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Appendix 6b
Planning the Program (Part 2)
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Program Content and Format
  • Facilitate program planning committee meetings and conference calls; follow-up on action items.
  • Assist committee with development of conference theme, format, educational and business content, and social programs.
  • Develop abstract submission and review protocols.
  • Acknowledge receipt of abstracts and provide status to authors.
  • Compile and tabulate abstract submissions (based on Call for Papers solicitation) for review by committee.
  • Review a prior year conference evaluations in order to provide committee and/or your staff with insight and suggestions for potential topics or speakers.
  • Assist committee and/or your staff with selection of topics, tracks, speakers, session schedule, moderators, poster presentations, keynote speakers, and learning objectives.
  • Consult with your staff and conference team on meeting logistics, exhibits schedule, social activities, ancillary meeting schedule, any pre- or post-conference symposia or courses, and continuing education requirements vis-à-vis structure and educational content of your overall event.
  • Prepare tentative conference agenda for review by committee and/or your staff and finalize for external use.
  • Monitor and report on progress of session development, speaker cancellations and changes.
Speaker Liaison
  • Prepare and mail speaker (and moderator) confirmation packet including
    • cover letter
    • registration procedures and fee
    • travel and hotel information
    • reimbursement policy
    • oral and poster presentation guidelines
    • CME/CEU disclosure form
    • deadlines for submission of AV requirements, CVs, electronically-formatted presentations, and hand-outs.
  • Prepare and mail abstract rejection letters.
  • Invite and/or confirm keynote speakers.
  • Confirm participation by co-sponsoring organizations, if applicable, including co-sponsors' obligations;
  • Maintain speaker check-list; collect speaker requirements and presentation materials; communicate room setup and technical information to hotel and AV vendor.
  • Respond to general inquiries, or refer to appropriate faculty or to your staff.
  • Monitor progress of session and track development, speaker commitments, changes and cancellations, session descriptions; provide periodic program (agenda) updates to committee, faculty and your staff.
  • Collect, review for accuracy, and load electronic presentations onto computer according to session date, time, room, track/topic, sequence of speaker.
  • Ensure speakers are registered and that name badges and tent cards are produced.
  • Coordinate travel and hotel accommodations for selected speakers.
  • Assure adequate support for presenters on-site (meet and greet, speaker ready room, technical briefing, and production support).
  • Prepare post-conference thank-you letters to moderators and speakers, and expedite travel reimbursements.
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