Call for Sessions

The ACGME invites session proposals for the Coordinator Forum Full-Day Course, part of the 2024 ACGME Annual Educational Conference, to be presented on Thursday, March 7, 2024, at the Rosen Shingle Creek Resort in Orlando, Florida.

All sessions will be presented in Orlando.  

Conference participants are strongly encouraged, but not required, to be vaccinated and boosted for COVID-19 to attend the conference.

The Coordinator Forum is for both new and experienced residency, fellowship, and institutional coordinators. The coordinator is a member of the leadership team and is critical to the success of the program and institution. The Coordinator Forum will include sessions related to graduate medical education, institution and program administration, the support of residents and fellows, and professional development.

Session Format

Workshops (75 minutes)

Session enrollment is set at 200 participants to start but may be increased by conference planners in response to individual workshop popularity. Seating is set in rounds (typically 10 seats per table). The head table will fit four presenters.

Based on conference evaluations, the most successful sessions: 

1. offer concrete deliverables, action items, and achievable "take-home" messages and tools;
2. improve practices or enhance attendees’ outlook;
3. incorporate attendee participation through feedback, group discussion, individual reflection, audience response systems, and/or Q and A;
4. follow an agenda, session description, and use PowerPoint (or other visuals) for guidance – even if the session format is discussion-based; and,
5. limit the number of presenters to no more than four.

Accepted session titles and descriptions will be edited to ensure alignment with ACGME style and published on the conference website in the fall. Make sure all information is complete and accurate before submitting. 

Suggested Topics

Proposals should be interactive and display creativity and innovation in areas that meet the needs of the coordinator community. Applicants should rely on their expertise, and collaboration across institutions and/or programs is encouraged.

Important Information

• Session Changes (Proposals)
  Changes can be made to session proposals through the submission portal until Friday, June 16, 2023, at 5:00 p.m. Central. 
• Session Changes (Accepted Sessions)
  Changes should not be made to the presenter lineup, session description, or session title after confirmation of acceptance into the conference program. Should something arise after confirmation of acceptance, the ACGME must be notified in writing via email (acgmeconference@acgme.org) and speakers must receive ACGME approval prior to making any changes. No changes to sessions will be permitted after Monday, October 16, 2023, 5:00 p.m. Central. 
• Conference Registration and Fees (Accepted Sessions)
  All presenters must register for the conference by December 1, 2023 and will need to pay the speaker rate of the conference registration fee ($650).
• Presenter Capacity
  A session can have no more than four presenters. It is strongly suggested that sessions have at least two presenters in case one is unable to attend at the last minute. The ACGME makes no distinction in the conference program between speakers, presenters, facilitators, moderators, and faculty members. No one is permitted into the conference area or to present without being approved and registered for the conference.

Proposal Checklist

Note: All session proposals go through a blind judging and selection process. Do not include personal identifiers in the session title, plan, description, or objectives.

Have the following items available before starting your session submission:

1. The bios, headshots, and presenting experience of all presenters. These are required fields. Again, no more than four presenters per session. At least two presenters are suggested. The ACGME makes no distinction in the conference program between speakers, presenters, facilitators, moderators, and faculty members. 
2. Contact information for each presenter (name, degree(s), email, institution, job title, work address, work, and mobile phone numbers). The individual who submits the session proposal will receive the confirmation and acceptance notifications. Once a session has been accepted, all speakers of the session will receive further session information. 
3. Confirm speaker availability for Thursday, March 7, 2024, between 8:00 a.m. and 5:00 p.m. Eastern.
   (The conference agenda is created based on topic and session time requests cannot be accommodated. Session times are assigned in September/October).
4. List the three most recent presentations the session’s speakers have made at regional and national meetings. Identify the speaking organization, date, program, and title of each presentation.
5. Session title (limit 90 characters, including spaces)
6. Session plan – lay out how time will be used (limit 1,500 characters, including spaces)
7. Session objectives – list one to three session objectives (limit 1,500 characters, including spaces)
8. Session description (one paragraph; limit 1,500 characters, including spaces) 
9. Identify the target audience based on coordinator type (program or institutional) and level of experience (beginner or experienced).

