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Administrative Manual
Purpose
These policies and general operating procedures were enacted and are being adopted for
the effective administrative operation of the Cornea Center of Excellence. The purpose of
these policies and procedures is to serve as a reference tool in making decisions involving
the management and administrative operations of the Cornea Center of Excellence
program guide.
Biennial CorneaConference
The Biennial Cornea Conference brings together leaders in the field of cornea and ocular
surface to explore current basic and clinical research developments, building links between
this exciting new information and the numerous disease entities that afflict this portion of
the eye.
Beginning Stages:
1. Determine who the organizing committee will be for the upcoming conference.
The Chair and Co-Chair will make suggestions of whom to reach out to
An email request will go out to whomever is suggested by the Chair and Co-
Chair
The organizing committee invite email can be found at:
Corneaevents ► Biennial Cornea Conference ►Templates
►Invitation-BCC Organizing Committee
2. Schedule a meeting with the organizing committee to:
Review feedback/suggestions from previous conference
Determine CME credits be provided, if so how many
Explore possible industry relationships
Determine the funding level’s /benefits of sponsors
Determine the date of the conference
Determine the cost of registration
Decide Session topics
Decided the number of poster abstracts to be accepted
Determine poster guidelines to be used
Determine potential speakers and moderators
Fill out the potential speakers form to know who and in what order
to contact potential speakers. The potential speakers form can be
found at: Corneaevents ►Biennial Cornea Conference ► Templates
►Potential Speakers
You can create more session topic space if more is
needed
Decide who will give the:
J.Wayne Streilein Lecture
Claes H. Dohlman Lecture
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There is no template or formal way of inviting these
speakers. Committee members tend to invite these
speakers personally
Determine how long each speaker will have to present their talk
Determine how long each speaker will have for questions and
answers
Determine how long the general discussion will be at the end of each
session
The honorarium for named lecturers
What will be covered for the out of town speakers and/or moderators
Travel expenses
Airfare
Transportation from the airport
Hotel accommodations
Location
Number of days
Guest accommodations if at all
Meals
Where the Friday evening dinner will be held
If held at the Liberty Hotel cap at 95 total
How out of town guests will get to the dinner
What the conference souvenirs will be (i.e. mugs, water bottles)
3. Determine vendors for the following:
Lodging for out of town guests
Catering
Tables, Chairs and Linens Rental
Audio Visual
Web/Printing Services
Plaque Engraving
Poster Display Boards
Conference Souvenirs
4. Invite speakers to participate.
An email will be sent to suggested participants
The out of town speaker invite can be found in the events folder:
Corneaevents ► Biennial Cornea Conference ►Templates ►Out of
town speaker invitation
The local speaker invite can be found in the events folder:
Corneaevents ► Biennial Cornea Conference ►Templates ►Local
speaker invitation
Create a speaker info collection workbook to keep track of the speaker
responses received. This will be discussed in greater detail in the “speaker”
section of this manual.
5. Invite moderators to participate.
Email sent or asked in person by the Chair and Co-Chair
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An informational thank you for participating email will be sent once all of
the moderators have been confirmed. This will be the first email the
moderators will receive with all the information needed to moderate minus
the abstract.
This template can be found in the events folder:
Corneaevents ►Biennial Cornea Conference ►Templates ►
Moderator Informational thank you
A confirmation email will be sent a month (or once there is a confirmed
final program) prior to the conference. Be sure to attach the final version of
the program and the abstracts from the moderator’s session to the email.
This email template can be found in the events folder:
Corneaevents ► Biennial Cornea Conference ►Templates ►
Moderator confirmation email
6. Book the STARR Center once a date has been confirmed.
Contact: Glen_Robbins@MEEI.HARVARD.EDU
Be sure to book the room the day before the conferencebegins to allow for any
necessary deliveries
Alert the facilities manager with the dates the STARR Center has been booked
7. Schedule a meeting with the manager of web and graphic services at SERI to discuss the
conferenceneeds and timeline as well as present the conferenceinformation to be added to
the Schepens website.
