--- title: "Meeting Planner's Guide to Booking a Dental Speaker" description: "How meeting planners find and book a dental speaker: a timeline, CE credit approval through AGD PACE and ADA CERP, disclosure and what to send a speaker." url: https://joncopeland.multisites.ai/guides/meeting-planners-guide-to-dental-speakers publisher: Copeland Consulting Services email: drcopeland@joncopelanddds.com contact: https://joncopeland.multisites.ai/contact --- # A meeting planner's guide to booking a dental speaker To book a dental speaker, set the date, audience and goals, then build a shortlist from bureaus, society programs and past attendee feedback. For CE credit, check that your organization holds AGD PACE approval or ADA CERP recognition, since both approve organizations, not individual speakers. Put terms in a written agreement. GuideUpdated October 26, 20269 min read 1. 1 ## CE approval sits with the host AGD PACE and ADA CERP approve continuing education organizations. AGD says PACE does not approve speakers or course content. 2. 2 ## CERP and PACE hours both count AGD says hours from PACE providers and ADA CERP providers both count toward AGD Fellowship, Mastership and LLSR awards. 3. 3 ## Disclosure is an ethics rule The ADA Code says a dentist presenting educational information must disclose monetary or other special interests with companies whose products are promoted. 4. 4 ## Start early and write it down A written agreement, a brief for the speaker and a clear timeline prevent most last-minute problems. This guide helps meeting planners find, vet and book a dental speaker. Planners include society staff, program chairs, study club leaders, dental school staff and company event teams. It is general education from Copeland Consulting Services. It describes a process and cites public sources for the continuing education (CE) approval facts. It does not recommend any speaker, bureau or fee. Have an attorney review any contract. ## How do you start planning for a dental speaker? Start by writing down the event facts, because every later choice depends on them. A speaker search without a clear brief produces vague replies and long email chains. Decision What to write down Audience Dentists, hygienists, assistants, office managers or a mixed room; size; experience level Goal Learn a skill, hear a keynote, earn CE credit, or all three Format Keynote, lecture, workshop, panel, webinar or lunch-and-learn Length Minutes of talk time, plus questions Date and place Event date, time zone, venue or platform CE credit Yes or no; which approval your organization holds Budget A range you can state to speakers A [dental conference](https://joncopeland.multisites.ai/glossary/dental-conference), a [study club](https://joncopeland.multisites.ai/glossary/study-club) meeting and a company lunch event each have different needs. A keynote is a talk at the main session that sets a theme, while a workshop usually asks attendees to do something. See the glossary entries for [keynote](https://joncopeland.multisites.ai/glossary/keynote) and [dental speaker](https://joncopeland.multisites.ai/glossary/dental-speaker). ## Where do planners find dental speakers? Planners usually combine several channels. No single channel fits every event. Channel How it works Check before you rely on it Speaker bureaus A [speakers bureau](https://joncopeland.multisites.ai/glossary/speakers-bureau) matches speakers to events, with fees that differ by bureau How the bureau is paid and who owns the booking terms Society programs State and local dental societies run annual meetings and have program committees Whether the society has a speaker submission page or a call for speakers Study clubs Clubs book their own speakers and may know who worked well Whether the club will share feedback Past programs Conference brochures and speaker lineups from earlier years Whether the topic and speaker are still current Peer referrals Colleagues who sat in the audience Whether their audience matches yours Company event teams Product companies often arrange talks Whether disclosures are clear Ask for a one-page speaker sheet, a short video of a past talk and two references from planners who booked the speaker. Compare the sheets on the same points: audience, outcomes, format, length and technical needs. The post on [how to become a dental speaker](https://joncopeland.multisites.ai/blog/how-to-become-a-dental-speaker) explains the speaker’s side, which helps you read a speaker’s materials. ## How does CE credit approval work? Credit approval attaches to the organization that offers the education, not to the individual speaker. That one fact shapes what a host must do. Two programs matter most for dentists in the United States and Canada: the Academy of General Dentistry’s PACE and the American Dental Association’s CERP. Item AGD PACE ADA CERP Full name Program Approval for Continuing Education Continuing Education Recognition Program Run by