Requirement for an Event Management System - Health Education England - NHS/SoEPS/16.303

The recently integrated London & South East Healthcare Education Team (LaSE HET) manages the training of about 15,000 junior doctors.

This includes arranging training events and assessment panels for junior doctors.

These events and panels involve booking venues, speakers, panel members, inviting delegates and interviewees, tracking attendance, and reporting outcomes.

These events range from conferences, involving hundreds of delegates, to small specialist assessment panels involving a few panel members and trainees.

LaSE HET is seeking a system to support the management of these events.

At present these events are held within our premises, and off-site.

Going forward, LaSE HET will be exploring the viability of virtual events, conducted through electronic conferencing and hybrid events with both physical and virtual components.The LaSE HET manage a number of different types of conferences and assessments throughout the year, to support Medical Education and Dental training.

This Event Management system will manage the organisation of events and coordinate the attendance of panel members and junior doctors.

The objectives of the Event Management System are to: • Improve processes for junior doctors, panel members, and speakers, reducing the time and effort spent by clinicians on administration. • Establish standard operating procedures for planning and managing events and assessment panels. • Automate internal data flows, removing the need for duplicate data entry of information about events and attendees • Plan events across the whole of LaSE HET rather than piecemeal, improving the use of resources. • Reduce resource, time and effort involved in managing events  Types of Events There are two main types of events: Assessments • Annual Review of Competence Progression (ARCP) Panels and Interim ARCP Reviews • Attended by panel members who arrive at start of event and leave at end of event • Attended by delegates being assessed who arrive for a scheduled time slot and leave after their assessment has ended (appointment style) • One panel equates to one set of timeslots and one trainee in each slot.

Possible to run assessments with five panels on ten consecutive working days as one event • Delegates are invited and will self-book their own assessment slot • Information and documents sent to panel members and delegates with invitations in advance • Timetables, registers and name badges produced Conferences • Training events or stakeholder meetings • Attended by a defined cohort of delegates who arrive at start of event and leave at end of event • Can be attended by facilitators or speakers but not always • Delegates are invited and confirm their attendance • Information and documents sent to panel and delegates with invitations in advance • Timetables, registers, name badges