PROCEDURES FOR CME ACTIVITIES
(Symposium, Workshop, Course)

1. Select Organizing Committee.

2. Send appointment letters, signed by the Associate Director-CME, to members and Chairman of the Organizing Committee.

3. Contact Chairman of Organizing Committee regarding first meeting and send out notice to all members.

4. Meet with Organizing Committee and decide time frame for getting things done (i.e. inviting International and National Speakers/Examiners, Selecting Topics, Sending Call for Abstracts and Deadline, objectives of the activity, etc.).

5. Minute all meetings, type and distribute to members of the Organizing Committee and to the Director – Continuing Medical Education.

6. Send out Press Release to newspapers three times before the activity.

7. Send an initial invitation letters to International and National Speakers/Examiners, signed by the Chairman of the Organizing Committee. If the invited international speaker/s agreed to come, send an official invitation letter, signed by the Director of CME, indicating full sponsorship of their visit and ask for their summarized CV and Visa Information, passport copy which is necessary for the processing of visa. *Note: • The University will approve the full sponsorship of 2 international speakers only for symposium. • If the Organizing Committee invites more than 2 international speakers, the University can provide only the visa.

8. Write letters to suggested sponsoring companies inviting them to participate in the symposium by sponsoring either of the following: a) sponsoring one International speaker, which include roundtrip airticket, hotel accommodation, meals, local transportation, stipend; b) providing bags; c) lunch to all attendees; d) dinner; e) cash donation.

9. Make follow-up phone calls to the selected companies. If any of the companies agreed to sponsor, have them come to the MEC office to sign a sponsorship agreement form. If they signed an agreement before the activity, their name will be included in the Acknowledgement section of the Program Booklet.

10. Draft poster and brochure for approval by the Organizing Committee.

11. Send poster and brochure to KSU Printing Press. Ask for a sample for proof reading then select the color. After reviewing send it back for printing.

12. Prepare Call for Abstracts Letter for signature by the Chairman of the Organizing Committee. Send the Call for Abstracts to everyone with the poster and brochure based on the Medical Education Center (MEC) Mailing List.

13. Provide the MEC Administrative Secretary the objectives of the activity, copy of CV, Visa Information, and copy of passport of all international speakers. The MEC Administrative Secretary will prepare an Arabic letter to the Director of the University, signed by the Dean - College of Medicine, to hold the activity and to apply visa for the international speakers. This should be done 5 months before the activity. After these procedures, please note the following steps: a. The request will be forwarded to the University Public Relations Department after the approval from the Director of the University. b. The Public Relations will send the request to the Ministry of Higher Education.

14. Provide the MEC Administrative Secretary the travel information of each speaker. She will then send this information to the University Public Relations Department for visa, airticket and hotel reservation for international speakers/examiners.

15. Make constant follow-up with the Public Relations regarding the visa no. and PTA no. After receiving reply from Public Relations send the information immediately to the speakers.

16. Maintain coordination with the International/national speakers/examiners regarding any problem they may encounter on securing their visa, airtickets, etc. Communicate through telephone, fax or email.

17. Give copy of all the abstracts received to each member of the Organizing Committee for review and selection.

18. Send acceptance letter to individuals whose abstracts were selected (state if it is for oral or poster presentation); appreciation letter to those whose abstracts were not selected and thank them for their interest.

19. Meet with the Organizing Committee and prepare draft program. Send the complete details (names of speakers, time and date of presentation, topics) of the draft program to all speakers for their information and corrections, if any, regarding their names, degrees, titles, etc.

20. Finalize Program Booklet and have it approved by the Organizing Committee. Make request for printing then send to KSU Printing Press one month before the activity.

21. Make a constant follow-up with Printing Press regarding the Program booklet. Ask for a sample for proof reading. Select the color (it should match the poster), and approve for printing.

22. Make a welcome letter to all international speakers and have it signed by the Director – CME.

23. Prepare transport schedule for each international speaker, indicating the flight no. arrival and departure time. Have it signed by the Assoc. Director-CME and give it to the MEC driver together with the course materials (bag, program booklet, welcome letter, etc.), which will be given to the speakers once they arrived in Riyadh.

24. Prepare the following before the activity: c. registration form and evaluation form (make enough copies, usually about 100-200). d. signs indicating the way to the venue, registration area, dining area (post it a day before the activity) e. Name badge for speakers/examiners, organizing committee, chairpersons, participants, and VIP guests.

25. Send letters to the following before the activity: a. Director, Housekeeping Department – requesting their assistance in moving tables, chairs and setting up for the activity b. Executive Director, KKUH – requesting to use the Hospital lobby for product exhibition by sponsoring companies, 2 courtyards as dining area for females and males attendees. c. Vice Dean, Academic Affairs – requesting approval to use the Conference Room (Level 1) and the Main Auditorium. *** If the activity will be done outside KKUH, send an Arabic letter to the Dean, College of Medicine, for approval. If the Dean approves, a letter of request from his office will be sent to the concerned person where the activity will be held. d. Director, Nutrition Department – requesting snacks / lunch if the activity will be held inside KKUH. e. Director, Security Department – information about the activity and request to allow the sponsoring companies to bring their things inside the hospital to be used for the exhibition. f. Director, Audio Visual– requesting their assistance for the A/V equipment

26. Check the set up of the venue, exhibition area, audio visual, a day before the activity.

27. Send thank you letters, signed by the Associate Director-CME, to the following after the activity: a. all speakers/examiners b. organizing committee c. sponsorjng companies d. Audio Visual Department e. Housekeeping Department f. Nutrition Department

28. List down all expenses incurred, photocopy all invoice (including airticket if it needs to be reimbursed) and make a request for reimbursement. Financial matters will not be processed without prior approval from the Director of MEC.

29. Endorsed registration fees to the MEC Accountant and prepare a financial report after settling all expenses. Give a copy to the MEC Accountant and keep one in the file.

30. Prepare and submit the Evaluation Report to all the members of the Organizing Committee, Director-MEC, Director-CME.