Academy of General Dentistry American Dental Association What it approves Continuing dental education organizations, not speakers or course content Organizations that provide continuing dental education, not individual activities Who applies The organization that hosts the education The organization that hosts the education Where to check AGD’s Find a PACE Provider page ADA CERP’s View Providers search AGD describes PACE as based on 13 standards. Organizations that meet the standards are approved. Once approved, organizations use the standards to plan, oversee and evaluate their CE programs. AGD offers national approval and local approval, depending on where participants come from and whether the organization offers webinars, self-instruction courses or homework-based credit. ADA CERP defines continuing dental education as activities that serve to maintain, develop or increase the knowledge, skills and professional performance and relationships that a dentist uses to provide services for patients, the public or the profession. ADA CERP says applications for recognition are reviewed by the ADA Commission for Continuing Education Provider Recognition, and reviewed twice a year. ADA CERP also publishes fee information for providers. Both are covered in the [PACE](https://joncopeland.multisites.ai/glossary/pace) glossary entry. Learn more about [CE credit](https://joncopeland.multisites.ai/glossary/ce-credit) and [continuing education](https://joncopeland.multisites.ai/glossary/continuing-education) for dentists. ### What does this mean for your event? It means you must check your own approval before you promise credit. If your organization holds PACE approval or CERP recognition, you can award credit for activities you plan under its standards. If it does not, ask whether a co-hosting organization with approval can offer credit. Do not tell attendees credit is available until the approved provider confirms it in writing. AGD says hours from either PACE providers or ADA CERP providers can count toward its Fellowship, Mastership and Lifelong Learning and Service Recognition awards. It also says most licensing boards accept PACE providers as valid CE providers for re-licensure. State rules differ. Dental boards decide what counts for a license. The post on [Missouri dental CE requirements](https://joncopeland.multisites.ai/blog/missouri-dental-ce-requirements) covers the state’s rules for attendees who hold Missouri licenses. See the pillar on [dental continuing education](https://joncopeland.multisites.ai/guides/dental-continuing-education) for more. ## What should you vet before you book? Vet the speaker’s fit with your audience, not just the title. Use a short checklist: 1. **Topic fit.** Does the topic match the stated goal and the audience level? 2. **Learning objectives.** Does the speaker supply measurable objectives for the CE record? 3. **Evidence.** Are claims in the talk supported by sources that attendees can look up? 4. **Format.** Does the format fit your room, your time and your platform? 5. **Disclosures.** Has the speaker stated any company relationships in writing? 6. **References.** Have two prior planners confirmed on-time arrival, clear slides and good audience feedback? 7. **Technical needs.** Are the room, projector, microphone, internet and clicker needs listed? ### What disclosures should a speaker provide? A speaker who is a dentist must disclose special interests. The ADA Principles of Ethics say a dentist who presents educational or scientific information in an article, seminar or other program shall disclose to participants any monetary or other special interest the dentist may have with a company whose products are promoted or endorsed in the presentation. The Code says disclosure shall be made in any promotional material and in the presentation itself. For a planner, that means two practical steps. Ask the speaker for a written disclosure statement when you book. Then place the disclosure in the program materials and on a slide at the start of the talk. If a company funds your event, keep that funding clear to attendees and to the speaker. ## What should you send a speaker? Send one written brief so the speaker does not have to guess. A complete brief prevents most day-of problems. Item What to include Event basics Name, date, time, time zone, venue address or platform link Audience Size, roles, mix of experience, language needs Session slot Start and end time, break times, who speaks before and after Objectives The learning objectives you need for CE records CE rules Whether credit is offered, the approving organization, the evaluation form and sign-in method Room and equipment Room layout, screen ratio, projector type, microphones, internet, clicker, adapters Slide rules Deadline for slides, file format, template, how to share the file, whether the session is recorded Disclosure The form and the deadline Travel Who books travel, cap on expenses, ground