Pines Agreements || Sy Symanski Lecture Intro || Program Ledger || Staff Night Checklist for the registration form
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.
The following is a check list to assist the Program Chair in running a successful program.
-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.
THS Multimedia 908-964-4316 Jeff Palley
(Fees for full day courses with PA system, projector , screen and tech
may cost around $1500.)
(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)
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 firstname.lastname@example.org
David Garber (678)872-7720 Prosthetic Dentistry
Maurice Salama email@example.com Perio/Prosth.
Henry Salama firstname.lastname@example.org Perio./Prosth.
Michael Schaff, J.D. 732-855-6047 Contracts/Associations/Legal Issues
Donald Lewis (440)261-1010 Employee
Dentsply Tulsa Brian Vaughn 800-662-1202x1343
Pfizer Melissa Maggioncalda 732-940-2777
Tri-State Dental 908-653-1180
Kuwata Pan Dent Yukio 877-377-4455
Benco Marty Schayowitz 908-507-6735
Septodont Tim Laimer 800-872-8305x2200
Town and Country Dental Studios David Lambert 800-925-8696
Equipment Broker Rich Jacobs 973-812-0777
Asteto Dental Lab Marc Daichman 973-763-1000
Dentsply Caulk Andre Pepe email@example.com
Dentsply Professional Mike Porro firstname.lastname@example.org
Dental EZ Greg Romeo email@example.com
GC America Keri Casey firstname.lastname@example.org
Coltene Whaledent John Kedersha email@example.com
Dexis Roberto Reyes 888-88-dexisx289
Orapharma Nancy Zolan 888-553-6010x0646
Metalor Art Francis 888-554-5504x602
Dental Anchor systems Carl Brignola 800-397-4433
Ivoclar Roy Goldberg 716-691-0010
Savitt Collection agency
Example Pines Contract
Example Sy Symanski Memorial Award Speech
Dr. Sy Symanski was a dedicated member and leader of the Middlesex County Dental Society for over 75 years.
He was considered by most to be the "hear and soul" of this Society over the years that he served this group.
Sy served on various committees of the NJDA and ADA, he was formerly president of MCDS, and he served on the NJ State Board of Dentistry. He was also a NJ Board Examiner, as well as a consultant to the Northeast Regional Board.
His commitment to organized dentistry has and will serve as an inspiration to all of us who work tirelessly for the enrichment of our profession.
Staff Night Registration Form Checklist
Search on our web site and look at previous registration forms, like this one. The registration form needs to go in the newsletter starting in the March issue. By then, you should be ready with: