Organising Guidance

WELSH OBSTETRIC AND GYNAECOLOGICAL SOCIETY CONFERENCE GUIDANCE FOR ORGANISERS

SUGGESTED TIMESCALES

These timescales will allow potential delegates to organise study leave and should take into account times when a lot of people are on annual leave eg. School holidays, Summer holidays and Christmas.

Spring Meeting dates should consider Christmas holidays
Autumn Meeting dates should consider Summer holidays
Both meetings should consider Half Term holidays in February/October

March Spring Meeting:

Organisers Invitation Letter	Sent out by 1^st December
Call to Abstract	Sent out by 1^st December
Registration Form	Sent out by 14^st December
Abstract Deadline	Set no later than the last Friday in January
Early Bird Deadline	Set no later than 3 weeks before the meeting date

October Autumn Meeting:

Organisers Invitation Letter	Sent out by 1^st July
Call to Abstract	Sent out by 1^st July
Registration Form	Sent out by 12^st July
Abstract Deadline Date	Set no later than the last Friday in August
Early Bird Deadline Date	Set no later than 3 weeks before the meeting date

DATE OF MEETING

Day should be Friday
Arrange at least 6 months before
Avoid School Holidays

VENUE

Private venue will cost more but can be more pleasant
Check if the venue has dedicated IT personnel to assist with the presentations
Hospital venue is cheaper and easier to organise
Some Pharma Companies will not attend at “resort” type venues – check with likely Reps
Check the venue insurance cover for the meeting as some venues require the organisers to be covered for personal injury.
Also see Appendix A1

BANK ACCOUNT

Open a charity type account or use an existing one if your department has one
Welsh O&G treasurer will supply float makiya.ashraf@wales.nhs.uk is the current treasurer
The float to be used to pay the deposits for the venue
Use Appendix E3 to project costs and register final costings for the meeting

ADMIN COMMITTEE

Choose a small committee to help organise - lead consultant and secretary/admin to co-ordinate
Once registration is open – appoint one person to take responsibility
Co-ordinator should only receive instructions from one source, i.e. Lead Consultant
Admin Co-ordinator should be responsible for Administrative tasks
Admin Co-ordinator should attend the meeting to enable continuity and at least 2 Admin staff required to attend - ideally three

SPEAKERS

Choose speakers and ensure their availability
Agree on the Honoraria and any other expenses e.g. Overnight or travel CONFIRM IN WRITING
Presentation slot should be no more than one hour – 50 min presentation, 40 min presentation, 10 min for questions/discussions
Keep a record of speakers secretaries
Line up a spare speaker in case someone drops out
Arrange local speakers in the morning to enable plenty of travel time for outside speakers to arrive for the afternoon

PHARMACEUTICAL REPS

Some Pharma Companies will not attend at “resort” type venues – check with individual Reps
Contact Reps to acquire sponsorship towards expenses, this makes up the bulk of the budget
Find out what each rep requires for the fee e.g. logos on programme
Ensure that the fee covers the stand and attendance of 1 Rep
Once confirmed obtain the company logo which should be added to the programme
Suggested fee - £500 per sponsor
Keep sponsors happy

Appendix F1
Appendix F2
Appendix F3

REGISTRATION FEE

Should cover lunch and refreshments
£30 Before the meeting “Early Bird”
£45 after the Early Bird cut-off and on the day
Successful Poster/Oral Presenters should be informed before the Early Bird date
All participants including trainees presenting are charged
Receipts should be given to payees - use a generic type receipt book
Medical students presenting and retired members are free
Medical Students not presenting are charged £10
Host hospital to set price for own trainees depending on numbers and finances

REGISTRATION

Registration forms are initially sent out around 6 months before the meeting and again nearer to the time with the draft programme
All Documents and information will be made available on the WISDOM website
Administrator to send Registration Form and call to abstract to WISDOM Team for distribution

Appendix D2 Registration Form

EVENING MEAL

Usually £25-£35 to include wine
Normally arranged 7.30pm for 8.00pm
Paid for by all except invited speakers – confirm they will be attending
Open to members and partners only
Invited guests by prior arrangement with organiser
Bear in mind distance between meeting venue and Restaurant
Ensure there is a vegetarian/vegan option