transport, hotel Contact One named person for questions and a phone number for the event day Accessibility Captions, large-print handouts, seating and mobility needs Payment Who pays, when, and what is covered ## What goes in the written agreement? A written agreement lists what each side will do. Have an attorney review it. This guide does not give legal advice or suggest terms. Common topics include: - Date, time, session length and format - Fee, expenses and payment schedule, if any - Cancellation and rescheduling by either side, including illness - Recording, handouts and who owns the slides - Use of the speaker’s name, photo and biography in promotion - CE credit responsibilities, disclosure and evaluation steps - Technical needs and who supplies them Agree on who may record the session and how recordings are used. Agree on how long you will keep evaluation forms. ## What about virtual and hybrid events? Plan virtual sessions with the same brief, plus platform details. AGD says organizations that offer webinars or self-instruction courses apply for national PACE approval, not local approval. Check with your approving organization before you offer credit for a live stream or a recording. Add these items to the brief for a virtual or hybrid session: - The platform, the link and the log-in steps - Who runs the chat, the questions and the polls - How attendance is tracked for CE records - Who tests audio, camera and screen sharing, and when - A backup plan if the connection drops ## What if a company is paying for part of the event? Tell attendees and the speaker. Company funding is common at dental meetings, and it does not stop an event from being useful. The planner’s job is to keep the funding clear and to keep the CE content separate from product promotion. The ADA disclosure rule above applies to a dentist who presents. Ask your approving organization, such as PACE or CERP, what its standards say about company funding. Ask your attorney about contract terms with the company. Write the disclosure in the program and on the first slide. ## What is a good timeline? Start earlier than you think you need to. Speaker calendars fill, and CE paperwork takes time. The table below is a planning pattern, not a rule. Adjust it to your event and your approving organization’s own deadlines, which ADA CERP and AGD publish for their programs. When Task 9 to 12 months out Set the brief, budget and CE plan; open the speaker search 6 to 9 months out Shortlist, check references, send the brief 5 to 6 months out Sign the written agreement 3 to 4 months out Collect biography, objectives and disclosure; submit CE paperwork 6 to 8 weeks out Open registration with confirmed CE details 2 to 4 weeks out Confirm travel, room, equipment and slides Event week Run a tech check and prepare evaluation forms After the event Send thanks, issue certificates, store records, review feedback ## How do you measure results afterward? Use short evaluations and compare them across speakers. Ask about relevance, clarity, time and whether attendees could use the material. Keep attendee comments and CE records in one file. Share summary results with the speaker. Use the results in your next search. Planners for [study clubs](https://joncopeland.multisites.ai/guides/dental-study-clubs) and society meetings can reuse the same brief and evaluation form each year. That makes comparisons fair. ## Next step For the CE background, read the pillar on [dental continuing education](https://joncopeland.multisites.ai/guides/dental-continuing-education). To ask about a speaking date, [contact Dr. Copeland about speaking](https://joncopeland.multisites.ai/contact?topic=speaking). Dr. Jon Copeland, DDS, is a general dentist in Wildwood, Missouri. ## Frequently asked questions ### How do I book a dental speaker? Set the date, audience, format and CE goals first. Build a shortlist from speaker bureaus, society program committees, past attendee feedback and peer referrals. Contact finalists with a written brief, compare answers on the same points, then confirm terms in a written agreement your attorney has reviewed. ### Does the speaker provide the CE credit? Usually the host organization provides it. AGD says the PACE Program approves continuing dental education organizations, not speakers or course content. ADA CERP says it approves organizations, not individual educational activities. Confirm your own approval status before you promise credit. ### What is the difference between AGD PACE and ADA CERP? Both approve organizations that provide continuing dental education. PACE is run by the Academy of General Dentistry. CERP is run by the American Dental Association. AGD says hours from either type of approved provider can count toward AGD Fellowship, Mastership and LLSR awards. ### Do state boards accept PACE credit? AGD says most licensing boards accept PACE providers as valid CE providers for re-licensure. Rules differ by state