OnSites - Planning Your Program
OnSite vs. Public Programs
OnSite vs. Public Programs — why bring ACPE to you?
A major benefit of OnSite programs, along with content customization, is your ability to enable 100 members of your organization to learn together instead of sending them separately to an external program. Cost savings also are significant.
ACPE staff will be happy to provide a estimated budget for each program you plan. Contact staff via email or by calling 800-562-8088.
Timing
When to schedule your meeting
Charges for many items related to meetings (room rental, etc.) increase around holidays and "peak" seasons. Some charges for facilities and many speakers are higher for weekend dates than during the week. Also, speakers are paid by the day, so if you need someone to speak for only ½ day, try to find another way to utilize them for the second half of the day --consulting with your CEO, for instance.
Preparing for Conflicts
Be sure to check the calendars of key attendees before choosing your date(s). Try to have a few different possibilities available to accomodate conflicts.
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Location
In your facility or off site?
Meetings in your own facility will most likely cost less than those in an outside facility, but "getting away" can also be beneficial. External site charges may include: room rental, transportation costs, food & beverage costs, service charges and box handling charges. Some costs fluctuate with the season-especially room rental and airfare.
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Attendees
Attendees — who and how many?
Arrangements vary depending upon your audience. There is an additional charge for each person per day over 40 for graduate credit courses. Variable costs may include food & beverages (seated dinners or box lunches?), materials reproduction and shipping, size of room required (rental cost), and CME certificates.
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Average Costs
Average cost for content development and delivery
OnSite Educational Programs cost an average of $6,000 to $9,000 per day per faculty. This includes: honoraria, airfare and car rental, lodging and expenses, course materials, CME certificates, evaluations and administrative development charges up to 40 people.
Non-ACPE costs include invitiations, refreshments, room, equipment, and rental.
How to get the most from your budget:
- Schedule your program for a weekday
- Don't schedule around holidays
- Spread a 4-day program over 1 year — a meeting every quarter can span budget cycles
- Negotiate room rental with the facility if you plan a seated food function
- Have more than 10 attendees
- Schedule one faculty per day, rather than 2 for ½ day each
- Schedule your program well in advance.
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