Event and Website Resources

Chapter Resource Center » Chapter Resources » Event and Website Resources

Learn how to partner with One HFMA for creating surveys, events, webinars, websites and more!

Get templates, speaker resources, guidelines, and more to plan and execute your next chapter event. You’ll find information and best practices for selecting speakers, managing Cvent, promotions and public relations, and education and CPE guidelines. 

A successful conference or webinar begins with solid planning, so maximize efficiency with checklists and tips for leading discussions during chapter planning sessions.

ONE HFMA

One HFMA Support Services Snapshot (Benefits At a Glance)

Reference this document to view the ONE HFMA Support Services guide and for more in depth information, reference the Standards of Service. This presentation outlines the timelines and requirements for websites and events.
Use this form to request assistance with live, virtual or digital events (including surveys, annual and event sponsorships). You’ll also use the form to add Save the Date information for upcoming events to your local calendar.
Event Process Document & FAQs
Webinar & Digital Event Timelines
Certificate of Attendance Template
NASBA CPE Certificate Template

Certificate of Insurance Request – HFMA can provide a Certificate of Insurance for your upcoming chapter/regional meeting. All requests should be submitted a minimum of 30 days before the certificate is needed. Please allow 48-72 hours for a response.
Use this form to request updates to an existing website.
Visit the Sponsorship Page to get an idea of the many potential items to offer your sponsors.

General Recommendations for Conference Breakouts

How to Choose a Venue

Event planning checklist
Program elements checklist
For requests for event insurance, visit our Financial Operations page.

Speaker resources – Request an HFMA speaker or select an expert from one of HFMA’s Peer Reviewed organizations.

Past National Chairs Topics and Speakers – The past National Chairs have agreed to speak and chapters should work directly with them to cover travel and hotel expenses.

Education program planning template – Use to design an education program

HFMA 101: HFMA Helping Healthcare Professionals and Their Organizations Succeed

HFMA Powerpoint Template

HFMA Template Walk-in Slide (You can customize these and use them during meetings, webinars, and conferences as sponsor and HFMA information loops)

Download the learning objectives writing guidelines

Case study format

Tips for effectively leading a group discussion

Cvent resources – Find out about the onArrival check-in, and other Cvent support resources.

Cvent – eMarketing training – Learn how to organize and manage newsletters, promotions, advertisements, and marketing messages in Cvent.

Attendee Hub Community Articles- Click here for full list of Attendee Hub Community Articles

Cvent – eMarketing training – Learn how to organize and manage newsletters, promotions, advertisements, and marketing messages in Cvent.

Cvent-Graphics Cheat Sheet for Events– Not sure which dimensions to use for your event? The Graphics Cheat Sheet contains the recommended dimensions for the images that appear on your event website.

CPE checklist for promo materials

CPE guidelines – Use these helpful guidelines for planning and promoting your education events. For additional questions, contact HFMA’s Certification Department.

Media Coverage at Events

Media coverage permission form

Free Polling Tools: Research was done to determine the best resources for free polling. Two front-runners emerged – Polltab and EasyPolls.

  • Polltab provides a free service with no user registration, displaying real-time voting results and the option to use social authentication for added security.
  • EasyPolls is free to use for everyone. There are premium features that cost a little, but you can create great polls without paying anything.

Helpful tips during ZoomDownload
Helpful tips during Zoom webinars for PresentersDownload
  • Review your Force Majeure/Impossibility Clauses.
  • Review Cancellation Clause, Determine Damage Dates and Total Penalties.          
  • Understand the state, county and city restrictions/guidelines on gatherings.
  • Determine if there any travel bans in city/state where meeting is located (i.e. mandatory quarantine for people traveling to meeting location)?
  • Understand your attendees individual travel restrictions (this may help in proving that a percentage of your attendees are impacted from attending your event should it be in your Force Majeure/Impossibility language).   
  • Review the “Opening Up America Plan” and determine what Phase the state of your meeting location is in (exact plans may vary state to state) 
  • Timing is important. Most venues will only accept Force Majeure/Impossibility within a month or two of contracted dates. If your cancellation penalty is within the maximum widow, there is no rush to cancel immediately. It may be beneficial to wait and see of the Force Majeure/Impossibility Clause will take effect. However, be prepared to pay the cancellation penalty should restrictions expire.    
  • Discuss options with your venue:
    • If Force Majeure/Impossibility does not apply, are you able to postpone your event and apply the cancellation penalties to a future booking. 
    • If proceeding with the conference, talk to venue about reducing attrition exposure and food and beverage minimums

Resources:

Event Process Document & FAQs
Questions to ask during a chapter planning call

For assistance or inquiries, email the Volunteer Experience Team. 

