Major Conference Planning Timeline

At least 9-12 months before activity:

1. Potential Need for an activity is identified
2. An initial meeting is held with the CME director and appropriate CME staff and the Activity Director.
   Items to be discussed:

• Methods used to identify the particular Need for this activity
• Preliminary Target Audience for this activity
• Based on the identified need, draft the overall Goal for this activity
• Identify potential types of activities that can meet this Goal
• Discussion of the requirements/appropriateness of CME Sponsorship of this activity
• Targeting of general dates to hold/launch activity
• Discussion of general Budget required to hold this activity
• Identification of potential financial supporters of activity
• The necessity and use of various CME Forms
• Assignment of CME number

3. (A). Activity Director submits completed Application, Needs Assessment (including back-up documentation)
   and members' names for the planning committee to the NYMC CME Office.
   (B). Begin preliminary information gathering, including:

• Possible mail lists to purchase

• Potential locations for activity

• Potential dates and time periods for activity

• Formulation of preliminary budget

At least 8-9 months before activity:

4. Once preliminary information gathering and the Application for CME Sponsorship have been completed, a
   2nd planning meeting will be held.
   Items to be discussed:

• Activity specifics (type, length, format, etc.)
• Potential Faculty
• Refinement of Target Audience
• Refinement of Activity Goal and Specific Learning Objectives
• Catering Requirements
• Conference date and location selection
• Brochure expectations
• Division of responsibility for planning process between the CME Office and Activity Director
• CME fee

5. Completed application is sent to CME Advisory Committee member for review and comment.
6. Once committee member has signed off on application, a Sponsorship Agreement will be drafted by
   the CME office. No further planning will be undertaken by the CME office until the agreement has been
   signed by the Activity Director and returned to the CME office.
7. Finalize Activity Operating Budget.
8. Begin contacting potential supporters of this activity.

5-6 Months before activity:

9. A third planning meeting will be held to:

• Identify Faculty Members
• Finalize Activity Program
• Develop Brochure
• Track Commercial Support of activity
• Outline requirements for Syllabus

3-5 Months before activity:

10. Mail out "Save the Date" cards (if applicable).
11. Give conference Info to "In Touch".
12. Add Conference to Web Calendar.
13. Follow-up with potential Commercial Supporters of the activity.

2 Months before activity:

14. Give Brochure info to Webmaster for Web-page creation.
15. Mail out Brochures to Target Audience.
16. Email Conference Announcement to college community.
17. Finalize Catering Arrangements.

0-2 Months before activity:

18. Process registrations.

2 Weeks before activity:

19. Ensure Evaluation methods are in place (Evaluation form, pre and post test, etc.).
20. Ensure all Faculty Disclosure Forms have been returned.
21. Layout and Print Syllabus, including Faculty Disclosure declaration and evaluation forms.
22. Email 2nd announcement to college community (if necessary).

1-2 Days before activity:

23. Print Name Badges and Sign-In Sheets.
24. Print Vendor Table labels (if applicable).
25. Provide final count to caterer.

At activity:

26. Register attendees.
27. Collect Evaluation forms.
28. Collect Attendance Attestations.

Post Activity:

29. The CME Office will process evaluation forms and provide follow-up summary of activity's strengths and weaknesses, suggestions for future activities.
30. Once all required fees have been paid, CME office will issue certificates to attendees.
31. A Post Activity meeting will be held with Activity Director, Planning Committee, and CME representatives to discuss the success of the activity.
32. Completion of final reconciliation of Activity Budget, including payment of all bills, fees, and honoraria.
33. Thank you letters will be sent to faculty, webmaster and commercial supporters (if applicable).