Conducting a continuing education session involves several key processes that occur before, during, and post the event. Here is an overview of these important processes for instructors. These processes meet the strict requirements set by the organizations and we have developed electronic tools to streamline manual processes.
Pre-Event:
- Planning and preparation: Identifying the course, delivery format and set up the event in the planning and preparation phase of your continuing education session. With these details in hand, you can then create the event under your instructor's account, ensuring that all necessary information is accurately provided well in advance of the event date. This step triggers the execution of the required task for us. The event must be scheduled under your CEU Events account prior to the event date to ensure a smooth and optimal experience.
- Promotion and registration: If the event is public, create a promotional campaign to generate interest and awareness. For private events, you can forgo the promotional campaign since you will be sending the registration link directly to your contacts and/or attendees. Utilize the event registration link to collect participant information and track attendance during and after your event. It is crucial for invitees to register via the CEU Events registration link to ensure seamless credit reporting, compliance, and support.
- Materials and meal ordering: Confirm that as a presenter, you have all the necessary information and resources for your session. Make sure you have any required materials, samples, or handouts readily available. Additionally, if you will be conducting a lunch-and-learn session, you may need to pre-arrange meal ordering or any other necessary arrangements.
- Attendance Reporting Guide: Especially if you are accustomed to passing around the 'sign-in' sheet at face-to-face events, you may want to print your Attendance Reporting Guide for your next event.
During the Event:
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Arrive early: Verify that seating, lighting, and audiovisual equipment are properly set up and functioning. If you are presenting via webinar, test your microphone to ensure it is working correctly and share the correct screen prior to going live.
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Prepare for attendee interaction: If there will be opportunities for attendee participation or Q&A sessions, plan how you will facilitate these interactions. Prepare any materials or prompts needed to engage attendees effectively.
- Prepare for attendance recording: Open your PowerPoint/Keynote presentation and remember to update the event code on your Attendance Slide, located at the end of your slides. If this is a face-to-face event and you have the Attendance Reporting Guide available, you may explain the steps and pass it around the room for attendees to register and/or confirm their attendance.
- Take attendance: For smaller events with pre-registered attendees, you can easily mark them as 'attended.' Otherwise, pause at the Attendance Slide and guide attendees on registering or confirming their attendance to receive their certificate and credit. Emphasize the importance of completing this step before the session concludes.
Note: Inform attendees that a CEU Events attendee account is required to access their certificates, which will be instantly available for download upon completing the previous step. Please note that all applicable credit reporting will be processed on the seventh day after the event date.
For webinars, we highly recommend generating an attendance report through the webinar application. This will provide accurate data on participants and their attendance during the session.
Post Event:
- Follow-Up Communication: Send follow-up emails or communications to participants, providing additional resources, answering questions, and expressing gratitude for their attendance.
- If an attendee reaches out to you after the event and you confirm that they attended and need to add them, please have them follow these steps:
- Go to https://www.ceuevents.com/attendance
- Enter the unique event code (don't forget to provide the event code)
- Continue to 'View My Events' where you will be able to retrieve the certificate
- You may also download the Attendance Reporting Guide and email it to attendee(s) who didn't register during the event but participated in your session and need the credit or certificate of completion.
By following these processes, presenters can ensure a well-organized and smooth continuing education session that meets the learning needs of participants and contributes to their professional development.
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