Continuing Professional Development Event Management Agreement

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1 Continuing Professional Development Event Management Agreement This agreement is between The Ontario College of Family Physicians (OCFP), Continuing Professional Development Department and regarding the following event(s); This event is delivered as a collaboration between the OCFP and. The OCFP will provide the following mandatory services: Maintenance of program accreditation. Secure a speaker for the event and correspond with the speaker regarding event details. Create, maintain, and manage an online platform for participants to register for the event (if not being held as part of a conference or similar). Coordinate and maintain registration lists. This is the property of the OCFP and will not be shared, donated, or used for any other purpose. Design, prepare, disseminate, and/or provide promotional material for the event. Distribute materials required by participants to obtain credits by i.e. pre-course evaluation, session evaluation, post-course evaluation, and certificates. Provide presentation requirements. Prepare and provide the final agenda, presentation, delegate packages, registration list, and dietary restrictions. Collate and provide final evaluation report to the speaker. Set the final cost for the event. The cost will be used to cover speaker honoraria and travel, workshop materials, shipping and staff time. will provide the following mandatory services: Adhere to all OCFP policies for event management as seen in APPENDIX A. That this activity, or any part of it, will not be organized or delivered in the future without the same level of involvement from the OCFP; unless written approval is obtained. Assist in the dissemination of promotional material and registration form provided by the OCFP.

2 The following items can be provided by the OCFP. Final pricing is contingent upon which additional services are selected. OCFP Host Reserve appropriate meeting space based on the agenda, audiovisual requirements, and projected number of attendees. OCFP Host Order and pay for appropriate catering for registrants. OCFP Host Provide on-site support to the speaker and registrants on the day of the event including management of a sign-in desk, technical support, management of catering, and returning completed sign-in sheet and session evaluations. If you have any questions or concerns regarding this document, please contact a member of the Education Department at before signing. By signing this document, we agree to abide by the aforementioned policies and procedures and either: Pay the final cost of for the event to the OCFP. Allow registrants to pay individually with a fee of for the event to the OCFP. Allow registrants to pay individually with a reduced fee of and pay to the OCFP. Date Ontario College of Family Physicians Date page 2

3 APPENDIX A OCFP Management Fees The OCFP CPD department operates on a cost recovery basis. The final fee for management of an OCFP program will be dependent on the scope of services selected. Starting at $175+HST per person for a minimum of nine participants or $2500-$6000+HST per workshop. Funding Guidelines All funds from a commercial source must be in the form of an unrestricted educational grant payable to the institution or organization planning the CE/CPD activity. It is acceptable to designate an unrestricted educational grant to a specific CE event. Subsidies must not be accepted if specially designated for hospitality services. Events should have sponsorship from multiple sources to avoid the perception of ownership that a single commercial source may imply. Funds should be held centrally at an institution (hospital, university department or division). Funds should not be held by any one individual. Audit mechanisms should be established to assure compliance with provincial and national accreditation standards. Financial statements for each sponsored event should be available for audit by the OCFP. OCFP Services Maintenance of program accreditation. Secure a speaker for the event and correspond with the speaker regarding event details. Create, maintain, and manage an online platform for participants to register for the event if not being held as part of a conference or similar. Coordinate and maintain registration lists. This is the property of the OCFP and will not be shared, donated, or used for any other purpose. Design, prepare, disseminate, and/or provide promotional material for the event. Distribute materials required by participants to obtain credits by i.e. pre-course evaluation, session evaluation, post-course evaluation, and certificates. Provide presentation requirements to the hosting organization. Prepare and provide the final agenda, presentation, delegate packages, registration list, and special meal requirements to the hosting organization. Collate and provide final evaluation report to the speaker. Set the final cost for the event and invoice the hosting organization for the total amount. The cost will be used to cover speaker honoraria and travel, workshop materials, shipping and staff time. page 3

4 Hosting Organization Services Adhere to all OCFP policies for event management as seen in APPENDIX A. That this activity, or any part of it, will not be organized or delivered in the future without the same level of involvement from the OCFP unless written approved is obtained. Assist in the dissemination of promotional material and registration form provided by the OCFP. A La Carte Services The OCFP is able to provide the following event requirement if requested by the hosting organization. Reserve appropriate meeting space based on the agenda, audiovisual requirements, and projected number of attendees. (Additional $250+HST per day) Order and pay for appropriate catering for registrants. (Additional $30+HST per registrant) Provide on-site support to the speaker and registrants on the day of the event including management of a sign-in desk, technical support, management of catering, and returning completed sign-in sheet and session evaluations. (Additional $250+HST) Registration Policies for All Ontario College of Family Physicians (OCFP) Activities The event management agreement must be completed a minimum of 60 days before the scheduled event in order to allow sufficient time for event promotion and registration. Registration information for all OCFP activities should be processed by OCFP staff and should be managed according to policies regarding confidentiality and privacy. Responsibility for registration and the collection of information pertaining to registrants will not be delegated to an external company or organization. Personal information from registration will not be shared or provided to external companies or individuals. Registrant information will not be shared unless the registrant consents to having their name and/or city of residence released duplication by photocopying. Any registrant information retained must be done in compliance with the Freedom of Information and Protection of Privacy Act (FIPPA). The OCFP may collect fees from individual registrants or the total cost of the event can be paid in full or subsidized by the hosting organization. Cancellation Policies for All OCFP Activities The OCFP reserves the right to cancel sessions due to unforeseen circumstances or insufficient advance registration. Insufficient advance registration is defined as less than 50% of the maximum allowed number of registrants at 15 business days before the event. In the event of a cancellation made by the OCFP, the hosting organization will not be charged. The OCFP will attempt to contact all registrants by the same method they registered to inform them of the cancellation. The OCFP will not be responsible for any expenses incurred by the hosting organization related to the event. page 4

5 If an event needs to be cancelled by the hosting organization, a minimum of 15 business days is required. The full event cost will be invoiced to the hosting organization. The OCFP cannot accept responsibility for out-of-pocket expenses due to cancellation of a session such as airfare, travel, hotel, or other. Venue and Catering Policies for All OCFP Activities The hosting organization is encouraged to reserve appropriate meeting space within the organization based on the agenda, audiovisual requirements, and projected number of attendees. If appropriate meeting space is not available at the organization, an appropriate venue may be found and paid for directly by the hosting organization or will be found and invoiced by the OCFP. The hosting organization will be asked to provide catering for the event. The OCFP may secure catering and invoice the hosting organization. A sample catering order can be found below: 3-4 hrs, Morning Continental breakfast Water, Coffee and Tea 3-4 hrs, Afternoon or Evening Lunch/Dinner (i.e. sandwiches or wraps, salad, dessert or fruit) Water, Coffee and Tea 5-7 hrs, Full Day Continental breakfast (if morning start) Lunch/Dinner (i.e. sandwiches or wraps, salad, dessert or fruit) Water, Coffee, Tea (refresh half-way through event) Nutrition break (i.e. vegetable or fruit tray, granola bars) Invoicing Policies for All OCFP Activities If the hosting organization is paying for the workshop in full, a non-refundable deposit of 20% is to be paid to OCFP 15 business days prior to the event. o The OCFP will provide the hosting organization with the final invoice within 30 days of the event for the final cost of the event. o The hosting organization will pay the invoice within 30 days of receipt by cheque. If registrants are paying individually for the workshop, they will be charged at the time of registration using PayPal. All cheques should be made payable to: The Ontario College of Family Physicians University Avenue Toronto, Ontario M5G 1S5 ATTN: Workshop name, date, and location page 5

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