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Planning Your Event
The following information will help you as you plan your Satellite CME event:
Hotel Selection
All Satellite CME events must be held in hotel meeting space. Hotels will not assign space for Satellite CME events without a copy of the AAFP acknowledgment letter. The AAFP does not hold space at hotels; therefore, you must contact your preferred hotel directly to make arrangements for your event.
Please check back in Spring 2012 for hotel listing and map.
Please check back in Spring 2012 for hotel listing and map.
On-Site Registration
Registration at the event location may open 30 minutes prior to the approved start time. On-site registration is managed by the CME provider or activity organizer. Please send AAFP your registration information by August 1, 2012 to be listed on the AAFP website. If information is received after this date, inclusion on the website cannot be guaranteed. It is imperative this information is received. Many attendees pre-register for these events.
Food, Beverage, and Entertainment
Please refer to PhRMA Marketing Code of Conduct and the AdvaMed Codes on food and beverage items from supporters. To maintain the focus on education and the research being presented, no entertainment or performance, live or otherwise, may be offered before, during, or after the event.
Signage
Signs may be placed throughout the hotel where the function is being held, with the hotel’s permission. Signs may not be placed inside or around the convention center.
Invitations, tickets, etc., may be distributed by one of the methods noted or in the supporter's exhibit booth (if exhibiting). Any other form of distribution (including from a hotel or the convention center lobby) is strictly prohibited. This includes, but is not limited to, hand distribution of invitations or button-holing physicians at hotels or the convention center.
Exhibit Booth
Booth representatives may distribute invitations, tickets, etc., from within the exhibit space assigned to the supporter, if exhibiting.
Transportation/Shuttle Service
Since AAFP shuttles do not run for Satellite events, it is at the CME provider's discretion whether to provide transportation for Satellite event attendees. Members have mentioned in Assembly evaluations that they like to have transportation provided to and from Satellite events. In promotional materials, CME providers may wish to highlight that transportation will be provided for attendees. Transportation may not originate from the convention center.
On-Site Materials
AAFP does not require review of on-site handout materials prior to the event. AAFP will review all materials during the post-event review process. All information that is required for promotional materials should be included in on-site handout materials.
If pharmaceutical options or recommendations are included as part of the activity, AAFP recommends that the handout materials include an index of the generic names of all drugs in a class in alphabetical order with their corresponding trade names listed beside them. This will be a helpful reference tool for physicians. No indication of preference for one drug over another may be made, and the list should be comprehensive.
If pharmaceutical options or recommendations are included as part of the activity, AAFP recommends that the handout materials include an index of the generic names of all drugs in a class in alphabetical order with their corresponding trade names listed beside them. This will be a helpful reference tool for physicians. No indication of preference for one drug over another may be made, and the list should be comprehensive.
On-Site Monitoring
Physician and staff monitors representing AAFP will attend the Satellite events to audit them for compliance with guidelines. Monitors will act as silent observers and will coordinate the collection of AAFP participant survey/CME reporting forms with the CME provider/activity organizer on-site.
Reporting AAFP Prescribed Credit
Participants will be able to report their AAFP Prescribed credit earned for the event at the Internet Access & CME Reporting areas in the convention center. No documentation is required when reporting credit.
Recording Event/Post-Event Materials
CME providers must record their event and provide a copy of the unedited audiotape(s) or CD to the AAFP for the post-event review process. In addition, CME providers must submit the number of participants in attendance at the CME activity and, if applicable, copies of handouts and print copies of slides.
Audiotape(s) or CD, event handouts and number of participants in attendance at the CME activity must be sent to Michele Staus for review no later than October 30, 2012.
After-Product Enduring Material
The CME provider may develop and distribute an after-product enduring material (online, video, CD ROM, monograph, etc.) from the content of the Satellite CME event. If the CME provider wishes to offer AAFP Prescribed credit for the activity, an Application for Approval of Enduring Materials for CME Credit will need to be submitted to AAFP. A separate CME accreditation review fee will apply. No reference may be made to the AAFP Scientific Assembly when promoting the new CME activity. Visit CME Accreditation to learn more about offering CME credit for enduring materials.
Questions?
Satellite CME Provider Information