and by license type. Check the state dental board for your attendees. For Missouri attendees, see the Missouri Dental Board's requirements. ### What should a speaker disclose? The ADA Code of Ethics says a dentist who presents educational or scientific information in a seminar or other program shall disclose any monetary or other special interest with a company whose products are promoted or endorsed. Disclosure goes in promotional material and in the presentation itself. ## Terms on this page - [Academy of General Dentistry](https://joncopeland.multisites.ai/glossary/academy-of-general-dentistry) - [American Dental Association](https://joncopeland.multisites.ai/glossary/american-dental-association) - [Continuing education](https://joncopeland.multisites.ai/glossary/continuing-education) - [Dental conference](https://joncopeland.multisites.ai/glossary/dental-conference) - [Fellowship (AGD)](https://joncopeland.multisites.ai/glossary/fellowship-agd) - [Mastership (AGD)](https://joncopeland.multisites.ai/glossary/mastership-agd) - [Speakers bureau](https://joncopeland.multisites.ai/glossary/speakers-bureau) - [Dental speaker](https://joncopeland.multisites.ai/glossary/dental-speaker) - [Study club](https://joncopeland.multisites.ai/glossary/study-club) - [CE credit](https://joncopeland.multisites.ai/glossary/ce-credit) ## Sources 1. [Academy of General Dentistry: PACE Program Information](https://www.agd.org/education/awards-recognition/pace-program-information) 2. [Academy of General Dentistry: Find a PACE Provider](https://www.agd.org/education/learn/find-a-pace-provider) 3. [ADA CERP: Recognition process](https://ccepr.ada.org/recognition-process) 4. [American Dental Association: ADA Principles of Ethics and Code of Professional Conduct (2026)](https://www.ada.org/-/media/project/ada-organization/ada/ada-org/files/about/principles/2026_code_of_ethics_complete.pdf) Written by Copeland Consulting Services and checked against the sources above on October 26, 2026. Rules, data and guidance change, so check the linked page before you act on it. ## Keep reading - [How to become a dental speaker: steps, proposals, disclosuresDental speakers usually reach meeting stages through proposals. A meeting planner states the event needs, interested speakers send a course synopsis, learning objectives, bio and past presentations, and the planner picks. Speaker bureaus and calls for proposals collect these. The ADA Code requires disclosure of financial interests in a program.](https://joncopeland.multisites.ai/blog/how-to-become-a-dental-speaker) - [Dental continuing education: Missouri rules, AGD awards, study clubs and CE formatsMissouri dentists must complete 50 hours of continuing education every two years, with at least 40 hours tied directly to patient treatment, health and safety. Hours are reported through CE Broker. Beyond the license rule, the AGD sets separate award goals: 500 approved hours for Fellowship and 1,100 for Mastership.](https://joncopeland.multisites.ai/guides/dental-continuing-education) - [Dental study clubs: what they are, how to join one and how to start oneA dental study club is a group of dental professionals who meet regularly to discuss real cases and learn together. Some are run by national education networks, some are organized locally by alumni of a course, and some are informal. Credit for fellowship or mastership requires an approved provider.](https://joncopeland.multisites.ai/guides/dental-study-clubs) - [Missouri dental CE requirements and CE broker explainedMissouri law requires a dentist to show 50 hours of continuing education from the two years before renewal. The Missouri Dental Board now uses CE Broker as its official CE system, and licensees report CE there before the license expires or during renewal. A basic account costs nothing.](https://joncopeland.multisites.ai/blog/missouri-dental-ce-requirements) - [AI in the dental practice: what it does, what studies show and what to checkAI in dentistry mostly means software that reads images or handles office tasks. Studies of radiograph tools show promising accuracy but often rest on weak designs. Some image tools are regulated by the FDA as prescription devices. Any tool that touches patient data raises HIPAA questions you should settle before use.](https://joncopeland.multisites.ai/guides/ai-in-the-dental-practice) - [Buying a dental practice: steps, financing and due diligenceBuying a dental practice usually runs in six stages: define your goals, get financing, value the practice, sign a letter of intent, complete due diligence, and close. Lenders, attorneys and accountants each own part of the work. This guide explains the steps and lists questions to ask. It is not legal, tax or financial advice.](https://joncopeland.multisites.ai/guides/buying-a-dental-practice) ## Talk with Dr. Copeland [Contact Dr. Copeland](https://joncopeland.multisites.ai/contact)[Email](mailto:drcopeland@joncopelanddds.com)