Planning Your Meeting - Step by Step

Meeting planners or program chairs wishing to request CME sponsorship from the Department of Medical Education at Nicklaus Children's Hospital for their planned educational activities are required to follow the steps and timeline below in starting the application process. Click on the links below to be directed to a step-by-step planning process for your CME activity.

Prior to Activity

 
  ACTIONS REQUIRED FORM(S)
(Click on bolded field for form)
RESPONSIBLE PARTY
6 months
prior to Activity
  1. Complete and Submit a CME Activity Request Form.
  2. Activity Chair and Planning committee members to complete and submit a CME Disclosure Form.
  1. CME Activity Request Form
  2. CME Disclosure Form - Submit Online
  3. Review Course Director's Responsibilities
Activity Chair and Planners
5 months
prior to Activity
Activity Chair awaits notification of approval of Activity Request. All COIs should be resolved prior to proceeding with the planning process.   Activity Chair/ CME Director/ CME Committee
5 months
prior to activity
Schedule a meeting with CME Staff to discuss steps and checklist/deadlines.
  1. CME Checklist
  2. Orientation to the CME Website, forms, and roles
Activity Chair/ CME Staff
4-5 months
prior to activity

Once all COIs of activity director and planner are resolved, complete and submit a CME Application Form along with the following documents:

  1. Draft agenda
  2. List of confirmed speakers
  3. Proposed Budget
  4. Marketing Materials (when ready) for review
  5. AV Request Form
  6. Proposed Evaluation Forms
  1. CME Application Form - Downloadable in pdf (Save to your PC prior to completing)
  2. Budget worksheet (Ask CME Office for template)
  3. Audiovisual Request Form
  4. Evaluation Forms If activity is an RSS, the activity chair:
    1. Either completes yearly a CME Application Form for the whole event if the sessions have the same theme
    2. or completes yearly a CME Application Form for the event plus an RSS addendum for each session if sessions vary in themes (e.g. Grand Round)
Activity Chair
4-5 months
prior to activity
The CME Department Designs the Activity Registration Site based on Feedback from the Activity Chair and Planners.   CME Dept
4-5 months
prior to activity
If Educational Grants or Commercial/ Exhibitor Support, submit signed “Written Agreements”
  1. Policy Governing Commercial Support
  2. Written Agreement for Commercial Support
  3. Exhibitor Agreements  
Activity Chair
4 months
prior to activity
Speakers letters sent by CME Dept to collect Disclosures and CVs   CME Dept
2 months
prior to activity
Submit a Revised Preliminary Budget (Optional) Budget worksheet (Ask CME Dept for template) Activity Chair
2 months
prior to activity
Review of Speakers' Disclosures re. COI and Relevant Financial Relationships. The CME Chair decides on the mechanism for COI resolution. COI Resolution Peer Review Form CME Chair Activity Chair
       

During the Activity

 
  ACTIONS REQUIRED FORM(S)
(Click on bolded field for form)
RESPONSIBLE PARTY
During
Activity
Maintain Accurate Sign-in Sheets Sign-in Sheet Activity Planner
During
Activity
Collect Evaluation from Attendees Evaluation Forms (Session/Speaker Evaluation, Pre and Post surveys, and Activity Evaluation) Activity Planner
During
Activity
Moderator Completes Written Attestation of Live Disclosures Written Attestation of Live Disclosures Activity Planner/ Activity Chair/ Moderators
       

After the Activity

 
  ACTIONS REQUIRED FORM(S)
(Click on bolded field for form)
RESPONSIBLE PARTY
2 weeks
after the Activity
Submit the Sign-in Sheets to CME Dept Sign-in Sheets Activity Planner
4 weeks
after the Activity
CME Dept grants credits based on Attendance/Sign-in Sheets Evaluation Forms (Session/Speaker Evaluation, Pre and Post Surveys, and Activity Evaluation) CME Dept
4 weeks
after the Activity
CME Dept sends email to attendees with instructions on claiming their certificates   CME Dept
2 months
after the Activity
  1. Submit Evaluation Summary Reports
    • Speaker Valuation by Learners
    • Event Evaluation by Learners
    • Pre/Post Survey Gap Analysis Report
  2. Submit copies of Syllabus/ Handouts
  Activity Chair/ Activity Planner
2 months
after the Activity
Submit Final Income/Expense Report Budget Worksheet (Ask CME Dept for templates) Activity Chair/ Activity Planner
3 months
after the Activity
Consider a 3-month Post-Activity Survey to assess impact on practice/ practice change (If applicable) Post-Activity Survey Activity Chair
4 months
after the Activity
Submit Activity Improvement Plan
  1. PDSA Documentation Form
  2. Final Budget Form with revenue and expenses
Activity Chair/ Planners