The manager of web and graphic services will be presented with the conference
information:
Registration information for the conference and dinner
Hotel information
Conference dates
Location
Session topics
Speakers once confirmed
8. Order conference distribution lists (NEOS and ARVO) if necessary
They willbe used to advertise the conference
Getting organized
1. Once planning has begun for the conference create a sub-folder in the corneaevents
folder named for the conference (i.e. 28th Biennial Cornea Conference).
2. Click Corneaevents►Biennial Cornea Conference
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3. Once here create a new folder named the #th Biennial Cornea Conference (update
the number)
4. Click in the new folder created.
5. Begin to create the folders needed to save all conference correspondence. The
inside of the created folder should look like the picture below ▼.
This will be how to keep track of all incoming conference correspondence.
CME: Here is where any and all correspondence regarding Continuing
Medical Education credits will be saved. Sub folders can be created
for further organization.
Communications Materials: Here is where any correspondence
communicating information regarding the conference will be saved.
Sub folders can be created for further organization.
Feedback: This folder will contain the comments/ suggestions from
the year’s conference that have been typed into a word document, as
well as the outcomes assessment
Funding Requests & Grant Submissions: This folder will contain all
funding information related to the conference
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Moderators: This folder will contain any correspondence from the
moderators; each moderator should have their own sub-folder with
their last name.
Planning committee: This folder will contain any information
regarding the planning committee. Also the workflow timeline for
the conference should be kept here.
Plaques: This folder will contain any information that has to do
with the plaque, including the template and the invoice
Poster Session: This folder will contain all information
pertaining to the poster session. There is more detailed
information in the poster session section of this manual. This will
also include the guideline to be adhered to for the poster session.
Program: This folder will contain all information necessary for
putting together the conference program.
Reception: This folder will contain all information about the
reception on the Friday night of the conference. Include any
invoices, reception summary, etc.
Registration: This folder will contain the master list that will be
completed once individuals begin to register for the conference.
This folder will also contain the price’s designated for reception
Reimbursements: This folder will contain the vendor set up
forms as well as a form for every individual the conference will
reimburse their expenses.
Speakers: This folder will hold all of the speaker information.
Make a sub-folder for each session of the program and put session
pertinent information in that folder.
Create a speaker collection workbook to keep track of all
incoming speaker correspondence and information.
Travel awards: This folder will contain all correspondence
including wire information.
Vendors: This folder will contain a sub-folder for each vendor
used for the conference. In those sub-folders will be invoices or
any and all information that pertains.
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Fundraising
1. Meet with the organizing committee to compile a list of possibilities.
Determine if anyone has any personal connections
2. Complete any necessary grant applications.
This may be done in as far as a year in advance of the conference
3. Provide email/letter asking for financial support.
4. Provide the program schedule and chart with benefits listed at each funding level.
5. Check on fundraising progress regularly.
Intermediate Stages:
Speakers
1. Set up the speakers folder to resemble below▼ :
Create an Info for Speakers folder. This folder will hold all speaker
correspondence, this will include request for information as well as provide
session information for the speakers. Create subfolders by session titles and
this will break out the speaker info by session title
Create an Info received folder. Create a sub folder using the speaker’s last
name. Any correspondence regarding that person will be saved and their
named folder (abstract, bio, photo and returned speaker session information
forms.
Create and invitation sent folder. This folder will hold copies of all
invitations spent both local and out of town.
Create an RSVP folder. This will hold the name of every speaker invited and
the status on their reply. The RSVP can be found in the corneaevents folder:
Corneaevents ►Biennial Cornea Conference ►Templates ►RSVP
Create a Speakers Packets-Conference folder. This folder will contain the
speaker information that is being confirmed. They should be broken up into
local and out of town subfolders. These packets are created by the program
coordinator and sent out.
The Potential Speakers-BCC word document should be saved independent
of a folder and directly as saved above▲.
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2. After the meeting with the organizing committee send out the speaker invitation.
Note: there are two versions of the speaker invite: the local and the out-of-town
version.
