Center for Continuing Education ~ Events and Meeting Services

Tulane University Center for Continuing Education

Meeting Planning & Management Services

The Tulane University Center for Continuing Education (CCE) and its staff have extensive knowledge, professional skills, and years of experience in continuing education, conference or meeting management, educational design, evaluation and assessment, and association administration.  CCE will collaborate with the planning committee of a Tulane department or outside organization to provide partial or full service management and/or outsourcing in any of the areas listed below.   CCE hosts HighMarksCE, an online registration and credit-claiming system that is PCI and GDPR-compliant.  CCE fees are based on the scope of service, the expected number of attendees, and the length of the meeting.  A separate fee structure applies if CEUs, CME credit, or other professional credits are desired.  CCE is accredited by the ACCME® to provide AMA PRA Category 1 CreditsTM and by IACET to offer general CEUs.

Types of meetings

• Board or other small meetings
• Conferences, annual meetings, symposia, seminars, workshops, trainings
• Local, regional, national, international

• Suggested planning & marketing timelines
  • Local:  a minimum of 6 months
  • Regional (driving proximity):  6-9 months
  • Regional (larger geographic reach, e.g. Southeast US):  a minimum of 12 months
  • National: 12-18 months
  • International: 18-24 months
  • Considerations for additional planning  and marketing time:
    
    • Anticipated audience size
    • Being offered for the first time
    • Save-the-date notifications
    • Complexity of meeting, e.g. abstract submissions

• Comprehensive meeting planning and management phases
  • Pre-meeting planning (timelines given above)
  • Onsite management (meeting dates)
  • Post-meeting reconciliation (generally 90 days)

• Site Selection
  • Hotel
  • Other types of facilities, e.g. conference center, convention center, campus

• Contract negotiations
  • Hotel or facility
  • Audio-visual
  • Abstract submission services
  • Exhibit / decorator company services
  • Temp services
  • Ground transportation
  • Group airline agreements
  • Special events / entertainment
  • Security
  • Insurance, e.g. cancellation
  • Customs broker
  • Website
  • Others

• Budget / Accounting / fiscal management
  • Budget development and oversight
  • A/R, e.g. Collection of exhibit fees and certificates of insurance
  • A/P, e.g. payment of vendor invoices
  • Speaker travel and honoraria
  • Registration fee processing
  • Final accounting/budget reconciliation with variance report

• Registration Management
  • Online pre-registration process
  • Registration reports
  • Badge generation
  • Onsite registration and staffing
  • Exhibitor registration
  • Workshop registration
  • Special event registration
  • Identification of attendees with dietary restrictions or accommodation of special needs

• Marketing / promotion / printing
  • Branding
  • Marketing materials, e.g. brochures
  • Audience distribution (mailings, emails, etc.)
  • Badges
  • Meeting materials
  • Website
  • Publicity
  • Signage

• Audio-visual
  • Equipment
  • Technical support
  • Production

• Hotel / facility logistics
  • Monitoring of contract requirements, reservations, cut-off dates, etc.
  • Meeting resume
  • Food and beverage
  • Meeting space requirements
  • Poster sessions
  • Exhibit space
  • A/V
  • Pre-con meeting with hotel or facility management

• Program development / content
  • Needs assessment
  • Purpose
  • Learning objectives
  • Speakers
  • Agenda
  • Evaluation tool
  • CME, CEUs or other professional development credits

• Post-Meeting
  • Final accounting
  • Summary meeting report
  • Evaluation distribution (online survey tool)
  • Focus Groups
  • Evaluation summary and analysis

To request a meeting and a cost estimate of services, please contact Tulane University CCE at 504-988-5466 or cme@tulane.edu