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 or flat sheets/pillow cases, pillows, flat sheets, lab supplies as listed in the supply Supply Manifest)
  • Send comp spot(s) information (names/email addresses) to the Academy at kalki@aptapelvichealth.org 

2 WEEKS BEFORE COURSE

  • You will receive an e-mail from the Academy where the contracted Instructors and Teaching Assistants will be CC'd.
  • Contact faculty to schedule a site visit 1 day prior to the course if faculty are available earlier.
  • Familiarize yourself with the course's Time-Ordered Agenda so you are aware of all break times and lunch hours.

WITHIN THE LAST WEEK BEFORE COURSE

  • Purchase any remaining supplies listed in the course Supply Manifest

  • Contact building security to ensure participants can access the facility over the weekend. If you are hosting a pelvic course (PH1 Lab, PH2 Lab, PH1 Combined), make sure that the building turns off security cameras in the lab rooms, as participants and/or models may be undressed during labs.
  • Contact the building engineer to confirm that AC/Heating will still be on during the weekend (note: some facilities turn off AC/heater on weekends)

  • Take inventory of received course materials and sponsored giveaway shipments. Reconcile with the expected shipments listed in your Host Portal.

  • Order catering or food delivery for AM/PM snack/refreshment breaks (2–3 weeks ahead if using on-site catering services) (See Food & Beverage Recommendations)

1 DAY BEFORE THE COURSE

  • Host the scheduled Site Check Visit with Academy Faculty if faculty are available the day before the course. This depends on faculty travel plans and arrival. If you are a recurring host, a site visit might not be necessary as long as you execute all the required steps listed in the Course Supply Manifest instructions.

  • Ensure the restrooms are fully stocked with extra toilet paper rolls and 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 with bottled water or water pitchers if a water filling station is not near
  • Arrange trash cans and extension cords throughout the room

  • Post Do Not Disturb signs on doors/walls to ensure privacy and cover windows if there are no blinds.

  • In pelvic courses (e.g. PH1 Lab, PH2 Lab, PH1 Combined), security cameras in the lab room MUST be covered and coordinated before the course with the Security Department of your facility

  • Test the AV Equipment, Wi-Fi, Laptop / Projector connection, microphone/lavalier for instructors

  • If hosting a PH1 Combined course or PH1 Lab course, charge all devices in advance and connect all devices to the wi-fi (Required for Myonyx Devices and Tablets).
  • Assemble course swag bags (PH1 Lab, PH2 Lab, PH1 Combined, OB AntePost Lab, OB Intra Lab) according to the instructions listed in the Course Supply Manifest.

DAY OF THE COURSE

  • Ensure the Food & Beverage table is set before registration

  • Give each participant a name badge sticker provided by the Academy

  • Give each participant one printed lab book (if shipped by the Academy. While all CAPP labs and in-person courses have a lab book, other courses might not)

  • Provide the Wi-Fi password to participants/faculty

  • Distribute a list or map of nearby restaurants/lunch options within walking distance to the site

  • Once the course begins, the instructor will welcome the class and introduce you. When prompted, please explain the layout of the facility, especially where bathrooms are located, where the water, beverages, and food are, and share the list of lunch options. If leaving the building at lunch, which doors can be used to re-access the classroom (some doors lock from the outside at some facilities on the weekends)

DURING THE COURSE

  • You must be available throughout the course to the Instructors and Teaching Assistants

  • Help welcome course participants upon their arrival and guide them to the bathrooms initially as needed
  • Restock lab supply stations as needed
  • Resolve any AV issues that may come up and stock microphone batteries if needed

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.