Meeting Planning

Hotel Negotiations and Contracts

Your meeting contracts are leveraged through Ruggles’ buying power in the marketplace. Our seasoned meeting planners negotiate favorable hotel contract terms including, but not limited to room rates, attrition clauses, food & beverage minimums, cancellation clauses and concessions. We conduct thorough site inspections for future meetings, which can frequently be combined with other trips for cost sharing.

Faculty Communications

We generate detailed faculty letters outlining each speaker’s date/time and title of lecture, learning objective as provided by the program committee, instructions and deadlines for faculty manuscripts, meeting and hotel reservations, appropriate continuing education language and individual remuneration. All faculty members receive the appropriate forms, e.g. Willingness to Participate, Audio-Visual Requirements and Disclosure Statement. We assist the leadership in managing Conflicts of Interest in accordance with ACCME Criteria.

Syllabus and Meeting Materials Preparation

All faculty and moderator handouts will be organized and published online and/or in print. Our popular Mobile Meeting Guides have replaced the traditional Syllabus that others provide with a mobile responsive online product that your registrants will love. Online meeting evaluations may be done through the Mobile Meeting Guide and then registrants may print their own CME certificates.

All faculty disclosures will be acknowledged to the learners in accordance with ACCME guidelines. Our graphic designers will provide professional meeting signage and registration materials for your delegates.