Handbook for setting up courses

Homework

If the participants to the course are required to prepare some homework for the course, the project manager should inform them in time about the content, the way it should be prepared and the deadlines.

To that end the project manager must liaise with the course director to obtain the (updated) homework and the guidelines.

For courses with delineation exercises, the project manager should inform the course directors that they are fully responsible for the collection of the cases and providing the minimum clinical information needed to perform the contouring. The course director should transmitted the cases at the latest 8 weeks before the course to the contouring administrator who is responsible for uploading the cases on the FALCON platform For courses where contouring before the course (homework) is planned, the ESTRO Project Manager will send an email to the participants with all information needed to contour at the latest 1 month before the course date. The project manager supports the participants for access problems to the platform. For delineation and case related questions, the participants get support from the contouring administrator that is also onsite at the course for support to the delineation exercises and discussions.

Organizing shipment of course material to venue

The project manager should prepare the shipment for the course in time and follow up personally if to ensure that it arrives in time. A checklist for shipments is available to that end (see attached)

Management of the budget

The project manager should prepare a budget for the course including costs and income for meeting room rental, AV equipment, honoraria, catering & social activities, accommodation, transportation, promotion, educational material, educational tools, sponsorship, registration fees. The project manager should check all payments and invoices for the course and allocate them to the budget of the course. The project manager should closely follow up this budget and report on a monthly basis to the ESTRO financial manager. In case of problems the project manager should liaise with the manager of the School or the ESTRO COO in case of problems.

Exhibition and sponsoring

The project manager should provide the ESTRO exhibitions coordinator with all information required for the participation of companies in the course or for possible sponsorship for the whole year. The project manager directly contacts possible companies for participation in the course as exhibitor or through a satellite symposium

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