Event Planning

A successful conference or webinar begins with solid planning. Get templates, speaker resources, guidelines, and more. Use these resources to plan and execute your next chapter event. You’ll find information and best practices for selecting speakers, managing Cvent, promotions and public relations, and education and CPE guidelines. 

Maximize efficiency with checklists and tips for leading discussions during chapter planning sessions.

Speaker resources – Request an HFMA speaker or select an expert from one of HFMA’s Peer Reviewed organizations.

Past National Chairs Topics and Speakers – The past National Chairs have agreed to speak and chapters should work directly with them to cover travel and hotel expenses.

Education program planning template – Use to design an education program

Case study format

Cvent resources – Find out about the onArrival check-in, and other Cvent support resources.

Cvent – eMarketing training – Learn how to organize and manage newsletters, promotions, advertisements, and marketing messages in Cvent.

Cvent – eMarketing training – Learn how to organize and manage newsletters, promotions, advertisements, and marketing messages in Cvent.

Press release templates – Use these templates to acknowledge chapter and individual achievements.

CPE checklist for promo materials

CPE guidelines – Use these helpful guidelines for planning and promoting your education events. For additional questions, contact HFMA’s Certification Department.

Media Coverage at Events

Media coverage permission form

Free Polling Tools: Research was done to determine the best resources for free polling. Two front-runners emerged – Polltab and EasyPolls.

  • Polltab provides a free service with no user registration, displaying real-time voting results and the option to use social authentication for added security.
  • EasyPolls is free to use for everyone. There are premium features that cost a little, but you can create great polls without paying anything.
  • Review your Force Majeure/Impossibility Clauses.
  • Review Cancellation Clause, Determine Damage Dates and Total Penalties.          
  • Understand the state, county and city restrictions/guidelines on gatherings.
  • Determine if there any travel bans in city/state where meeting is located (i.e. mandatory quarantine for people traveling to meeting location)?
  • Understand your attendees individual travel restrictions (this may help in proving that a percentage of your attendees are impacted from attending your event should it be in your Force Majeure/Impossibility language).   
  • Review the “Opening Up America Plan” and determine what Phase the state of your meeting location is in (exact plans may vary state to state) 
  • Timing is important. Most venues will only accept Force Majeure/Impossibility within a month or two of contracted dates. If your cancellation penalty is within the maximum widow, there is no rush to cancel immediately. It may be beneficial to wait and see of the Force Majeure/Impossibility Clause will take effect. However, be prepared to pay the cancellation penalty should restrictions expire.    
  • Discuss options with your venue:
    • If Force Majeure/Impossibility does not apply, are you able to postpone your event and apply the cancellation penalties to a future booking. 
    • If proceeding with the conference, talk to venue about reducing attrition exposure and food and beverage minimums


Questions to ask during a chapter planning call

Tips for effectively leading a group discussion

For assistance or inquiries, email the Volunteer Experience Team