As summer winds down, it’s not just students who need to prepare for a “return to the classroom.” For many of our clients, this time of year marks the peek period of tradeshow season and hosting live Continuing Education (CE) events. But what all goes into planning a successful classroom event?

This guide aims to walk you through the process, providing a clear timeline and comprehensive checklist for hosting your next live CE event. By working backwards from your event date, you can ensure all necessary steps are completed in a timely manner, leading to a smooth and successful educational experience for all attendees.

The Ultimate CE Event Planning Checklist

90 Days Before Event Day 📅

1. Book Your Venue Early: Securing your “classroom” as soon as possible is crucial to avoid last-minute scrambles. Choose a venue that’s accessible and can comfortably accommodate your expected number of attendees.

2. Decide on Attendance Tracking Method: If you plan to use electronic sign-in, it’s best practice to contact Quest CE early. Ensure your chosen method can track essential attendee information, including full name, email address, business details, license information, and entry/exit times.

60 Days Before Event Day 📚

3. Verify Course Approval: It’s essential to confirm that the course you plan to deliver is approved for all creditable states and designations. Familiarize yourself with the QuestTrak system to easily view course approvals.

4. Verify Instructor Approval: Confirm that you or the designated instructor is approved to teach for the relevant states and designations. If additional approvals are needed, initiate the process for requesting them well in advance.

45 Days Before Event Day 🏫

5. Submit Seminar Request: Alert Quest CE of your event plans by submitting a seminar request. This step is crucial for proper event registration and management. Familiarize yourself with the process of setting up classroom, webinar, or Super CE events in the system.

6. Market with Enthusiasm: Begin promoting your event as if it’s the most exciting educational opportunity of the year. Utilize various marketing channels to reach your target audience and highlight the value of attending your CE event.

10 Days Before Event Day 📝

7. Prepare Event Materials: Quest CE will provide essential on-site materials, including roster sheets (if not using electronic sign-in), evaluations, and state announcements where applicable. If using electronic sign-in, coordinate with Quest CE to potentially load these materials into your system.

Event Day 🎓

8. Set-up and Deliver your CE Presentation: Arrive early to set up your electronic sign-in/out system (if you plan on using one) and ensure everything runs smoothly. Be aware of state-specific requirements, such as Arkansas, Texas, and Washington not allowing electronic sign-ins, while Alaska, California, Idaho, and South Dakota require wet signatures in addition to electronic processes. Have paper sign-in sheets ready for these exceptions.

After the Event 📊

9. Compile and Submit Attendee Information: Once your event concludes, compile a sorted spreadsheet with all attendee information and submit it to Quest CE within five business days. Quest CE will then process credits within five business days of receiving the completed attendance sheets. Attendees will receive an email with instructions on how to print their course completion certificates once the credits have been processed.

Remember, hosting a successful CE event involves many steps, but proper planning and organization can make the process smooth and rewarding. Keep your attendees informed at every stage, from registration to post-event follow-ups. By following this comprehensive guide and working backwards from your event date, you’ll ensure that your CE event is as well-organized as the first day of school.

Happy planning, and here’s to a successful “school year” of continuing education!