provide final guarantee to the venue
• Conduct conference call with On-Site Manager
• Provide reminder calls or e-mails to registered attendees

Following each Meeting

• Receive materials returned from the meeting
• Reconcile attendance
• Compile evaluation summaries
• Reconcile invoices
• Provide reimbursement to faculty

Need More Than an Event Planning Checklist?

GCG Event Partners is ready to help make your next event a success. To get started, call 866-GCG-EVENT or simply fill out an online quote form.