The local speaker invite can be found in the events folder:
Corneaevents ► Biennial Cornea Conference ► Templates ► local speaker
invite
The out-of-town speaker invite can be found in the events folder:
Corneaevents ► Biennial Cornea Conference ► Templates ► out of town
speaker invite
Do not send an invite to the alternates unless needed. If others agree and
there is enough speakers for the session no need to reach out to the
alternates.
3. Create a speaker info collection workbook to keep track of all incoming speaker
information. This workbook will be kept in the Speakers folder located in the
corneaevents folder.
This template can be found in the events folder:
Corneaevents ► Biennial Cornea Conference ► Templates ►Speaker Info
Collection
The contact info tab is where any and all contactinformation will be
recorded for confirmed speakers.
The program info tab is for the information that comes from the
speaker detail and info request that will be sent back by confirmed
speakers.
The session info tab is where the talk session information is to be
recorded.
The hotel-reception-dinner tab will record travel information, hotel
check-in/check-out dates as well as responses for not only the
reception but the Friday night dinner as well.
The Info for hotel tab is created for the hotel vendor, to give the hotel
a complete list of guests staying there, check in/check out dates and
any special requests.
*** If you open the speaker info collection template, right click on the first tab
and click select all sheet. You then right click the first tab again, when the white
box pops up select the move or copy option. When the next box pops up change
the To: field to new (click the arrow for the drop down menu to come to this
option) then check the create a copy box at the lower left. This will create an
identical copy of the entire workbook. You can then begin to populate it with the
necessary information.
4. Create a Potential Speakers- sheet. This document with keep track of the speakers
who have confirmed and speakers that may need a gentle reminder. This will be
given to the organizing committee every couple of weeks for status updates and
any necessary assistance.
All speakers should be confirmed 8 months prior to the conference.
5. Once speaker confirmations have been received tentative talk titles are requested.
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6. Send out the tentative talk title- email as soon as a confirmation is received from
the invited speaker. This email template can be found in the events folder:
Corneaevents ► Biennial Cornea Conference ►Templates ► Tentative talk title
Talk title information will be used when submitting grants. This information
should be collect as soon as it can be.
Note when this email goes out the other information will be requested in the
future.
7. At the 6 month mark, send out the speaker detail and info request email. This
email serves two purposes. It will give the speakers information about the session
they are speaking in as well as request needed speaker information as it relates to
the conference.
This email template can be found in the events folder:
Corneaevents ► Biennial Cornea Conference ►Templates ► Speaker
detail and info request
8. 3 months prior to the conference send out the info confirmation & final details
email. This will confirm for the speakers their hotel, presentation, and reception
information. This email template can be found in the events folder:
Corneaevents ► Biennial Cornea Conference ►Templates ► Info confirmation &
final request
9. Send out reminders 1 month, 1 week, 1 day before the conference
10. Send thank you email to speakers, also reiterating the need for original receipts.
Also giving a deadline for them to be in to us. (Amy and I will create a template for
this)
Print Materials
1. Have the welcome confirmed by the Chair and co-chair.
2. The abstracts (speaker’s and poster) need to be compiled into separate word
documents so they will be ready to be included in the conference program.
Speaker talk abstracts should be compiled in the order they appear in the
conference
Speaker biographies should be compiled in alphabetical order by last name
Moderators
Speakers
The poster abstracts should be compiled in alphabetical order by the last
name of the first author
Once this is done all documents will be sent to the manager of web and
graphic services at SERI to be added to the conference program
3. The following will need to be confirmed then printed:
Programs
Receive all finalized speaker abstracts and biographies 2 months
prior to the conference
Receive all finalized poster abstracts 2 months prior to the
conference
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The final program should be confirmed 3 weeks prior to the
conference
Conference Souvenirs
Mugs/cups etc. are ordered by the manager of web and graphic
services from SERI
Anything received broken can be returned for a credit
Signage-printed by the manager of web and graphic services from SERI
Welcomes
Directional/informational
Sign for the podium
Poster themes
If broken up by theme one for each display location with the
theme displayed
Maps
Post cards
Send out 1 year prior to the conference
Created by the manager of web and graphic design located at SERI
Tri-folds
Send out 6 months prior to the conference
Plagues
1. Plaques are to be ordered 2 months prior to the conference.
The Dohlman Lecture Plaque template can be found in the events
folder: Corneaevents ► Biennial Cornea Conference ►Templates
► Dohlman Lecture Plaque
The Streilein Lecture Plaque template can be found in the events
folder: Corneaevents ► Biennial Cornea Conference► Templates
► Streilein Lecture Plaque
2. The template will then be sent to the decided upon vendor. A price quote
will result from this.
