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MHAUS Event Template
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EVENT TEMPLATE SAMPLE

MHAUS is proud to have the support of so many people in local communities all donate their time, talents and resources to help build awareness about Malignant Hyperthermia through conferences such as the one day MH Mini Conference and MH Scientific Conferences; events to raise funds, and interviews to help support the MH Hotline, outreach, and research. If you are interested in planning to co-host an event MHAUS has staff champions to help you every step of the way. See the template below for reference and for more information contact Fay at: 607-674-7901 or by email at: Fay@mhaus.org 


The example template below is one used to co-host the Let’s Save a Life MH Mini One-Day Conference and can be easily adapted for other types of event. The MH Mini Conference is an easy way to talk about Malignant Hyperthermia in your community and offers for healthcare professionals, students, patients, and families the opportunity to learn the basics on how to recognize, diagnose, and treat Malignant Hyperthermia and talk with MH experts affiliated with MHAUS. Educational credits are available and lunch is included.


Agenda for Let's Save a Life One Day MH Mini Conference:

10:00 - 10:30 a.m. Registration

10:30 - 10:45 a.m. Welcome & Opening Remarks

10:45 - 11:45 a.m. Session One: What Patients & Their Families Need to Know about MH

11:45 - 12:45 p.m. Lunch is included

12:45 - 2:00 p.m. Session two: What’s New and What’s Next in MH

2:00 - 3:00 p.m. Session three: Update on Genetic Counseling: Genetic Counseling for

Families with Malignant Hyperthermia

3:00 – 4:00 p.m. Questions & Answers

Closing remarks




CO-HOST TASKS

  1. ☐  DATE: Select event date that is a Saturday and not a holiday and has the fewest conflicts. 

  2. ☐  LOCATION: First select location that is attractive to attendees, easy access, close to parking, seats 100-200 people, has adjustable lighting and ventilation controls, room for buffet, and has podium, public address system, slide projector,audio visual person on site during Conference, and wifi if possible. MHAUS Staff Champion is Fay K.

  3. ☐  EVENT DESCRIPTION: The event template below is for a MH Mini Conference. If your event is something else, please write a description that can be used in event publications and press.

  4. ☐  AGREEMENT: Email the following paragraph to Fay at MHAUS, "This email serves as Memorandum of Understanding and confirms I agree to plan an event named "[Name of your event]” with MHAUS. This memorandum is in effect from the date of this email until three business days after the event date of [enter conference date here].” MHAUS Staff Champion is Fay

  5. ☐  CONTACT LIST: List people connected to event and include first and last name, credentials, workplace, position title, email, work phone, cell phones and if okay to text on day before and day of event. Fay Kovack, MHAUS Fulfillment Administrator, fay@mhaus.org, w: 607-674-7901 x203, c: will provide cell before event, okay to text. Identify the PR contact(s) and ask how logo, name, and url should be used in event publications. Identify MH patient or families from area and ask them if they would agree to be interviewed by press and speak at the event. MHAUS Staff Champion is Fay

  6. ☐  COMMENTS FROM EVENT ORGANIZERS AND PLANNERS: Used in conference publications. Face photos no smaller than 300 x 400 pixels and quotes up to 100 words why you are organizing this event. MHAUS Staff Champion is Fay

  7. ☐  FOOD: Identify catering companies the facility uses to provide: morning- coffee, tea and water. lunch- sandwiches, soup, salad, coffee, and cookies; budget not to exceed $1500. MHAUS Staff Champion is Fay K.

  8. ☐  LODGINGS: Suggest hotels close by conference, if possible one serving continental breakfast to save on food and travel cost. MHAUS Staff Champion is Fay K.

  9. ☐  PROMOTION: Send event information to people and organizations you know would be interested. MHAUS Staff Champion is Fay

  10. ☐  AUDIO AND VISUAL: Get contact information of person on duty during Conference. MHAUS Staff Champion is Fay K.

  11. ☐  REGISTRATION: Two or more people will be needed to manage attendee check in a distribution of event materials. MHAUS Staff Champion is Fay K.

  12. ☐  SIGNAGE: Prepare signs to install on day of event to help attendees navigate to parking and event place on the day of the event. MHAUS Staff Champion is Fay K.

  13. ☐  DINNER FOR EVENT PLANNERS AND SPEAKERS THE NIGHT BEFORE: Scout casual restaurant for volunteers, speakers and others to meet the night before. MHAUS Staff Champion is Fay K.

