Program Chairperson

Speaker checklist (courtesy of Dr. Devang Modi) to help make sure you have all of the information needed for the newsletter and meeting

The constitution of MCDS states that the purpose of the society, among other things, is to "cultivate the science and art of dentistry", and to "promote among themselves mutual improvement, social intercourse, good will and self protection. To this end a Program Chairperson is selected each year to assist in recognizing these goals.

The Program Chairperson is appointed by the President-elect and is responsible for organizing the monthly meetings for Middlesex County Dental Society. This includes establishing a continuing education program for six of the seven general meetings, preparing for the January officers meeting with NJDA, and organizing Staff Night in May. The duties of the Program Chair also include working with the Continuing Education Chairperson in setting up the full day courses sponsored by MCDS, and working closely with the Corporate Sponsor Chairperson in obtaining funding for all of the Continuing Education programs.

Speakers should be contacted and written confirmation established by the end of May. Corporate Sponsorship should be established in coincidence with booking the speakers. This too should be confirmed in writing.

It is the responsibility of the Program Chair to make certain that the venue for the meeting is booked in advance and prices are negotiated in advance. The Program Chair is encouraged to ask the previous Program Chair and Treasurer for assistance in this matter.

Motion passed at the 11/13/18 BOT meeting: The Education Coordinator must maintain possession of all the technology equipment for the society during their term. At the end of his/her term, all technology equipment must be given to the new education coordinator with the election of the new officer.

Newsletter Responsibilities

Coordinate with the Continuing Education representative to get any full day course materials to the Newsletter Editor by the beginning of August. Historically, we have done a separate mailing to NJDA members and non-members in surrounding components:

contact NJDA to get a list of all licensed dentists in the state (members and non-members of NJDA). Note that you just need the list of names in an Excel spreadsheet formant; you do not need labels - they charge for labels but not for just the list of names. You can edit out towns that you think are too far away.

format the bios and synopses as per previous full day course registration forms. See previous years CE courses on the web site for these. As with the monthly speakers, copy and paste to make your revisions the same length.

Will have collected September speaker picture, bio and course synopsis by the beginning of August for submission to the Newsletter Editor. Ideally, all course information for the entire year should be submitted at this time. If this is not practical, it should be submitted at least 2 months ahead of time. Submissions should be pre-edited prior to submission as follows:
the bio and synopsis should be edited to fit in the required space. Use any previous newsletter as a guide (copy and paste into Microsoft Word or any other text editor, and make yours the same number of lines).

The speaker's bio should take up about the top 1/2 of the space, and the course synopsis should take up about the bottom 1/2 of the space. If they submit their entire CV, you will need to edit it down.

The course synopsis should be in sentence format: speakers sometimes submit bullet points, and you will need to convert this into sentences, like "Topics to be presented include:" and then list them separated by commas.

The speaker's picture should be of high quality. Here are some ways that photos are submitted that result in LOW quality images: 1) embedded in a Microsoft Word document submitted along with their bio, 2) asking me to pull their image off their web page, 3) pictures taken in front of distracting backgrounds, like bookshelves, with equiment in the background, in front of a poster, etc. that is distracting. High quality images will have a file size of at least 500KB.

Here is an example:
Dr. Fraiman received his Bachelor of Arts from the Rennselaer Polytechnic Institute in 1989 and his Doctor of Dental Medicine from the University of Pennsylvania in 1991. He returned to Penn for post-doctoral training and received his certificate in Periodontics in 1993 and in Periodontal Prosthesis (Fixed Prosthodontics) in 1994. Dr. Fraiman is currently a Clinical Assistant Professor in the Department of Restorative Dentistry at the University of Pennsylvania and is Director of a Clinical Practice Unit. He has lectured on the topics of Periodontal Prosthesis, Implant Prosthodontics, Advanced Restorative Dentistry and Cosmetic Dentistry. Dr. Fraiman is a member of the Academy of Osseointegration, American Academy of Periodontology, American Dental Association, Philadelphia County Dental Society and Eastern Dental Society.
Esthetic anterior dentistry involves more then just creating an attractive looking restoration. The environment in which the restoration is placed helps determine the esthetic outcome. The environment encompasses everything that surrounds the restoration itself including the periodontium, gingival form, tooth preparation, and in the case of implants even the implant. Goals for an esthetically acceptable environment will be defined and how to create an environment to meet these goals around anterior restorations including crowns, laminates, and implant crowns.

The following is a check list to assist the Program Chair in running a successful program.

-Obtain CEU approval from the State Board for all programs

-Meet with President-elect, CE Chair and Corp Sponsor Chair in January to establish ideas and goals.

