Your step by step look at developing and executing a successful program.
- Needs Assessment: What are the gaps in knowledge, skills, patient care and need for reinforcement of standards of practice identified by the target audience?
- Representation of the target audience on the Planning Committee
- Assign an administrative team to help the Planning Committee achieve its goals and objectives
- Articulate conference goals and objectives and link them back to the target audience and to academic (U of T) and affiliated institutional goals
- Review and understand U of T accreditation standards and guidelines. Know how deadlines impact key decisions
- Develop a budget projecting all potential expenses as well as revenue from all sources
- Decide if sponsorship funds will be solicited and develop a sponsor prospectus
- Choose date for program/conference checking that it avoids competing programs and holidays
- Invite and confirm faculty as soon as a date is firm
- Research and contract a suitable venue considering costs and risk
- Develop a marketing plan in consultation with PR or marketing administrators if possible
- Launch a website to market details of the conference/program (or develop a specific web page on an existing website)
- Commence a direct email campaign with announcing the date, theme, location, invited keynote speakers
- Open registration
- Communicate with faculty and sponsors on a regular basis providing them with key updates
- Provide potential attendees with a full conference outline
- Submit the accreditation application including budget, evaluation form, needs assessment, complete program agenda
- Make decisions about the logistics of the conference/program: Content, audiovisual supports, registration package, food and beverage
- Ensure that sponsor participation complies with U of T Commercial Support Guidelines
- Develop acknowledgements and signage
- Run the event ensuring that the audience is able to easily and effectively provide feedback and evaluation
- Review the comments and evaluations; finances
- Schedule a Debrief meeting with the Planning Committee and Administrative Team within one month post-event to discuss successes and challenges; plans for the future
- Provide feedback to key stakeholders including faculty and sponsors
- Maintain a connection to learners by providing summarized content and plans for future educational offerings. This can be done on a website and through social media.