Chapter Website FAQs

Please use this form to begin your website build. Keep in mind that you do not need to submit all information in one submission. You can submit as much or as little as you’d like at a time.
Yes, several chapters have transitioned to the new site.
Here are a few you can check out:
Michigan Great Lakes 
Central Pennsylvania
Western Pennsylvania
Northern California
New Mexico
Greater Illinois
Montana
First Illinois
Nevada
South Texas
Maryland
Northern New England
After you begin submitting your information we’ll begin to populate your new website. We’ll then create a stage link for you and your team to review and provide feedback.
Be sure to include the following items when submitting your website build form, keeping in mind that content can be submitted as available and doesn’t need to be submitted in one upload:
President’s Message
Leadership Roster, including headshots
Sponsorship Logos with corresponding sponsorship level and Sponsorship Opportunities
Chapter Award/Recognition details and images (if applicable)
About the Chapter details, including contact us information
Volunteer Opportunities (if applicable) – this could be as simple as a short message about volunteer opportunities and who to contact if someone is interested in volunteering
Upcoming Events and any applicable information about those events (including registration links)
Social Media Links (if applicable)
*Please send all pictures and logos with a minimum of 300 pixels.
Since this is a new website build it’s best for you to submit the content you’d like to carryover from your current page. This ensures that the content has been reviewed and revised as necessary. This is also the best way to submit any pictures to ensure highest quality.
Once all content is received by the chapter it will take approximately one week to build your initial site.  After the initial site is built, we will send you the link for review.  The chapter completes review and signs off, then the website is moved to production within one week.

Website Update Process

After your website is launched, please use this form to request updates.
Changes are made in production so are updated real-time. Most updates will be made within 72 hours of receipt of the submission form. The caveat to that is non-standard requests such as those that would require a website enhancement to accommodate. Minor updates such as a wording change will be accommodated in less than 72 hours.
Updates are made on a first come, first served basis. If there is an emergent update that arises, that will be handled on a case-by-case basis and can be indicated in the request form.

For assistance or inquiries, email the Volunteer Experience Team.

Speaker Request Resources

HFMA speakers for chapter events

If you would like to invite an HFMA national officer (chair, chair-elect, secretary/treasurer, or Ann Jordan, HFMA President & CEO) or industry expert to speak at an upcoming chapter or regional event, please complete this online form by the deadline listed below; all speaker requests must be submitted at least six months prior to the speaking engagement date.  If you have any questions, please email us at speakerrequests@hfma.org.

HFMA Officer & Industry Experts Speaking Request Deadlines:

  • February 10
  • June 1
  • September 1
  • December 1

The requests will then be reviewed by the HFMA team and the requesting chapter or region will be reached out to within a month of the submission deadline. For instance, if a chapter submits a speaking request on September 15 it will be held for review until December and then it will be reviewed alongside the other requests submitted prior to the December 1 deadline. All requests for the December 1 deadline will be responded to by January 1.

Regional Executives
Regional Executives and/or Regional Executives-elect often officiate at officer installations and can also provide HFMA National updates at events. You can invite them by contacting them directly. List of Regional Executives.

Peer Reviewed speaker resources

Expert speakers from select Peer Reviewed® companies are available to present to chapters on various healthcare finance topics.

Every product labeled Peer Reviewed has been through HFMA’s rigorous 11-step review process. HFMA staff and a panel of healthcare professionals review them. They check with current customers to see if they’re satisfied. They talk to people who decided not to buy, to find out why. They evaluate and measure effectiveness, quality and usability, accuracy and reliability, value, and customer service and technical support. Only those that are rated superior get to use the label Peer Reviewed®.

Review sessions and topics below:

For assistance or inquiries, email the Volunteer Experience Team. 

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