Download the proposal checklist here.

If you would like to view a sample proposal, click here.      

Instructions for Submitting Sessions

Allow 20 minutes to submit a proposal. See the Proposal Checklist section above for a list of all the information required for submission.

1. Session judging and selection is a blind process; presenter, institution, and program names should be omitted in the session title, plan, description, and objectives.
2. Those submitting a proposal will be prompted to create an account when clicking “Submit Session.” The account holder, also known as the first presenter, is the individual who will receive the session’s confirmation email and be contacted with any questions. Do not lose your login information! The ACGME conference planners have no way of retrieving it.
   
   Note: Once logged in, click the “Home” icon in the top right corner to be brought to the Call for Sessions homepage to submit a proposal. 
3. Submit a separate proposal for each proposed session. Multiple session proposal submissions can be tied to one account.
4. Log in and out of this account and update submission(s) any time until Friday, June 16, 2023, at 5:00 p.m. Central. 
5. The first presenter listed will receive a confirmation email upon submission of session proposal information.

Timeline

• May 22, 2023: Call for Session Proposals opens
• June 16, 2023: Call for Session Proposals closes (5:00 p.m. Central)
• June 22-August 22, 2023: Session proposals will be reviewed and selected by the ACGME
• Starting the week of August 28, 2023: Email notification for selected and non-selected proposals will be sent to the first presenter listed in the submission; selected sessions will receive presenter next steps
• October 2023: Session content goes live on the conference website and presenters are notified of their session’s scheduled date and time
• October 16, 2023 (5:00 p.m. Central): Deadline to make any changes to the speaker line-up
• Week of October 23, 2023: Presenters receive emails with their conference registration link and presenter next steps
• December 1, 2023: Presenter registration deadline

ACGME Presenter Policy

• All presenters will abide by all deadlines set forth by the ACGME.
• The ACGME retains the copyright to all accepted presentations.
• No session can have more than four presenters. The ACGME makes no distinction in the conference program between speakers, presenters, facilitators, moderators, and faculty members.
• All presenters must be approved by the ACGME.
• All presenters must register for the conference by Friday, December 1, 2023 and pay the speaker rate of the conference registration fee ($650). Failure to register by this date may result in unregistered presenters being removed from the session.
• Changes should not be made to the presenter lineup, session description, or session title after confirmation of acceptance into the conference program. Should something arise after confirmation of acceptance, the ACGME must be notified in writing via email (acgmeconference@acgme.org) and speakers must receive ACGME approval prior to making any changes. No changes to sessions will be permitted after Monday, October 16, 2023, 5:00 p.m. Central. 
• Session information, including session title, presenter name(s), degree(s), bio(s), headshot(s), session description, and target audience will be advertised on the ACGME website, the conference website, ACGME social media accounts, and conference materials, including in the program guide, signage, the Conference Mobile App, etc. The ACGME reserves the right to edit all collected information as needed.
• There is no guest pass or guest fee. Guests must register to attend the conference or enter the conference space, even if only attending one session. Those not registered for the conference are not permitted in the conference space.
• It is contrary to ACGME policy for the ACGME to endorse, or to appear to endorse, a particular product, and if a session discusses operational solutions that can be purchased, the discussion must be limited to solutions with no mention of proprietary products.
• All presenters are required to read and accept the ACGME’s speaker and attendee policies when registering for the conference, giving the ACGME permission to use their name, position, voice, likeness, portrait, or pictures, as well as filmed presentations for educational purposes. Note: Not all sessions are recorded at the conference.

Email questions to coordinatorforum@acgme.org. 

Institutional firewalls may prevent some users from receiving ACGME communications. To ensure all communications regarding the conference are received, be sure all co-presenters add coordinatorforum@acgme.org, registration@acgme.org, and acgmeconference@acgme.org to their safe sender list.