Organising SRS Meetings - A guide
12+ Months
Accept invitation from SRS Council, but only after checking there is support from both colleagues and the hospital administration. Check availability of lecture room(s) and discuss dates with SRS Hon Sec.
12 - 6 Months
Discuss programme(s) with SRS Diagnostic and Therapy Section chairmen
- Speakers - local, national or international. Consider costs
- Chairpersons - The SRS President will chair all named lectures. The section chairmen will normally chair the other sessions unless they specifically decline to do so
- Application for CME to Royal College
- Identify and book Venue, establish any charges
- Lecture Theatre
- Seating
- Lighting
- Lectern
- Writing Board
- Overhead projection.
- Slide Projection - dual expected by most speakers
- Power point availability
- Microphone - preferably remote
- Video - format
- Laser pointer
- Coffee Lounge - Exhibition Area
- Exhibitors expect these to be very close, preferably in the same large room. Many express dissatisfaction when they are separated from the coffee area and few people attended the exhibition area
- Most expect a large table to be provided but many will bring their own coverings.
- A few will indicate that they need an electric point for lighting or videos
- Catering
- Same area or remote
- Make preliminary guess at numbers, eg. 100 at Autumn meetings, 50+ at Spring and 40 at Summer. Remember your exhibitors will expect coffee and lunch. Many prefer tea in the afternoon. Provide a third alternative eg. orange juice
- Lunch - there will be a few vegetarians
- Provide glasses of water in lecture theatre for speakers
- Dinner
- Discuss need with SRS Hon Sec and President. Identify possible venues. Consider both in hospital and outside
- Write potential exhibitors and invite sponsorship. Discuss with Section Chairmen and Hon Sec first
- Prepare draft budget. Discuss with SRS Hon Treasurer
3 Months
- Confirm Programme with Section Chairmen
- Confirm venue, catering and dinner arrangements
- Identify date for final confirmation of numbers
- Draft meeting notice and agree circulation with SRS Hon Secretary
- Date, venue and map
- Programme
- CME points
- Registration Name and Hospital
- Payment method
- Write welcome letter to speakers requesting information about the A/V facilities they require; include programme
- Travel and accommodation arrangements for visiting speakers
- Identify projectionist
1 Month
- Check that lecture theatre facilities work as advertised
- Check projectionist knows facilities
- Notify support staff (porters, domestics) of date and venue
- Local directions
- Cleaning arrangements
- Confirm Numbers
- Prepare signage from car park to lecture area, etc
1 Week
- Confirm travel and accommodation with visiting speakers
- Exhibitors may be willing to collect and deliver to airports and help with hotel bookings
- Confirm venue, catering, dinner, porters (local directions), projectionist
- Domestics: identify who is using venue day before, cleaning arrangement, who will supervise
- Draft list of participants for CME signature, in alphabetical order. Include main hospital, initials
- Reprint programme if any last minute changes
Afterwards
- Thank you letters to speakers and chairpersons, caterers etc
- Visiting speaker's expenses
- Thank you letters to sponsors/exhibitors. Identify date next meetings
Easy really.
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