• ANNUAL CONFERENCE
  

BRANCH RESPONSIBILITIES

Introduction

The Institute’s Annual Conference is held in various parts of the UK in accordance with the rota (3.9) which lays down the proposed conference venues for 12-15 years on a rolling basis.

In order to assist in the organisation of an interesting and entertaining programme of events, both social as well as formal, headquarters’ staff in Nottingham rely on the local knowledge of branch members for suggestions, information and assistance.

Responsibilities

The principal responsibilities of local branches are:

• To confirm acceptance of the venue ‘slot’, as determined by the rota (3.9), four years in advance of the proposed conference, and acceptance of the responsibilities and support entailed.
  
• To be closely involved with headquarters’ staff at all planning stages.
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• To identify hotels suitable for the conference.
  
• To assume responsibility for the dinner-dance, possibly substituting it for the branch’s own annual dinner-dance.  This would include:
  
• Recommendation of band and toastmaster
• Organisation of a fund-raising activity, such as a raffle or tombola
• Active support to ensure maximum attendance
• Co-ordination of arrangements with hotel
  
• To identify a suitable venue for the President’s Dinner, held on the Wednesday.  Note that the branch Chairman and his wife are invited to attend.
  
• To make recommendations for the social programme, including:
  
• Ladies’ programme for Thursday
• Partners’ programme for Friday
  
  Note that it is customary for the wife of the branch Chairman to act as ‘party leader’ on these occasions.
  
• To supply six stewards to assist at registration for the symposium on Friday (8.00am to 9.30am).
  
• To make every effort to encourage local branch and neighbouring branch members to support all the events, including the symposium, the informal dinner and the dinner-dance.

GUIDANCE UPON SPONSORSHIP AND EXHIBITIONS

Sponsorship

In recent years a degree of financial sponsorship has been accepted to assist with the funding of the annual conference.  It has been agreed that the visibility of such sponsorship is kept at a ‘discrete’ level, so as not to compromise the integrity of the event.

Host branches may wish to seek sponsorship to fund specific elements of the annual conference such as:-

• More ambitious entertainment during dinners
• Outings and visits for partners and/or delegates
• Souvenir gifts for delegates/partners
• Support for enhanced promotional activity
• Any other appropriate purpose

In return for their contributions sponsors will get appropriate recognition which will take the form of:-

• Acknowledgement of the ‘principal sponsor’ on the brochure/booking form
• Acknowledgement in the conference programme
• Logo of the ‘principal sponsor’ on the delegate pack
• Acknowledgement in dinner menus
• Acknowledgement in the printed papers or proceedings

The following would not normally be allowed:-

• Banners, flags or boards in the conference hotel (other than displays in an  exhibition area)
• Plant and equipment positioned either inside or outside the conference hotel
• Logos on table linen..
• Inclusion of gifts e.g. pens or promotional material in the delegate wallet.
• Distribution of promotional literature in the lecture theatres

As the procedure for arranging sponsorship has tended to be somewhat ad hoc in the past, the following procedure should be followed:

• In the first instance, the host branch will put forward proposals to the General Manager comprising details of companies it is planned to approach for sponsorship together with any specific expenditure requirements.
  
• The Branch should indicate if it wishes to commit any of its own funds in support of the conference, either as direct sponsorship for a dinner/event or in the form of general underwriting to an agreed level.

• Once the plan is agreed, the Branch will then approach the nominated sponsors and details of any commitments obtained must be confirmed in writing and copied to the General Manager.

• All invoices in respect of conference sponsorship will be raised by the Nottingham Office after the event.

EXHIBITIONS

Host branches have the option to organize a small exhibition in conjunction with the annual conference either as a technical complement to the proceedings or as a means of raising funds.

Before deciding to mount an exhibition the branch should consult with the General Manager on the availability of a suitable room.  For practical reasons, exhibitions should take the form of graphic panels, possibly supplemented by computer generated displays.

The following information is for general guidance:-

• Stand space will be allocated by the linear metre with one metre of depth.

• Stand space will be marked out by the Institute staff using tape.

• The availability of a power supply will be dictated by specific circumstances in the hotel and exhibitors must provide their own extension cables.

• Before the event, each exhibitor will be sent a brief which contains details of the venue, date, location (room) of the exhibition, cost, times during which the stand may be erected and time before which the stand must be dismantled and removed. 

• Delegates will be able to visit the exhibition during registration, tea/coffee breaks and lunch.

• Wherever practical, refreshments will be served in the exhibition area.
  
• The Institute reserves the right to refuse the display of any material deemed inappropriate at its sole discretion.

• Exhibitors will have no claim against the Institute for any loss or damage to the exhibit.

• The Institute will ensure that a visual inspection is made to check the structural and (if appropriate) electrical safety of the exhibit.

• Exhibitors will accept liability for all acts or omissions of their staff, agents and contractors and must indemnify the Institute against all actions, claims and expenses that may arise in connection with the exhibit.