  14. ☐  DINNER AFTER EVENT: Scout casual restaurant for volunteers, speakers and others to keep talking. MHAUS Staff Champion is Fay K.

  15. ☐  EVENT DAY: Be happy the event is here! Setup registration and membership tables, signage, roller shade banners, and photo area. MHAUS Staff Champion is Fay K. 


MHAUS TASKS

  1. ☐  SPEAKERS: Solicit speakers from MHAUS MH Hotline and Professional Advisory Council for Conference topics: 1) What Patients and Their Families need to know about MH, 2) What’s New and What’s Next in MH, and 3) Update on Genetics Counseling for Families with MH. Share criteria, event date and place, and blank MHAUS PowerPoint template, and request photos of at least 300 x 400 pixels in size, and quotes on why MH education is important to healthcare professionals and or patients. MHAUS Staff Champion is Fay

  2. ☐  EDUCATION CREDITS: If CEUs and CMEs are offered identify who is completing the application, who is supplying credits and associated costs. MHAUS Staff Champion is Fay K.

  3. ☐  PHOTOS AND QUOTES FROM SPEAKERS: Used in conference publications. Face photos no smaller than 300 x 400 pixels and quotes about why MH education/preparedness is important in their facility and or community from Co-Hosts, Facility, and Speakers. MHAUS Staff Champion is Fay

  4. ☐  LINKS: Create link to download brochure and to event. MHAUS Staff Champion is Fay

  5. ☐  SOCIAL MEDIA: Assign tag to event. MHAUS Staff Champion is Fay

  6. ☐  INTRODUCTORY REMARKS: Identify who is making welcome remarks: Co-Host(s), patients, other? MHAUS Staff Champion is Fay

  7. ☐  BROCHURE: Complete registration brochure; adding educational credit and speaker details as they become available. MHAUS Staff Champion is Fay:

  8. ☐  EVENT CALENDAR: Add event to calendars associated with Co-Host and MHAUS. MHAUS Staff Champion is Fay

  9. ☐  MEDIA INTERVIEWS: Solicit interviews from media. MHAUS Staff Champion is Fay

  10. ☐  SEND FLYERS: Mail out to lists available to Co-Host and MHAUS. MHAUS Staff Champion is Fay.

  11. ☐  FIRST PRESS RELEASE: Announcing event. MHAUS Staff Champion is Fay

  12. ☐  SECOND PRESS RELEASE: Featuring quotes from organizers and speakers. MHAUS Staff Champion is Fay.

  13. ☐  CHECK ATTENDANCE TO AVOID CANCELLATION: 100 Registrants needed to avoid cancellation of the event 10 weeks before event date. MHAUS Staff Champion is Fay.

  14. ☐  BOOK FLIGHTS: For speakers and MHAUS staff attending thte eveent. MHAUS Staff Champion is Fay K.

  15. ☐  MESSAGE ATTENDEES ABOUT EVENT: Identify people who will be taking casual photos. MHAUS Staff Champion is Fay.

  16. ☐  EMAIL ATTENDEES CONFIRMATION: Email confirmation receipt reminders to attendees. MHAUS Staff Champion is Fay K.

  17. ☐  ASSEMBLE ATTENDEE MATERIALS: Assemble attendee packets that include syllabus, patient wallet cards, medical pocket cards & MH Hotline stickers, etc. MHAUS Staff Champion is Fay K.

  18. ☐  CONFERENCES SUPPLIES: Prepare Conference Supplies including roller shade display Let's Save a Life and membership if possible, laser pointer, attendee packets, speaker name tags, MHAUS and Co-Host logo wall, marker, tape, scissors. MHAUS Staff Champion is Fay K.

  19. ☐  SIGN IN SHEET: Make sign in sheets day before staff leaves sorted by last name. MHAUS Staff Champion is Fay K.

  20. ☐  SHIP EVENT SUPPLIES: Ship Conference supplies FedEx ground ten days before. MHAUS Staff Champion is Fay K.

  21. ☐  WRAP UP REPORT: Begin wrap up report during event and over next three business days. Attendance totals: subtotals for healthcare professionals, students, patients and families. Participation and reactions: Notes and comments from attendees and speakers. Photos and audio interviews. What could be done better? Things must do next time. Spin off ideas. MHAUS Staff Champion is Fay K. 

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