Welcome! 

This is an all-in-one resource center that contains all the necessary information required to initiate the design of the registration process for your paid event. Below, you will find the event registration proposal checklist. Once you have gone through it, compiled the necessary information, and examined our samples in the tab above, you can submit your event. 

 Once we receive your information, our registration team will review it and then contact you to set up a preliminary design/registration meeting.

Event Registration Proposal Checklist

Before submitting your event request, please review the checklist below to ensure that all necessary items have been completed.

Click the image below to download the checklist.

Event Request Blackout Dates

During the weeks leading up to and following the ACGME Annual Educational Conference each year, there is typically a blackout period for event requests. An out-of-office notification will be active, and we will not be able to process new requests during this time. Please adjust your schedule accordingly. Limited support for registration concerning other meetings will be available in early November, coinciding with the opening of conference registration. An automated message may notify you of extended response times.

General Event Timeline

  • Inform the Registration team (registration@acgme.org) that you plan to submit interest, along with the proposed event date – six months prior to the event or sooner, if possible
    • The Registration team will inform you if accommodating your event will be possible through Cvent.
      • If the Registration team is unable to accommodate your event, you are still able to have the event for free.
  • Compile course materials, agenda, speakers, brochures, branding, hotel block details, and meeting space options – at least six months (24 weeks) prior to event
    • Work with Communications on brochure content, layout, branding, and editing.
    • Work with the Meetings team on hotel block options and meeting space.
  • Fill Out the Event Request Form – five months (20 weeks) prior to the event
    • Allow five days for review.
    • The final branded brochure (if you plan to have one) is due at this time.
    • All speakers/facilitators/presenters should be identified at this time with the following:
      •  A 1MB photo
      • Name
      • Institution
      • Job Title
      • Biography
  • Initial Event Request Review Meeting – 19 weeks prior to event
    • This meeting will include reviewing the request form, answering any questions, establishing the registration site timeline, and determining whether the CME or Distance Learning teams will be needed.
  • Event Site Build – 18-17 weeks prior to the event
    • The length of time required to build an event registration site will be determined during the initial event request meeting.
    • Course brochure, if included, and all outstanding information is needed prior to testing.
  • Primary Contact Testing – 16 weeks prior to event
    • This stage takes approximately one week, but is also dependent on the Registration team’s workload and time of year.
    • The primary event contact will test and review the site during this time. After any required edits have been made, there will be a review meeting.
  • Review Meeting – 15 weeks prior to event
    • This is when most edits are made and will give the planner and the Registration team time to review the content provided to attendees thoroughly.
  • Stakeholder Testing – 15-13 weeks before event
    • One week for review.
    • One week for event edits based on the review.
      • This should be light editing only; no major components can be overhauled at this stage without impacting the timeline.
  • Communications Review – 12 weeks prior to event
    • This is the final step of approval before any event registration can go live.
    • Once the registration site is live, the Registration team will provide the event planner with a registration link that can be used in communications on the website, in the weekly e-Communication, social media promotions, etc.
    • It is the responsibility of the primary contact to write the e-Communication announcement for the event and submit that to ACGMECommunications@acgme.org in accordance with the e-Communication deadlines. Reach out to Communications with any questions about that process. Note that all content in the e-Communication may be edited for style consistency.
  • Registration Launch Date – 11 weeks prior to event
    • After this point, there is a limit of five additional changes/edits to the registration site. It is critical that we have all essential and relevant information for attendees prior to this date.
    • Examples of acceptable edits after this date include replacing a speaker with another, changing session information, or changing web page information.
  • Registration Deadline – three weeks prior to event
    • This should be three weeks before the event starts or at the hotel cut-off deadline – whichever comes first.
    • Registrations can be transferred after this date, but no new registrations can be processed.
  • Event Start Date
    • After this point, the Registration team will set up the primary contact and up to two additional stakeholders (if requested) in the events access portal, where they can pull attendee roster details and other available reports as needed.