3. Request a check from AP masters for the price quoted.
4. Once check is received pick up then the plaques can be paid for and picked
up.
Website
1. Add the conference information to the Google calendar once confirmed.
The program coordinator will add this information
2. Send the conference information the manager of web and graphic services from
SERI to have it added to the Ophthalmology calendar.
Peter_Mallen@MEEI.HARVARD.EDU, cc: Peter_Leslie@MEEI.HARVARD.EDU
3. Add the conference registration information to the Schepens website once
confirmed.
The manager of web and graphic services from SERI will add this information
4. Add complete hotel information once information has been confirmed.
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The manager of web and graphic services from SERI will add this information
5. Add the Travel Award winner information to the Schepens website once all winners
have been named and notified.
This program coordinator will provide this information to be added to the
website.
Catering
1. Reach out to food vendor to begin to construct the menu.
Send the program to determine the number of meals, snacks, etc. needed
Check registrations to determine if there are any food restrictions or allergies
relaying all necessary information to the catering vendor
Safest not to choose anything that contains any kind of nuts
Be sure to include at minimum gluten free, vegetarian and vegan options
2. A week prior to the conference confirm complete menu with catering vendor.
3. Confirm catering vendor will put linens on the tables.
Facilities Management
1. Contact facilities manager at: James_Aversa@MEEL.HARVARD.EDU for all facility
needs.
2. Present the facilities manager with a workflow timeline of the conference needs.
3. The facilities manager will inform the in-house maintenance staff of the conference
needs:
Get the confirmed floor plans to the facilities manager so maintenance will
know how to set up the tables in the STARR Center
Forward workflow to the facilities manager-this will include a timeline of
when tables will need to be put up/ broken down. Also when areas will need
to be cleared for the poster session
When the poster display boards will be delivered by the vendor
The loading dock at Schepens will take too long so the facilities
manager will need to grant access to the STARR Center receiving dock
and elevator
4. Facilities will contact security to ensure the STARR Center doors will be unlocked on
the dates and times needed for the conference.
5. Provide the facilities manager with copies of the rental invoice, this will ensure that
facilities management receives what they are supposed to (i.e. correct number of
and type of tables to be received etc.).
6. Ensure a comfortable temperature in the auditorium prior to the conference.
General
1. Send an informational email to ALLSERI Staff.
This will give the conference dates alerting to the closing of the cafeteria and
or any conference rooms that may be used during the conference
2. The bell used during the conference can be obtained from Ophthalmic Education
and returned to upon the completion of the conference.
3. Mugs/water bottles
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The manager of web and graphic design from SERI will order
4. Cab Vouchers can be obtained from the Social Work department.
Contact Janis Huettig, the Director, 3 days in advance
You have to know the address the persons is going to
If there is a charge back account it can be put on the voucher. Otherwise put
“charge back?”
