Meeting Notes by hY7s1p0X

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									How to organise a conference, event or research showcase in
           the Faculty of Health and Social Care


The Continuing Professional Development (CPD) and Conference Unit and/or the
Research Office are available to assist with the organising and running of Faculty
conferences and events.

This pack contains a guide to organising a conference, the services offered by the
CPD and Conference Unit and the Research Office, conference proformas and terms
of reference.

There are four identified event types which are listed below.

Conference/Event         Details                                         Organising
type                                                                     Office

Research Showcase        Opportunity to share research                   Research
Events                   outputs/activities/centre and programme         Office
                         developments
                              Local and regional audience
                              No cost recovery expected
Dissemination of         Where monies have been identified in the        Research
Funded Research          project outputs for a conference                office or CPD
                              Local, regional or national audience      Unit
                              Full or partial cost recovery             depending on
                                                                         audience
Themed Conference        Opportunity to combine educational,             CPD and
                         practice and research developments that         Conference
                         cut across the Faculty and would attract a      Unit
                         national audience
                              Must meet terms of reference
                                 enclosed.
Host a Conference        The Faculty acts as a host for a conference     CPD and
                         on behalf of a national or regional network     Conference
                         that UWE is involved in                         Unit
                              Must meet terms of reference
                                 enclosed


If the conference to be organised falls into one of these categories, the appropriate
attached flow chart and proformas should be used and completed and sent to the
appropriate office.
Section One:




      CPD AND
 CONFERERENCE UNIT
Continuing Professional Development and Conference Unit

Conference Terms of reference:

   1. The conference must reflect the strategic goals of the Faculty
   2. The conference must attract an audience from health and social care
      communities and where possible appeal to a national market
   3. The conference has to have a funding stream, or attract a substantial
      funding stream. The conference must be profit making and cover its
      own costs

What the Continuing Professional Development and Conference Unit
Will provide:

   The unit will organise and manage the following aspects:

         Review conference plan and advise on costing/venue etc
         Advertising and recruitment
         Identify and book the venue, catering and equipment
         Provide information on accommodation and transport
         Through an academic lead book speakers and produce delegate
          packs including evaluation forms and name badges
         Produce conference timetables and agendas
         On the day event management
         Venue liaison
         Collate feedback after the conference from evaluation forms


Please contact:

Celia Maber
Faculty of Health and Social Care
Health Training and Research Centre
Frenchay Campus
BS16 1QY

0117 32 81161
Celia.Maber@uwe.ac.uk
                 How do I organise a conference?
     Conference topic agreed by Head of School/Research Director/SOLAR




Confirmation to organise conference from Extended Executive through Director of
                           Educational Partnerships




        Develop conference plan (use pro forma) and NCB costing form




     Meet with head of CPD and Conference Unit to identify costing/Viability




                         Conference plan is confirmed




      Liaise with conference co-ordinator in the CPD and Conference Unit
       Continuing Professional Development and Conference Unit
                         Conference Proforma

Name of Conference organiser:

Contact number:                          Contact email:


Proposed name of conference:
Proposed date/s for conference
Predicted number of delegates:
Will conference be held on campus/off campus?
Is overnight accommodation required?

Main conference room requirements:
Room layout: (tick box)                  Additional comments on room layout:
Theatre style
Cabaret style
Boardroom style
Classroom style

Catering requirements: (tick box)          Equipment requirements: (tick box)
   Arrival Tea/coffee                        Stage/Lectern
 Mid morning tea/coffee                      LCD projector
          Lunch                                  Laptop
  Afternoon tea/coffee                          Flipcharts
      Formal dinner                         PA system/mics

Will exhibition space be required?:      Estimated number of exhibitors:

   Will guest speakers be invited?          Are syndicate rooms required?
       (please supply rough details)       (please supply numbers and room sizes)




    Budget available (if known):
 Predicted cost of tickets (if known):
Section Two:




      RESEARCH OFFICE
Research Office

What the Research Office will provide:


         Room bookings/location of event
         Refreshments/catering requirements
         Booking equipment
         Publicity
         Contacting speakers/guests
         Travel arrangements/accommodation
         Processing enquiries/bookings
         Conference handbook requirements
         On the day event management
         Conference Evaluation/debrief


Please contact:

Emma Spillane
Research and Consultancy Manager
Faculty of Health and Social Care
Glenside Campus
Room 2B24
Blackberry Hill
Stapleton
Bristol
BS16 1DD

0117 32 88894
Emma.Spillane@uwe.ac.uk
How do I organise a research showcase/conference event?
   Showcase/conference topic agreed by relevant Research Centre Director




        Develop showcase/conference plan (use pro forma) and devise
                    showcase/conference programme




Approach Research and Consultancy Manager to discuss administrative support
                                required




Research Office informs the CPD and Conference Unit of the proposed event and
          the details are entered onto the HSC conference database.




      Showcase/conference organiser liaises with identified administrator
                              Research Office
                        Showcase/Conference Proforma

Name of Conference organiser:

Contact number:                            Contact email:

Name of research centre:

Proposed name of conference:
Proposed date/s for conference
Predicted number of delegates:
Will conference be held on campus/off campus?
Is overnight accommodation required?

Main conference room requirements:
Room layout: (tick box)                      Additional comments on room layout:
Theatre style
Cabaret style
Boardroom style
Classroom style

Catering requirements: (tick box)             Equipment requirements: (tick box)
    Arrival Tea/coffee                           Stage/Lectern
  Mid morning tea/coffee                         LCD projector
           Lunch                                    Laptop
   Afternoon tea/coffee                            Flipcharts
       Formal dinner                            PA system/mics

Will exhibition space be required?:        Estimated number of exhibitors:

     Will guest speakers be invited?            Are syndicate rooms required?
      (please supply rough details)        (please supply numbers and room sizes)




  Is Conference programme attached?
      Budget available (if known):
             Budget Code:
   Predicted cost of tickets (if known):

								
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