Use this checklist to plan continuing education (CE) programming for healthcare professionals, including workshops, seminars and training sessions offered for professional credit. CE events carry documentation and compliance requirements beyond standard event planning — coordinate with your department’s CE contact or UF CME early in the process.
Phase 1: Before your event
CE compliance and accreditation
- Confirm whether your event will offer accredited CE credit and through which accrediting body.
- Contact your department’s CE coordinator or UF Continuing Medical Education (CME) to initiate the accreditation process — do not assume CE credit can be added after planning has begun.
- Identify and document learning objectives — CE accreditation bodies require measurable, outcomes-based objectives.
- Confirm speaker eligibility — some CE accrediting bodies restrict presentations by employees of pharmaceutical or medical device companies; confirm any restrictions before finalizing speakers.
- Collect required disclosures from all speakers, including financial relationships and conflicts of interest.
Venue and logistics
- Confirm the event date, time and venue via EMS or the Vendors and Venues Guide.
- Ensure the venue can support CE delivery: adequate A/V, accessible layout and sufficient seating.
- If offering hybrid CE, confirm your platform can support the documentation requirements for remote learners.
- Review accessibility requirements — see the Accessibility Guide.
Budget and purchasing
- Download and complete the Budget Template.
- Note CE accreditation fees in your budget — these vary by accrediting body and credit volume.
- Submit a PAR for all event expenses before placing any orders.
- Confirm your chart field and spending authorization with your fiscal administrator.
Speaker and content preparation
- Send speaker invitations and confirm participation and presentation topics in writing.
- Collect speaker bios, headshots, presentation titles and learning objectives for each session.
- Request presentation slides in advance — CE events often require slides to be reviewed before delivery.
- Brief speakers on any disclosure or content requirements specific to your accrediting body.
Registration and attendance tracking
- Establish a registration system — CE credit requires verified attendance records.
- Determine how you will track attendance for credit: sign-in sheets, digital check-in or a platform with built-in tracking.
- Communicate CE credit details clearly in all event promotion — include how many credits are offered, what type and what participants must do to receive them.
Communications and promotion
- Send an event announcement to your intended audience — for CE events, be specific about the credit type and amount; see AI Prompt Templates.
- Highlight CE credit prominently in all promotional communications if it is a draw for your audience.
- Send RSVP reminders and logistics details to confirmed registrants closer to the event date — see Communication Templates.
Phase 2: During your event
Day-of tasks
- Arrive early and confirm A/V and room setup.
- Manage attendee sign-in and ensure all required attendance documentation is collected — this is non-negotiable for CE credit.
- Distribute any required pre- or post-assessment materials at the appropriate time.
- Monitor session timing — CE events have specific time requirements tied to credit hours; sessions that run short may affect credit validity.
Phase 3: After your event
Credit administration (within one week)
- Submit attendance records and any required documentation to your CE contact or UF CME.
- Distribute certificates of completion to attendees who met attendance requirements.
- Process any post-event assessments required by the accrediting body.
Wrap-up
- Send post-event thank-you emails to speakers — see Communication Templates.
- Submit expense documentation to your fiscal administrator.
- Archive attendance records, speaker disclosures and program materials per your department’s records retention policy.
Last Reviewed: 7/14/26 | Submit a Revision