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Conference Services
Thank you for your interest in Yale MED Conference Center.
Registration Service
Manage conference registrations
- Create Web-based information and conference registrations for online display.
- Compile registration data on Web site; issue confirmations and process refunds
- Provide on-site registration
- Coordination of on-site activities
Facilities and Services Planning
Manage conference planning details
- Identify facility and service requirements
- Recommend and reserve meeting locations
- Plan and reserve catering services
- Assist with speaker travel and accommodations
- Negotiate hotel contracts for room blocks
- Design, develop and distribute Save-The-Date cards, brochures, posters
Financial Administration
Ensure professional oversight of financial resources
- Develop estimated activity budget
- Receive invoices and pay expenses; process all Yale financial forms
- Oversee and process speaker tax forms (Form CT-590, Form W-9, and International Information Form)
- Reimburse speaker honoraria
- Prepare final financial statement
Conference Oversight
Activity oversight and participant issues
- Provide packets that include activity information, maps, conference locations, restaurant lists, Yale and local visitor information
- Prepare and provide registrant name tags
- Prepare and oversee design of syllabus
- Develop activity evaluation
- Address safety issues and emergency services
Conference Management
Oversee background complexities to ensure unimpeded activity
- Provide complete on-line coordination
- Resolve operational problems
- Ensure full compliance with quality standards of excellence for the Yale School of Medicine
- Provide summaries of participant evaluations
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Application Packet
Obtain in Center for Continuing Medical Education, room C-E3 Sterling Hall of Medicine (SHM) or online at the Yale CME Web site.
Application - must be
a) submitted
- 1-day conference: at least 4 months prior to event;
- 3-day conference: at least 8 months prior to event;
- 4+-day conference: a least 1 year prior to event
b) completed stating all pertinent information;
c) signed by the responsible faculty member; and
d) signed by the departmental business manager
Application must be submitted to Yale MED Conference Services. Upon approval, you will be notified in writing and assigned a PTAO. There is a $500 non-refundable application fee and a $5,000 deposit for initial planning costs.
Web Registration
Your conference will be included in the conference roster as part of the services offered by the Center for Continuing Medical Education. However, any additional items added to the basic registration page will include an additional payment to ITS-Med Services.
Fee Structure
The fee for planning and administrative services is based on the size, location, length and number of faculty and will be discussed at the first planning meeting.
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