The department uses Boston Cab (617)536-3200
Record Keeping
1. Create the following lists to keep accurate records:
Master registration list (this will include everyone who has registered for
the conference)
Speakers and moderators will need to be manually added to this list
This list can be obtained from the manager of web and graphic design
from SERI
This list will be updated regularly with the list received from the
Manager of web
Closer to the conference it will be updated weekly
This is also the list the badges will be printed from
The badge template can be found in the events folder:
Corneaevents ► Biennial Cornea Conference
►Templates ► badge template
Dinner list
Include all guests that will attend and any necessary comments
Poster presenters
Parking
Only covered for speakers and moderators
A template of the master registration list workbook can be found in the
events folder:
Corneaevents ► Biennial Cornea Conference ►Templates ► Master
Registration list
Poster Session
1. Send out the call for abstracts email. This template can be found in the events
folder: Corneaevents ► Biennial Cornea Conference ►Templates ► Call for
abstracts
Firmly stick to the given deadline
Firmly stick to the agreed upon number of poster to be accepted
2. Once a poster has been accepted, send out the Poster Accepted email. This template
can be found in the events folder:
Corneaevents ► Biennial Cornea Conference ► Templates► Poster Accepted
3. Create an abstract submission list to track incoming submissions. This template
can be found in the events folder: Corneaevents ► Biennial Cornea Conference
►Templates ► Abstract Submission List. It should include the following:
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Authors first and last name
Institutional affiliation
Title of abstract
City
State
Notes
4. Create a poster presenter contact list to track the incoming correspondence.
First and Last name of poster presenter
Email contact
This information can be found in the events folder:
Corneaevents ►Biennial Cornea Conference ► Templates► Poster Presenter
Contact List
5. Record the responses as you receive them
Create a spreadsheet to keep track of what has come in
Create a folder named submitted abstracts-▼.
As each presenter sends in their information save the abstract by presenter
first name as shown below▼.
6. Once all the poster abstracts have been received, combine them in a word document
in alphabetical order by first author’s last name. This completed document will be
added to the conference program.
7. Once the number has been chosen of how many posters will be accepted reach out
the vendor to be used for the poster display boards.
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Use the floor plans located in the events folder at:
Corneaevents ►CCOE Info ► SERI Floor plans
8. Create an abstract titles spreadsheet that contains the following:
Author name
Title of abstract
Room Assignment
Key grid of what the themes for the session are
This will allow for breaking the session up into themes
This will also allow for assigning numbers to the posters
This information can be found in the events folder: Corneaevents ►
Biennial Cornea Conference ► Templates► Abstract Titles
9. Print out this spreadsheet and hang outside the location the posters will be
displayed.
10. Email the poster presenters to give them their room assignment
This should be done 2 weeks prior to the conference
Create a spreadsheet that is broken up by theme
Advertising/Announcements
1. A save the date announcement should be created once the date of the conference
has been confirmed. This information can be found in the events folder:
Corneaevents ►Biennial Cornea Conference ► Templates ► Save-the-date
announcement
This will go out to the following distribution lists:
All HMS Ophthalmology Faculty Ophthalmic Staff ARVO Purchased
All CCOE Faculty All SERI Staff Past Dohlman Fellows
MEEI Residents CCOE Retreat List Previous BCC Attendees
MEEI Clinical Fellows Observers/Visitors NEOS
MEEI Cornea Clinical Fellows Community Physicians Development & PR
All MEEI Research Trainees
The above distribution lists can be found: Corneaevents
►Distribution Lists ► Distribution Grid.
Cut and paste the lists into the BCC field when sending the email. It
may have to be sent in two parts.
Post Conference:
Reimbursements
1. Give a 30 day cutoff date for participants to get all receipts in to be processed for
reimbursement.
2. Once receipts have been received prepare a vendor set up form.
Vendor set-up forms need to be created for every participant requiring a
reimbursement.
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Filling out the form, the top needs to be completed and answer the PHI
questions below.
An example of this form can be found in the 28th Biennial Cornea Conference
folder under speakers ►reimbursements ►vendor set up form
3. Print it out and then sign it.
4. Scan in the vendor set-up form and email to:
apvendors_apvendors@MEEI.HARVARD.EDU
5. Save a copy in the speaker’s folder.
Parking
1. Get the validating machine from Mary Gallagher.
2. Compile a list of all who received a parking stamp.
3. Return the list and the stamping machine to Mary Gallagher.
4. She will submit the list for payment.
Outcome Assessment
1. Compile all the answers to the assessment, counting each question and recording
them on the assessment.
2. Compile a list of all complaints/suggestions made.
3. Bring to the first CCOE meeting scheduled after the conference.