CDA/CSEM PROFESSIONAL CONFERENCE NATIONAL CO-CHAIR JOB DESCRIPTION
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1 CDA/CSEM PROFESSIONAL CONFERENCE NATIONAL CO-CHAIR JOB DESCRIPTION The volunteer Conference Chairperson(s) are appointed by either the DES/C&SS/CSEM Executive respectively. Their main role is to coordinate the Conference Program and work with the Manager, National Meeting and Conference Services to ensure all Conference Planning elements are completed. PROGRAM DEVELOPMENT Conference program development involves a partnership between conference chairpersons from DES, C&SS and CSEM. A program template has been developed for the purpose of assisting the National Co-chairs in developing a program from year to year Each Co-Chair collaborates with their respective National Executive to discuss potential topics at least 10 months in advance of planned event Due to the importance of the CDA Clinical practice Guidelines, all conferences will include programming to support the development and/or dissemination of guidelines, if required Feedback evaluations from the past CDA/CSEM Professional Conference should be reviewed prior to the current conference planning year beginning Programs from other internationally recognized endocrinology/diabetes conferences (i.e. ADA) should be reviewed prior to the current conference planning National Co-Chairs along with the Manager, National Meeting and Conference Services meet to discuss possible plenary topics and review the template Each National Co-Chair chooses a group of minimum 5 to 6 experts (with varying professional backgrounds), from across the country, to help develop the program and possibly chair certain sessions (it is the responsibility of each Co-chair to follow-up with their committee members). Planning committee members will be asked to serve a two year term. The programming committee for DES, C&SS and CSEM form the National Programming Committee. DES National Program Committee could consist of the following: Dietitians Diabetes Nurse Educators
2 Pharmacist Social Worker Psychologist Exercise Therapist PROGRAM DEVELOPMENT CONTINUED C&SS National Program Committee could consist of the following: Endocrinologists Post Doctoral General Practitioner Scientist (MD and PhD) Family Physician Consult with other specialty groups (i.e., Pediatrics) The individual Co-chair calls a meeting (teleconference call arranged through the CDA National Office) with their expert group, and with the use of the planning template begins to list potential topics and speakers for various symposia/workshops/state-of-the-art lectures Manager, National Meeting and Conference Services will participate in all teleconference meetings to ensure overall communication between all groups as well as to ensure all program ideas are recorded Based on the teleconference calls an overall integrated program will be developed by the National Manager of Conferences and sent to all National Co-Chairs for review The National Co-Chairs will meet to discuss the layout of the program and ensure there are no scheduling conflicts The CDA National Office will provide the Draft Program to all National Program Committee members and to the Executives for feedback National co-chairs will call a second teleconference call with their respective planning committee to review the overall program this will give the committee an opportunity to flush out any discrepancies or conflicts at this meeting each committee member will be assigned a list of speakers to invite to the conference Committee members will be given a set of guidelines for inviting a speaker (see attached) to follow when asking speakers to participate in the conference once the committee member has received a verbal confirmation from the speaker this information is forwarded to the National Office and an official letter of invitation will be sent out to the speakers by the National Office on behalf of the National Co-Chairs A final teleconference call will be held with the National Co-Chairs to finalize the program 2
3 A final version of the program will be provided to all the National Program Committee members and the National Executives before speakers are invited to participate in the Conference 3
4 ABSTRACTS A deadline date is set by the National Programming Committee for all abstracts to be submitted to the CDA National Office CDA National Office arranges for notices to be placed in the appropriate medical journals/newsletters Calling for Abstracts All abstract forms and abstract award guidelines are mailed from the National Office to all DES/C&SS/CSEM members Abstracts are accepted and sorted at the CDA Office up to the deadline date The National Co-Chairs will quickly review all the abstracts and sort into review categories Each Co-Chair is responsible for arranging a committee to review the abstracts A package is sent to each reviewer, by the National Office, with abstract review instructions, score sheet and a deadline to complete the review process After the results are tallied, the National Co-Chairs review which abstracts have been accepted and which have been rejected and decide which abstracts are presented as orals and which are posters (if at this time there are some disagreements regarding abstracts a meeting may be called with the National Program Committee to decide on either accepting or rejecting the abstracts) All abstract submittals are notified by letter (form the National Office) as to whether they have been accepted for presentation at the Conference REPORTING TO THE NATIONAL EXECUTIVES It is the responsibility of each National Co-Chair to report to either DES/C&SS/CSEM National Executive of the Conference status on an ongoing basis and incorporate Executive input into the program as per program development guidelines This can be done either through a formal report or by attending the Executive Meetings 4
5 SPONSORSHIP All sponsorship negotiations and agreements take place through CDA s National Office The National Co-Chairs act as a consulting body to the Manager, National Meeting and Conference Services on sponsorship A Conference Sponsorship Package has been developed and is reviewed with the Co-Chairs at the beginning of each Conference year Any special sponsorship requests i.e. Symposia may be integrated into the package at this time Guidelines for Continuing Medical Education Credits (CME) and Sponsored Satellite Symposia have been developed by the Royal College of Physicians and Surgeons and CDA - these guidelines must be followed to ensure CME s are applied to Sponsored Satellite Symposia If sponsors attempt to contact the National Co-Chairs the Sponsors are to be referred to the CDA National Office this will help to streamline communication between CDA and the Sponsor OTHER DUTIES REQUIRED Review and edit all Conference print material (i.e. Registration Package/Conference Syllabus) Act as a consulting body to Manager, National Meeting and Conference Services regarding all other Conference related activities 5
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