NEARC Planning Timeline (6/13)
- Decide on the date of the conference (generally held in the spring). Dates that correspond to holidays, graduations, big sporting events should generally be avoided to promote attendance.
- Who will be planning the conference? (residents, chiefs, program director, chair, program assistants)
- Who will be invited?(which residencies)
- Decide on overall theme for the conference.
- Topic, lectures, itinerary of the conference is entirely up to the discretion of the host institution. Previous itineraries from past conferences are available on the MSA website for reference.
- Decide on overall duration of program and how long each program should be.
- Decide on overall program: lectures, workshops, abstract presentations and etc.
- Identify speakers for conference. Start to contact proposed speakers for availability. Will honorariums be given?
- Generally there is an abstract poster session in each conference that allows residents to showcase their research. Decide on how abstracts will be presented (posters, oral presentations, abstract competition)
- Develop criteria for abstract submission. Will there be a limit to the number of abstracts accepted?
- Will residents be able to submit and present powerpoints as their abstract? What technological assistance will there be?
- Decide on whether to apply for CME credit. This is a complicated and expensive process. Prior institutions have chosen not to apply for this.
- Decide on budget for the conference.
- How will this conference be paid for? Will registration fees be charged to residents?
- Set a deadline for registration
- Develop a registration form
- Finalize agenda and speakers.
- Finalize the abstract portion of the conference and the abstract submission form.
- Send out invitations via email with tentative schedule and a call for abstracts. Invitations can be sent out to program coordinators and program directors who can disperse the information to their respective residencies.
- Decide on location/venue of conference. Make sure that there is an area for breakfast, lunch and coffee breaks. Make sure that there is sufficient space for poster sessions.
- Decide on vendor for food and refreshments and place order. How many meals will be provided? breakfast? lunch? afternoon refreshments?
January - March:
- Send out follow-up emails to programs to promote registration.
- Organize abstracts that are received.
- Decide on abstract judging criteria if this will be a competition. Will abstracts be judged prior to the conference? Who will be on the judging panel and who will be presenting the certificate to the winners?
- Design abstract winner certificates.
- Finalize food/staff/facility.
- Design/print programs for participants or posters announcing the conference
Note: Much of the registration and abstract submissions from residents comes in after the registration deadline. Generally approximately 40-50 residents are expected.
- Follow-up with lecturers prior to conference to confirm attendance
- Send parking information. Will parking be provided?
- Obtain honorarium information for speakers if these are being offered
Day of the Meeting:
- Check-in, accept abstracts
- Put up posters
- How will posters be organized so that residents can find their posters after
- Provide area for judges to deliberate if a competition is being held.
- IT support
- Validate parking
Resident Abstract Competition
- Develop abstract criteria for submission.
- How many abstracts will be accepted
- Will this be a competition or just an opportunity for people to showcase their abstracts?
- Where will the posters be displayed for the meeting?
- How will the posters be displayed and organized the day of the meeting?
- Decide on a budget.
- Will a registration fee be charged?
- Approximately 50-60 patients have attended each conference in the past
- MSA will provide $500 in support of the conference. An email requesting the support should be sent to Beth Arnold at firstname.lastname@example.org.
- The ASA resident component has a resident scholarship to fund conferences hosted by residents. Awards up to $1000 are given. So if a resident is involved in the planning process, they should email the ASA resident component president for more information about the application process to get this funding.
- Industry and recruiter agency funding may be organized.