Planning Application: planning application flowchart - Reporting Plan flowchart - PDF file
All applicants please complete the Letter of Consideration and the All Events Questionnaire (under the Policies option)  for proposed events.   CME will notify you within 2 weeks if the program is considered and will either send you an Event Application by email or provide one on a 3.5 disk for your use.   The CME Application is written as a document in Microsoft Word.  If your event utilizes educational grants from pharmaceutical companies see the Letter of Agreement and Budget Form under EDUCATIONAL GRANTS option with this website.  For all speakers, a Disclosure of Interest Form is required before the event.  And if you are paying the speaker a stipend or honorarium the Independent Contractor Form is also available under the EDUCATIONAL GRANTS option.  Questions, baileyd@marshall.edu.

A.  The initial request must be received at CME using the LEAD TIMES TABLE for all events.

Lead Times Table – before the Event Date

Ongoing Events                 4 weeks

Outreach Events                4 weeks

Special Events                  9  months to 1 year

Joint-Sponsorships            9 months to 1 year

Teleconferences                9 months to 1 year

Notice:
Acceptance to sponsor events does not guarantee approval of the event for Category 1 credit.  All applicable documentation supporting the CME Application is required for final review and approval of the proposed event.  The requestor will be notified in writing of the decision to sponsor the proposed activity within 2 weeks after receipt of the LETTER OF CONSIDERATION.

B.  CME Event Planning Timeline

9 months prior

*Send out needs assessment survey

*Summarize needs assessment data and draft initial education plan with topics

*Select topics and develop learning objectives

*Determine your target audience

*Identify speakers

*Identify funding sources (use the Letter of Agreement)

*Submit to CME the Letter of Consideration and All Events Questionnaire with Budget

7 months prior

*Send “save the date” card with notice final brochure will be sent 3 months before the event.

*Prepare speaker contracts (Independent Contractor Agreements), audio-visual needs list, travel itineraries

*Obtain all speaker(s) Disclosure of Interest Forms

*Complete the site selection and book space

*Submit Planning Application & documentation to CME for approval

5 months prior

*Finalize your agenda

*Begin brochure development (CME must approve)

*Begin speaker preparations

*Contact site and make facility arrangements

3 months prior

*Send final brochure and travel information to participants

*Process participant registration forms

*Collect all speaker handouts for syllabus production

*Finalize facility arrangements (room setup, av, food, lodging, parking, etc.)

2 months prior

*Finalize plans making last minute adjustments

*Finalize evaluation forms

*Conduct an on-site location confirmation for the program

*Conduct a review of the food service for the program

Weeks prior, during and post event

*Arrange for event staff

*Transport all registration materials to the site

*Set up registration area

*Check room setup and av equipment

*Collect participant evaluations

*Obtain speaker original travel receipts

*Receive educational grants

*Follow up on all event billing

*Complete evaluation summary

*Report to Conference Chairperson and speakers

*Conduct a post event Focus Group review with the planning committee

*3 to 6 months after the event send participants a CME Event Impact Study on event effectiveness

 CME Planning Guideline 2000

Email your questions to: baileyd@marshall.edu

Brochure Criteria – for a 3 panel brochure with 6 printing surfaces

1.                  Sponsor or Joint Sponsors  with MU logo –CME provides after approval

2.                  Event Title

3.                  Date

4.                  Location

5.                  Supported by  (what other agencies?)

6.                  Accreditation Statement with CME Logo –CME provides after approval

Inside Panel One (IP 1)

7.                About the Program (program goal) & Target Audience

8.                Credit Statement –CME provides after approval

9.                Learning Objectives

10.              Fees for participants and what’s included with registration

11.              Disability Statement  -  CME provides after approval

12.              Registration Form (ask for email address)

Inside Panel Two (IP 2)

13.              Conference Agenda – registration, moderators, time schedule, topics,  speakers, adjournment

14.              Question & Answer Statement – q & a opportunity after each lecture

15.              Disclosure Policy Statement – CME provides after approval

Final Inside Panel Three (IP 3)

16.              Visiting Faculty with Disclosure Information

17.              Local Faculty with Disclosure Information

Outside Panel Two (OP 2)

18.              Map to Location

19.              Planning Committee

20.              Acknowledgement of Support – from pharmaceutical companies & others

Final Outside Panel Three (OP 3)

21.              Return Address

22.              Bulk Mail Code

*A Brochure Proof may be provided with the final CME Application.