-Make contact with speakers in February and March and have a preliminary schedule in place by April. Be sure to set up the Calendar carefully, avoiding conflicts with holidays and other MCDS and NJDA courses. See what other dental programs may be running simultaneously in the area, and how often a particular speaker appears in the area. Keep in mind that speakers traveling a distance may have to contend with weather situations in February and March.

-Keep the finances in order. Find out each speakers honorarium and expenses that need to be paid and get them in writing. -Contact sponsors and attempt to coordinate sponsors with speakers (try to match the lecture content with the product sold) Get the sponsors financial commitment in writing. Avoid conflicts with sponsors. Agree on the dollar amount, the allotted space, the allotted personnel and any additional sponsors in advance.

-Confirm all Tuesday evening meetings with the Pines Manor management and negotiate the price and menu in advance. (Remember those with special dietary needs; there are usually two entrée selections plus a vegetarian and fruit platter selection). General membership meetings take place the third Tuesday of Sept, Oct, Nov, Jan(Life Members/Officers Night), Feb, Mar, Apr, May(Staff Night). This should be completed by April.

-Notify the Pines Manor as soon as dates become available for the full day CE Programs and again negotiate the price in advance.

-DOCUMENT ALL CONVERSATIONS WITH SPEAKERS, SPONSORS AND ANY AND ALL PARTIES INVOLVED IN THE PROGRAM. GET CONFIRMATIONS IN WRITING. Note that the Pines Manor and some speakers will require a contract.

-In April present a preliminary schedule to the BOT

-In May confirm all Speakers and Sponsors in writing being sure to thank everyone for their participation.

-In May confirm that NJDA Officers Night will be the January meeting.

-In May meet with the Event Assistant to formulate ideas for Staff Night of the following year.

-Over the summer maintain contact (via phone or email) with Speakers and Sponsors. --Establish a list of alternate speakers and sponsors in case of a cancellation. Prepare a list of special requirements any of the speakers may have; i.e. AV equipment. Contact the appropriate vendors and obtain contracts.

-Before August obtain speaker bios, digital photos, and course descriptions. Submit this information to the newsletter editor before August.

-In September determine which Tuesday night lecture will be the Sy Symanski Memorial Lecture, and order the appropriate plaque. An example introduction speech give at the Tuesday night lecture prior to presenting the award is below.

-In September start organizing May's Staff Night in conjunction with the MCDS Event Coordinator and Executive Secretary.

In setting up the meetings (including the all day programs) keep the following in mind: -Reconfirm all speakers, sponsors and vendors at least two weeks in advance. -Reconfirm the menu, room assignment and setup one week in advance. -Arrange for transportation and hotel accommodations for the speaker if necessary. -Arrive at each meeting at least 30 minutes prior to the cocktail hour or registration. -Remain at the meeting until the speaker and sponsors have left. -Follow-up the next day with a phone call and then a letter to the speaker and the sponsor.

Our contact at the Pines as of 2010, in charge of arranging the meetings: Janet Baio

WHEN IN DOUBT, ASK OTHER MEMBERS OF THE BOT FOR ASSISTANCE.

Attached is a list of Speakers, Sponsors and Vendors.

Vendors

THS Multimedia 908-964-4316 Jeff Palley

(Fees for full day courses with PA system, projector , screen and tech

may cost around $1500.)

Mastergraphics 732-329-0088

(This company will provide NJDA fees for any printing job.)

Pines Manor 732-287-2222 (contact the current banquet manager) (Tuesday evening fees approximately $500 for the cocktail hour, and $35pp for dinner; buffets for full day courses run over $45 since this includes Continental breakfast, lunch and afternoon snack.)

The Edison Clarion 732-287-3500

(Approximately $130 per night)

Moonwalk Entertainment 201-206-9308 Donna Perno

(need to be booked 4-6 months in advance for staff night)

Joe Romer Trophy Shop 732-417-1117

(may be used for plaque for Sy Symanski Lecturer)

Speakers

Harold Crossley 410-706-7871 Pharmacology

Jon Molinari 313-494-6632 Infection Control

Jennifer DeSt.Georges 408-354-4144 Practice Management

John Kois 253-922-9872 Treatment planning

Gerard Chiche 504-619-8528 Esthetics

Steve Seltzer 317-496-9187 High Tech Practice Management

Douglas Damm 859-323-5515 Fraud in the Dental Office

David Sirois 212-998-9549 Oral Medicine and Pain Control

Keith Rossein (516)593-3806 [email protected]

Implants/Practice management

David Garber (678)872-7720 Prosthetic Dentistry

Maurice Salama [email protected] Perio/Prosth.

Henry Salama [email protected] Perio./Prosth.

Michael Schaff, J.D. 732-855-6047 Contracts/Associations/Legal Issues

Donald Lewis (440)261-1010 Employee

Theft/Fraud

Rules of the MCDS Board of Trustees

Program Chairperson