Two-Day Education and Teaching Meetings

Applications for Education and Teaching Meetings are assessed once a year by selected members of Scientific Conferences Committee and also the Education and Teaching Working Group. The deadline for submitting Education and Teaching Meeting proposals is 1 March. 

Acceptance of an Education and Teaching Meeting proposal means that the submitter (Programme Organisers) is responsible for the content of the meeting, and The Physiological Society Events Team is responsible for the logistics, operations and budget. Programme Organisers are expected to liaise very closely with the Events Team to ensure the success of the event. The Society provides full secretariat support (including help with marketing and sponsorship) if the proposal is accepted. 

Budgets 

The Physiological Society will set a fixed budget for the event, taking into account anticipated attendance and sponsorship. Budgets will be set at breakeven, based on expected attendee numbers. The budget will allow for: 

• Venue costs (including AV)
• Catering costs
• Marketing costs
• Social events (if applicable) 
• Speaker expenses at the allowances below based on location
  – Local – £100
  – UK – £300
  – Europe – £350
  – RoW – £1,000 

 There is no prescribed invited speaker format, but for Education and Teaching Meetings a maximum of six invited speakers, with up to one from RoW, per meeting is permitted. The maximum permitted budget for speaker and organiser expenses is £2500. This is intended to support speaker attendance and not cover all costs. Speakers will NOT be required to pay a registration fee, but will be required to pay for any social events, if scheduled, they wish to attend.

The registration fees will be decided in line with the above anticipated costs and in keeping with previous fees. In proposing a Society event, Programme Organisers agree to work with the Society in accordance with these outlined budgets. 

It is expected that the Programme Organisers will chair the meeting for the duration. 

This scheme is available to individuals only and is not intended to be used by other cognate societies or commercial organisations, although they may provide additional funding or sponsor such events. 

These are Society-owned and marketed events. Other sponsors will be termed as “in association with” or “supported by” and will not have influence over either the terms or conditions of the funding or the programme. 

All applications will be reviewed and selected on a competitive basis by selected members of Scientific Conferences Committee and also the Education and Teaching Working Group. If awarded, the meeting will be agreed in principle, and formal acceptance will be agreed following a meeting with The Society Events Team where the roles and responsibilities will be discussed. 

The Society is committed to increasing equality and diversity in the physiological sciences. Our work in this area permeates throughout all of our activities, organisers will be asked to commit to an aspirational target of 50% female representation of speakers, with a compulsory minimum of 33%. We will continue to work towards fair geographical balance as well as fair representation of both junior and senior research scientists. 

1.Full meeting title

Please provide the working title for the meeting. 

2.Suggested dates

Programme Organisers are asked to suggest a date (outside of University term time) for the conference. Please note that meetings are two-days maximum in duration.   

3.Suggested venue

If you have suggestions for a venue, please ensure that it is spacious enough to accommodate a poster session and exhibition stands. This could be the institution of one of the Programme Organisers. If you do not have a venue in mind, the Events Team will find suitable venues. The final choice of venue will rest with the Events Team. 

4.Programme Organisers

Please provide full contact details. Please note that at least one Programme Organisers should be a member of The Physiological Society. The number of organisers should not be more than three.   

5.Rationale for Content Selection

What prompted the choice of this content? 

6.Timeliness and Relevance

Why is it especially timely within the current higher education landscape? 

7.Intended Outcomes

What outcomes are you aiming to deliver as part of the programme? 

8.Innovation and Novelty

How does this meeting introduce new approaches, themes, or priorities? 

9.Invited speakers

There is no prescribed invited speaker format, but for Education and Teaching Meetings a maximum of six invited speakers, with up to one from RoW, per meeting is permitted. The maximum permitted budget for speaker and organiser expenses is £2500.     

10.Speaker Justification

Why have you chosen these speakers to present? 

11. Diversity guidelines statement

The Society is committed to increasing equality and diversity in the physiological sciences. Our work in this area permeates throughout all of our activities, organisers will be asked to commit to an aspirational target of 50% female representation of speakers, with a compulsory minimum of 33%. We will continue to work towards fair geographical balance as well as fair representation of both junior and senior research scientists. 

The Society will:

• Work with the Programme Organisers to select the venue.
• Formally book the venue, AV and additional facilities.
• Market and promote the event to the membership.
• Prepare and manage the budget.
• Manage all income and expenditure.
• Provide online registration services.
• Provide advice on local accommodation.
• Formally invite the speakers.
• Liaise with invited speakers.
• Manage online abstract submission.
• Collate abstracts for review.
• Conduct ethical review of abstracts.
• Issue invoices for any additional sponsorship secured.
• Provide a printed programme booklet.
• Prepare badges for all participants.
• Order all refreshments.
• Process all speaker reimbursements (to agreed budgets).
• Provide on the day logistical and event management.
• Provide all conference materials (programme booklets, lanyards).

The Programme Organisers will

• Compile the draft programme. 
• Review the abstract submission. 
• Produce the final order of abstracts. 
• Select oral communications and flash talks. 
• Assist with marketing and promotion. 
• Secure additional sponsorship.