Home

About BIRAs

Meetings

Membership

Links

Jobs

Journals

 

Meetings and Conferences About BIRAs Meetings Next BIRAs Meeting(s) Forthcoming BIRAs meetings Past Meetings Next World Congress of Inflammation Organising a Meeting

Organising a Meeting

• Introduction 
• Initiating a scientific meeting 
• Format of meetings 
• Registration and other costs 
• Meetings expenses
• Liaison with BIRAs
• Meetings venues 
• Pharmaceutical company support 
• Publicity for meetings 
• Meetings reports 
• Meetings checklist 

Meetings checklist

To help to ensure that the major elements of a meeting are covered at the appropriate time, the Meetings Secretary has produced the following check-list. The local organizers of a meeting should agree whose responsibility each item is with the Meetings Secretary.

At least 9 months in advance:

• Agree topic
• Identify organiser(s)
• Identify possible venue (at this stage, simply London vs provincial and company site vs University/hospital)
• Agree possible date

At least 6 months in advance:

• Outline programme with indication of speakers and topics
• Definite date and venue: indication of maximum number (normally aim for a theatre that will accommodate 50-100)
• Anticipated costs: provision of lunches (if required); exceptional costs (e.g. foreign speaker) to be agreed with Committee
• List of Societies to be circulated with initial announcement: organizers to provide announcement for circulation by Meetings Secretary

At least 3 months in advance (to coincide with Newsletter):

• Definite programme with confirmed speakers
• Maps and travel arrangements where appropriate
• Confirmation of lunch arrangements
• Details of expected costs with any exceptional items. This will allow the Committee to decide whether the normal registration fee is adequate.
• Details of all of above for inclusion in Newsletter
• Circular for other Societies to be sent to the Meetings Secretary

In advance of the meeting:

• Identify individuals to write Meeting Report for Newsletter and Agents & Actions
• Identify local people who can set up and run the registration desk well in advance of the likely first arrivals on the day of the meeting: contact Treasurer for receipts book for those registrants requiring them
• Check details of projection facilities: check whether venue handles this
• Organize local signs
• Organize name badges and spare copies of Programme: contact Secretary for assistance

After meeting:

• Forms for new members (higher registration fee) to be sent to Treasurer
• Meeting Report to be prepared and sent to speakers as soon as possible
• Preferably after approval by speakers, Meeting Report to be sent to Newsletter Editor
• After full approval by speakers, Meeting Report to be sent to Agents & Actions

Confirm all speakers' expenses and other meeting costs paid and liaise with Treasurer to complete financial accounting