Office of Continuing Nursing Education

1. Office of Continuing Nursing Education

2. Continuing Education • Budget Management • Hotel / Conference Site Negotiation • Call for Abstracts Management • Audio Visual Support • Exhibit & Sponsor Management • Registration • Design & Printing • Social Event Planning • Marketing Campaign • Keynote Speaker Arrangements • Photography • Evaluation & Attendance Tracking • Onsite Conference Management & Staffing • Post Conference Reporting Conference Planning Services

3. Director serves on the Conference Planning Committee • CE reviews program & presentation goals/objectives • Collect biographical data & disclosure forms • Develop online Statement of Attendance • Develop online Evaluation Tool • Accumulate evaluation results & issue summary report • Issue certificates via email Continuing Education

4. Manage overall conference budget • Open dedicated conference account • Accept all income & manage/pay expenses • Provide detailed budget reports Budget Management

5. Contact hotels & submit request for proposals • Assist with hotel negotiations • Space • Catering • Sleeping room rate • Internet • Audio visual Hotel/Conference Site

6. Collaborate to create the Call for Abstracts • Market Call for Abstracts • Accept and organize abstracts • Log abstracts • Create blind copy for review • Develop an evaluation tool • Distribute abstracts to review teams • Accumulate evaluation scores • Director & Chair of Planning Committee meet to discuss abstracts • Email abstract acceptance letters • Communicate with podium & poster presenters regarding time, location & presentation specifications • Reserve & schedule delivery of poster boards Call for Abstracts

7. Develop online Exhibitor/Sponsor Prospectus • Market to potential partners • Accept exhibit monies • Confirm advertising and sponsorship needs • Procure Exhibit (Drayage) Setup company • Organize exhibit hall space, setup & event times • Design signage • Provide onsite assistance for booth setup • Provide name badges/welcome packets/contact list • Send Exhibit evaluation post conference Exhibit & Sponsor

8. Develop a dedicated Webpage – linked to UT Health Science Center at San Antonio Continuing Education Page • Email blast Save the Date, Call for Abstracts, Brochure, Registration, send reminders & notices of deadlines • Assist with conference marketing – make calls & send letters • Procure a local host School or Organization – to assist with local marketing & sponsorships Marketing

9. Onsite Conference Logistical Support • Staffing • Onsite Conference Management • Audio Visual Equipment & Technician • Send proposals for world renowned keynote speakers • Manage Speaker Travel, Honorarium & Lodging • Develop online Registration form • Easy payment system • Detailed confirmation emails • Handle cancelations & refunds • Organized communication: reminders to pay • Photography • Conference Audio & Video Recording Conference Program Assistance

10. Agenda/Brochure • Program book • Program handouts • Printed syllabus • Online interactive web version • CD or Jump Drive • Name badges & identification ribbons • Registration packets • Conference tote bags, neck wallets, lanyards • High quality graphic signage Conference Materials

11. Welcome Reception • Gala Dinner • Band, DJ, Line Dancing • Themed Event • Event Transportation • Locations: • Onsite at Hotel • Offsite at Venue Social Event

12. We have partnered and planned many conferences,some examples…

13. 2008 – San Jose California 500 nursing attendees & 45 Sponsors & Exhibitors Pre-conference Day & Conference: two and a half days of 5 concurrent sessions, two keynote speakers Poster Reception Social Event – Train Ride through the Redwood Forest, BBQ Dinner & Country Band 2009 – St. Louis Missouri 600 nursing attendees & 50 Sponsors & Exhibitors Pre-conference Day & Conference: two and a half days of 5 concurrent sessions, two keynote speakers Simulation Lab Tours to local colleges Poster Reception Social Event – Boat Ride on Mississippi River, Dinner, and DJ 2010 – Las Vegas Nevada 800 nursing attendees & 60 Sponsors & Exhibitors Pre-conference Day & Conference: two and a half days of 5 concurrent sessions, three keynote speakers Simulation Lab Tours to local colleges Poster Reception 2011 – Orlando Florida 800 nursing attendees & 60 Sponsors & Exhibitors Pre-conference Day & Conference: two and a half days of 5 concurrent sessions, three keynote speakers Simulation Lab Tours to local colleges Poster Reception Social Event – Sea World Dinner and Park tickets 2012 – San Antonio Texas 850 nursing attendees & 60 Sponsors & Exhibitors Pre-conference Day & Conference: two and a half days of 5 concurrent sessions, three keynote speakers Simulation Lab Tours to local colleges Poster Reception Social Event – Marriott Knibbe ranch, dinner, line dancing, hay ride, long horn steer, cowboy hats International Association of Clinical Simulation & Learning Annual Conference

14. 2009 – San Antonio Texas 290 nursing attendees & 75 Sponsors & Exhibitors Welcome Reception Pre-conference Day & Conference: one and a half days of 3 concurrent sessions, two keynote speakers Poster Reception Gala Dinner with awards and band 2010 – Washington DC 300 nursing attendees & 80 Sponsors & Exhibitors Welcome Reception Pre-conference Day & Conference: one and a half days of 3 concurrent sessions, two keynote speakers Poster Reception Gala Dinner with awards and band 2011 Las Vegas Nevada 325 nursing attendees & 80 Sponsors & Exhibitors Welcome Reception Pre-conference Day & Conference: one and a half days of 3 concurrent sessions, two keynote speakers Poster Reception Gala Dinner with awards and band National Association of Hispanic Nurses Annual Conference

15. 2011 – San Antonio Texas 145 nursing attendees & 8 Sponsors & Exhibitors Welcome Reception Conference: Two and a half days of 3 concurrent sessions, two keynote speakers Special Dinner for attendees Poster Reception for Professionals Poster Reception for Students Silent Auction **2012- Association contracted with Philadelphia School of Nursing prior to booking with UTHSCSA for San Antonio, re-contracted with UTHSCSA for upcoming 2013 Annual conference 2013 – Orlando Florida Attendees TBA Welcome Reception Conference: Two and a half days of 3 concurrent sessions, two keynote speakers Poster Reception for Professionals Poster Reception for Students International Association of Human Caring Annual Conference

16. 2012 – San Antonio Texas 285 nursing attendees & 12 sponsor & exhibitors One day conference plenary format Gala Dinner & Silent Auction 2014 – to be negotiated Texas Breastfeeding Summit planned every other year

17. Sherece McGoon • Continuing Education Coordinator • 210-567-1323 • mcgoon@uthscsa.edu Let us partner with you for your next event or conference