Planning An Activity

The information below is intended primarily for conferences or other one-time events.  If you are planning a Regularly Scheduled Series or an on-demand activity, please contact us at cehp@missouri.edu.

  1. Who, What and Why (before any When is considered)
    • Define the target audience. If you are wanting to provide Nursing Contact Hourse, please contact our office before you go any further in your planning.
    • Define the educational need and collect supporting documents
    • Identify people from the target audience to sit on a planning committee and as content expert(s); note ineligible person types
    • Discuss the probability of fees or profit-sharing
  2. Have a Planning Committee meeting with CEHP involved
    • Discuss the need
    • Define purpose, current state of knowledge and practice, and develop outcomes
    • Refine target audience and ensure representation on PC; address applicable laws and regulations
    • Discuss format
    • Project a date (live conference or release of enduring) that is at least 9 months in the future
    • Develop topic/content list and potential Subject Matter Experts (may produce Call)
    • Have PC members commit to contacting SMEs for commitmentIdentify venue preferences if appropriate
    • Identify venue preferences if appropriate
    • Give it a name
  3. Have a second PC meeting (at least 8 months out – one month after the first one)
    • Refine purpose, outcomes and audience as needed – this will all be provided to SMEs
    • Define successful completion
    • Discuss vendors and sponsorships and educational grants
    • Review SMEs and confirm commitment
    • Revise SME and/or topic list as necessary
    • Review venue options (if not already done via email)
    • Build draft agenda
    • Provide all confirmed SME contact info to CEHP; CEHP will send paperwork (FRF, EPW, etc)
    • Discuss fees; CEHP will build a sample budget
    • Discuss marketing strategy
    • CEHP will open in HighMarks; PC will get FRFs and declare expertise
    • CEHP will produce MOU/JPA as appropriate
  4. Have a third PC meeting (6-7 months out, depending on the status of the agenda)
    • Review agenda; fill in gaps
    • Develop CE statements
    • Review status of all items needed for CVent, website, and marketing
    • Ensure all information is on hand to apply for external CE; fill in gaps
    • If exhibitors are desired, finalize contact list and ensure all appropriate information is on hand
    • If medical education grants are being sought, identify targets and ensure all appropriate information is on hand
    • Target opening of registration
    • Review evaluation strategy
  5. Have a fourth PC meeting (4-5 months out, and they should be getting shorter)
    • Fill in any remaining or new agenda gaps
    • Mitigate disclosed financial relationships
    • Review marketing strategy and adjust as needed
    • Develop online delivery components (Canvas, EventsAir)
    • Review budget and projections
    • Review information for final program and fill in gaps
  6. Beginning 90 days out, PC meetings may be ad hoc, but there should be at least one more formal gathering.
    • Review challenges with getting speaker info
    • Create and review evaluation instrument
    • Produce day of event roadmap (moderators, AV, menu, special needs, handouts)