Your Responsibilities
As the AOD host, your responsibilities will include the following:
- Providing copies of the syllabus to all attendees (your AOD director will provide you with an electronic copy. See options below)
- Securing a lecture hall and workshop space, including 6' or 8' tables for equipment
- Any catering desired by the group
- If possible, providing two or more E-cylinders of compressed oxygen for enhancement of the hands-on workshop
Airway on Demand host checklist
Please read the following, and have all items available/prepared as the day of the event approaches. You do not need to return this list to AOD. As we get close to the event, your AOD director will go over it with you.
Though AOD tries to take care of as many details as possible, there are some things that cannot be done remotely. The following summarizes the items you need to consider as the AOD event gets nearer. The most involved task is the application for CME approval (and appropriately so!). This should be dealt with early, so that you may advertise
the event well in advance.
Contacts
As soon as possible, please identify the following persons
Please email, fax or post–mail this information to me at:
Dr. William Rosenblatt
1025 Benham Street
Hamden, CT 06514
Phone: 203-785-2802 Cell: 203-494-1502 (BEST)
Fax: 203-785-6664
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Contact person for communication with your AOD director prior to the event
- Name : .....................................................
- Mailing address : ........................................................................
- Phone : ....................................................
- Cell phone : ...............................................
- Fax : ......................................................
- E-mail : ...................................................
Contact person who will be available on day of the event
“It is the same person as above” : .....
- Name : .....................................................
- Cell phone : ...............................................
- Shipping address : ........................................................................
There may be some supplies shipped in advance.
Rooms
In general, AOD events require two rooms: a lecture hall or classroom with projector (AOD will supply a computer), and a hands-on event room. Though possible to use the same room for both, two are preferable so that manufacturers can set up the hands-on session while the lectures are taking place. Furthermore, using the same room may present CME conflicts.
The room chosen for lectures should be windowless, or have as few windows as possible. The more the room can be darkened, the more the lecture videos will be enhanced.
As soon as you've reserved rooms, please This email address is being protected from spambots. You need JavaScript enabled to view it. the following information:
- Name of hospital or facility
- Name and address of building where course will take place
- Name or number of the classroom for the didactic lectures
- Name or number of the room for the hands-on event
CME
(Note: of all items, the CME application will probably take the most effort on all of our parts.)
There are several sources of CME. Your AOD director will work to find the most cost-effective.
Once you and your AOD director designate a CME provider, AOD will complete all applications. If we use a CME provider at your facility, it is likely that you will need to review and sign some paperwork. You also may need to construct a budget. AOD will help you the best we can, but several items (e.g., the catering budget) are best handled by you. Please be aware that, although the event may be seven hours in duration, many CME providers will only allow credit for the five hour didactic session (due to the presence of manufacturer representatives in the two hour hands-on lab.) In a typical AOD event, your AOD director is the only non-vendor faculty. More faculty may be required for groups greater than 50 persons, or when a swine trachea, simulation, or thoracic skills lab is added.
Flyer
If you wish to mail or email a flyer to potential attendees, AOD can construct the document. (It will probably need to be approved by the CME provider.) If you decide to mail the document, you will be responsible for printing and mailing costs (AOD has an excellent, professional print-house New Haven which we can supervise).
Budget
Fees (based on 7 hours, regardless of how much CME credit is awarded)
Per-hour fee is based on the number of attendees:
| Attendees | Per-hour fee | Total |
|---|---|---|
| 1 to 15 | $500 | $3500 |
| 16 to 30 | $750 | $5250 |
| over 30 | $1000 | $7000 |
If the CME provider requires a budget ahead of the program, it is best to approximate the number upwards (e.g., if you are expecting 30 persons, but there is the possibility that more may attend, budget $7000 in fees).
Additional faculty may be required if you expect more than 50 attendees (one additional faculty member for every 1-10 additional attendees over 50), or are planning a swine trachea, simulation or thoracic skills lab (discussed below). In general, fees for additional faculty can be estimated at $1500.
Travel & Shipping
AOD will submit travel expenses after the event. This typically includes:
Airfare and/or auto expenses (at $0.51/ mile)
Car rental and/or parking
Hotel, 2 nights ( plus or minus 1 night, depending on travel)
Meals, 3 days
3 or 4 large cases may be advance-shipped. UPS or FedEx charges will be submitted to you.
Misc.
- Swine lab: If a swine trachea lab is elected, there may be a minimal fee for the materials and shipping. (As discussed elsewhere, at least one extra faculty member will be required).
- Simulation lab: If the simulation lab is elected, there may be a charge for simulator rental and shipping. (As discussed elsewhere, at least one extra faculty member will be required).
- Thoracic skills lab: If the thoracic skills lab is elected, there may be a charge for simulator rental and shipping. (As discussed elsewhere, at least one extra faculty member will be required).
CME costs
Will depend on CME provider
Other budget items
- Syllabus: The syllabus will be provided electronically in advanced. You have three options for distributing the syllabus
- You can print paper copies for your attendees
- AOD can provide electronic download for each attendee (no charge)
- An AOD flash drive can be provided for each attendee ($7 per attendee)
- Catering: Catering is up to you. Usually we have two 15 minute breaks during the didactics, and a lunch break before the hands-on workshop (see course itinerary).
- Other items: Check to see if your facility will require a room fee or clean-up fee.
Hands-on Session
Hands-on event room set-up
The diagram illustrates the typical room set-up. The number of tables may vary depending on the size of your group, and will be discussed with your AOD director. As a general rule, you will need one 6 to 8" table for each 6 attendees (minimum of 3 tables).
Oxygen
Two sources of compressed oxygen will be needed. Typically these are provided with E-cylinders (one or two extra cylinders should be available). Please let your AOD director know which of the following connectors are available on the oxygen you can provide – your AOD director will bring the mating connector. Feel free to have your anesthesia technician or respiratory therapist contact your AOD director directly regarding this. Sending your AOD director a camera-phone photo of the top of your facility's e-cylinder is often the fastest way to communicate this issue.
Connectors:-
Ohmeda:
-
DISS:
-
Tank Yoke:
-
Please note that if you have Chemetron adaptors (below), AOD may have difficulty interfacing. An alternative can usually be worked out:
Tables
Estimated at one 6 to 8-foot long table per 6 attendees (minimum of 3). (Your AOD director give you a more precise number, based on the equipment which will be available)
Sharps bucket
Even without a swine trachea lab, there is liable to be some sharps waste generated. It is advisable to have a small sharps bucket available.
Trash receptacles
Many of the disposable items will generate non-sharp, non-contamiated waste. One or two large trash receptacles are a good idea
Electricity
Access to electricity for at least 50% of tables. (It's a good idea to mark these tables with a sign.)
Swine Trachea lab (if elected)
- Three long tables.
- Four chairs per table.
- Cover gowns for each attendee (AOD may be able to provide these).
- Selection of large, medium and small exam gloves.
- Two buckets for hot water.
- Refrigeration: the tracheas arrive in large boxes (about 2’x2’x2’), two or three days before the event. You will need refrigeration or a freezer until the day of the workshop.
Simulation lab (if elected)
- If you choose to add a simulation lab, AOD will contact Leardal for the loan of a simulator. We will require extra faculty if this lab is added (see Budget).
- Extra room for simulations.
- Extra oxygen tanks for simulation
Thoracic skills lab (if elected)
- If you choose to add a Thoracic Skills lab, AOD will contact Leardal for the loan of a task simulator. We will require extra faculty if this lab is added (see Budget).
- Extra table
