Academy Course Host Checklist

SIGN HOST CONTRACT

  • Sign the course hosting agreement with the Academy

  • Designate your On-Site Host Coordinator: The on-site coordinator is responsible for the course logistics and operations, and should be on-site throughout each day of the course to troubleshoot and problem-solve. Instructors and the Academy Office must be able to communicate among themselves and with the on-site coordinator at all times.
  • Book meeting space(s) for the course

  • Review the Supply Manifest and share any questions with the Academy

1 MONTH BEFORE COURSE

  • Make all final arrangements for required lab equipment and supplies (e.g. hi-lo tables/plinths, linens, pillows, flat sheets, lab supplies as listed in the supply Supply Manifest)
  • Send comp spot information (names/email addresses) to the Academy at kalki@aptapelvichealth.org 

2 WEEKS BEFORE COURSE

  • You will receive an e-mail from the Academy introducing you to the contracted Instructors and Teaching Assistants.
  • Contact faculty to schedule a site visit 1 day prior to the course (you will receive an e-mail 2 weeks prior to each course where faculty are CC'd so that you can connect)
  • Familiarize yourself with the course's Time Ordered Agenda so that you are aware of all the break times, lunch hours, start/end times.

WITHIN THE LAST WEEK BEFORE COURSE

  • Purchase any remaining necessary supplies listed in the course Supply Manifest

  • Contact the building engineer to confirm that AC/Heating will still be on during weekend (note: some facilities turn off AC/heater on weekends)

  • Take inventory of received course material shipments and sponsored giveaway shipments (Please check your Host Portal)

  • Order catering or food delivery for all AM/PM snack/refreshment breaks (2–3 weeks ahead if using on-site catering services) or go shopping for morning/afternoon snacks. (See Food & Beverage Snack Recommendations)

1 DAY BEFORE THE COURSE

  • Host the scheduled Site Check Visit with Academy Faculty

  • Ensure that the restrooms are fully stocked for the weekend (make sure there are extra toilet paper rolls, paper towels)

  • Set up Registration/Sign-In Table. Registration must begin 30 minutes prior to the start of the course on the first day. If the course begins at 8:00 am on the first day, then registration begins at 7:30 am. Be present at the registration table before 7:30 am.

  • Set up the lecture room and lab room in accordance with the Supply Manifest

  • Set up the Display Table for any sponsored product displays
  • Set up a Water Station Table (Table that has bottled water or water pitchers)
  • Set up trash cans and extension cords throughout the room

  • Post Do Not Disturb signs on doors/walls to ensure privacy 

  • Test the AV Equipment, Wi-Fi, Laptop / Projector connection

  • If hosting a PH1 Combined course or PH1 Lab course, make sure to charge any devices in advance and connect all devices to the wi-if - this is very important (e.g. Myonyx Devices, Tablets)
  • Assemble any swag bags (PH1 Lab, PH2 Lab, PH1 Combined, OB AntePost Lab, OB Intra Lab)

DAY OF THE COURSE

  • Ensure that the Breakfast snacks/refreshments table is set before registration

  • Have each participant sign the attendance sheet (provided by the Academy)

  • Give each participant his or her name badge sticker (provided by the Academy)

  • Give each participant a copy of the printed lab workbook (if provided/shipped)

  • Provide the Wi-Fi password to participants/faculty

  • Distribute a written list or map of Nearby Restaurants in walking distance to the site

  • Once everyone takes a seat for the course, introduce yourself and the overall layout of the facility, especially bathrooms. Let participants know that the schedule will include a beverage break, snack, and a one-hour lunch break each day of the course. Lunch is one hour to meet the number of contact hours for the course. You can introduce the instructors and lab assistants or have them introduce themselves.

DURING THE COURSE

  • Please make yourself available throughout the course to the Instructors and Teaching Assistants

  • Help direct course participants to the bathrooms
  • Restock any lab supplies as needed
  • Resolve any AV issues that may come up

LAST DAY OF THE COURSE

  • Repack course-related shipments after conclusion of the course and have ready for pickup by UPS the following business day (usually Monday morning). Check your e-mail on Monday for a shipping return label from Kalkidan Gizaw, Senior Manager.

  • Scan your receipts and complete the electronic Host Site Reimbursement Report within 7 days after the course for prompt reimbursement.