American College of Emergency Physicians

This is a recommended timeline for CME activity planning. Some may vary. Not all of these steps may apply to every program, depending on size, scope, etc. For programs jointly sponsored with ACEP, refer to the current CME Handbook for specific guidelines and timelines.

Time Before Meeting	Task
12 months (approx)	Once the idea for a meeting occurs, appoint program chairperson and the planning committee. Send national ACEP the General Application form, if not already on file (every 3 years). National ACEP will respond within 30 days. Select tentative sites and obtain proposals. Contact national education representative regarding the specific CME activity for planning input. Confirm site selection.
11 months	Sign hotel contract. Prepare budget.
10 months	Conduct a planning meeting and establish checklists for planning assignments. Be sure to include national education representative. Use needs assessment data in the planning process and maintain for CME file.
9 months	Send a reminder to planning committee members.
8 months	Finalize program schedule, faculty, learning objectives, and related activities. Include national education representative in all phases of educational planning. Mail faculty contracts and faculty disclosure forms.
6 months	Select a designer/printer to produce promotional materials. National education representative fills out Form A, Report on Chapter Planning (4-6 months before).
5 ½ months	Begin working with designer/printer on materials. (Remember to have ACEP CME Approval Coordinator approve draft of brochure and other promotional materials *before* they are printed.)
5 months	Begin reviewing faculty materials.
4 ½ months	Contact faculty not returning contracts and faculty disclosure forms. (Include conflict of interest statement and disclose conflicts or indicate there is no conflict for all faculty in on-site materials.)
4 months	Order mailing labels. Finalize faculty; resolve any conflicts of interest as required by ACCME and ACEP policy. Chapter completes and sends national ACEP Form 2, Joint Sponsorship of Specific CME Activity, (within 60 days before course).
3 months	30 days before printing brochure and all promotional copy, chapter submits promotional copy to national ACEP (national ACEP will fax approval/with any needed changes to chapter within 2 working days). Once approval is received, print and mail brochure.
2 months	Second mailing of promotional brochures to selected areas. Obtain and begin printing all syllabi materials. Conduct a final site visit.
7 weeks	Assign meeting rooms to schedule.
6 weeks	Make hotel reservations for staff, faculty, and VIPs. Order special equipment requested by faculty. Order guides from convention bureau.
5 weeks	Select shipping company. Order signs for all major activities. Send final letter to meeting registrants.
4 weeks	Order registration assistance from convention bureau (if needed). Mail final faculty letter with schedule.
3 weeks	Complete specification sheets for hotel. Complete meal function specifications. Call convention services manager to obtain shipping requirements.
2 ½ weeks	Prepare shipping labels. Prepare syllabi notebooks or packets. Pack all materials and supplies.
2 weeks	Prepare faculty checks. Ship materials to meeting site. Arrange for hotel pre-convention briefing. Schedule staff briefing.
1 ½ weeks	Conduct staff briefing.
3 days	Confirm boxes are at meeting site. Pack the following materials to take with you: faculty checks originals of all syllabi materials registration files meeting files
1 day	Conduct pre-convention briefing with hotel staff. On-site Implement meeting. Arrange for return shipping.
After Meeting
1 week	Conduct staff wrap-up meeting.
2 weeks	Process evaluations. Mail faculty thank-you notes.
3 weeks	Prepare evaluation report and distribute.
Within 60 days	Send national ACEP signed faculty disclosures, summary of evaluations, final and on-site schedule that includes the conflict of interest statement and disclosure of all faculty, brochure copy, attendance roster, all other promotional copy, needs assessment, outcomes measures, and Letters of Agreement for educational grants from commercial supporters.

Planning Schedule