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Guidelines for Live Conferences, On-Line and Self Study Activities

The following guidelines suggest the overall process for applying, conducting and documenting a conference. They also apply to other CME formats including on-line and self-study activities (also known as "enduring materials.") Regularly Scheduled Series such as grand rounds, have a similar, but separate, application process.

1. Request a Sponsorship Agreement Packet
   Apply for sponsorship of live conferences, on-line activities and self-study activities by contacting Amy Ross Friedman at 216-983-1230 or Joan Farmer at 216-983-1237.
   
   

   Important Considerations When Applying for Sponsorship

• Apply for sponsorship 6 months prior for a 1-2 day conference.
• Apply for sponsorship at least 1 year prior for a 3 plus day conference, on-line activity and self study.
• Sponsorship agreements will not be accepted less than 3 months prior for any activity.
• A completed sponsorship agreement includes all required signatures, all requested attachments, and signed financial disclosure and agreement forms for the activity director and planning committee members. Signed disclosure forms for all other faculty (plenary, workshop and poster session) must be turned in at least 1 month prior to the activity

 

2. Completing the Sponsorship Agreement
   CME Program staff members will guide you through completion of the agreement to ensure that you understand and are able to comply with all requirements.
3. Financial Disclosure Process and Forms
   The Commercial Support Policy of the CME Program requires that the Activity Director, all planning committee members and all conference faculty members provide financial disclosure and resolve conflicts of interest. A Financial Disclosure and Agreement Form must be signed by all.
4. Approval
   You will be notified of approval verbally and in writing. An invoice for sponsorship fee and guidelines for conducting the activity will be included with the approval letter. Certificate/credit maintenance fees and other contracted fees such as conference services will be invoiced after the activity.
5. Commercial Support Agreement
   Where financial or in-kind support from a commercial interest is involved, a Commercial Support Agreement must be completed and authorized prior to the commencement of the activity.
6. Written Materials, Syllabus or Handouts
   Presenters' or authors' written materials should be presented to the responsible department or CME Program at least two weeks prior to the conference to ensure that all materials can be reproduced and prepared for distribution. An introductory section or cover sheet is required which includes acknowledgment of commercial support and disclosure information.
7. Disclosure to Activity Participants
   At the time of the conference, faculty members are required to disclose their financial relationships to activity participants verbally and in writing.
8. Evaluation Process
   A course evaluation is a requirement for all participants. Evaluation should occur at the completion of the course and, preferably, continue afterward to demonstrate the impact of the course on participants. Participants must be asked on whether or not commercial bias was perceived. Sample evaluation instruments are available.
9. Post-Conference Submissions
   Once the original sign in sheets, evaluation summary, final income expense reconciliation, copies of commercial support checks and all other required materials are received, CME certificates will be mailed out within 30 days of the activity's conclusion. A checklist of required documentation is provided.