Appendix D2 Registration Form
Appendix E2 Dinner Menu

ORAL PRESENTATIONS/POSTERS

Refer to Instructions for Oral Presentation Appendix C1A
and Poster Presentations Appendix B
Closing date for submissions should be at least 3 weeks before meeting date
Administrator will send standard letter Appendix D3 Invitation for abstracts. Appendix D4 Application and Instructions, Appendix B to WISDOM Team for distribution to all trainees and members in Wales
E-copies of the posters should be sent to WISDOM for upload onto the website after the meeting
Administrator should collate and send posters electronically to judges before the meeting along with Appendix C1C Judges Assessment Sheet
Ensure successful candidates are told before the Early Bird cut-off date
Ensure successful candidates are told whether they present an Oral or Poster
Choose three Judges from your colleagues and outside your Health Board
The successful abstracts should be collated into booklet form for attendees on the day
Oral presentations 8 minutes with 2 minutes for questions
Oral presentations are judged by the President and one or two other members
Score Sheets and guidance are available Appendix C1C C1D C1E
Organiser should complete and send out Winners Certificates for 1st and 2nd Price for both the oral and poster presentation after the meeting. Appendix D9a D9b D9c D9d

MEMBERS

All permanent O&G staff – Consultants/SAS staff
All grade 6/7 trainees

PROGRAMME

Last item to finish by 4.30pm
Allocate further 30 minutes for business meeting to finish by 5.00pm
Try and keep balance of Obs and Gynae

WISDOM INPUT

The WISDOM Team will:

Provide instructions to Co-ordinator including document templates and logos (see below which should be amended appropriately)
Distribute Registration Documents and all correspondence relating to the meeting under instruction from the Organiser using Contact Lists held with WISDOM
Send out reminders of deadline dates and any relevant supporting documentation
Advertise the date and venue via WISDOM
Build a Meeting Specific Page on WISDOM to advertise the meeting which will be linked to Registration forms etc.
Build a Meeting Specific Page on WISDOM post meeting to include the programme for the day with links to the speaker presentations and posters. .
Please ensure that there is provision for WISDOM to have a stand at the conference

Contact WISDOM wisdom@wales.nhs.uk

TEMPLATES/DOCUMENTS - click to view

Appendix A1 – Venue advice
Appendix B - What is a good poster
Appendix C1A – Guidance for oral presentation, Judging Panel
Appendix C1B – Guidance for oral presentation, Presenters
Appendix C1C- Judges Assessment Sheet
Appendix C1D - Shortlist Marking Sheet
Appendix C1E - Record of Papers Submitted

The following templates should be revised for your own meeting:

Appendix C1C-Judges Assessment Sheet
Appendix D1 – Organisers Invitation Letter
Appendix D2 – Registration Form
Appendix D3 – Invitation for Abstracts
Appendix D4 – Abstract Form
Appendix D5 – Final Programme
Appendix D6 – Certificate of Attendance
Appendix D7 –Abstract Booklet
Appendix D8b_ Feedback Form
AppendixD9a- Appendix D9b – Appendix D9c - Appendix D9d - Winners Certificates
Appendix E1 -Registration Spreadsheet
Appendix E2 – Dinner Menu
Appendix E3 – Costing Spreadsheet
Appendix F1 - Rep support confirmation letter
Appendix F2 - Rep Invoice
Appendix F3 - List of Usual Sponsors with Logo and Contact Details

WHAT TO SEND TO WISDOM FOR INCLUSION ON THE WISDOM PAGE

Organisers Invitation letter, Appendix D1 – sent out as soon as date has been fixed
Call for abstracts, Appendix D3 – at least 3 months prior
Registration form including costs and payment details, Appendix D2 – required at least 3 Months prior
Evening Meal Menu and venue details, Appendix E2 – ideally at least 6 weeks prior
Programme, Appendix D5 – Ideally Initial draft at least 6 weeks prior with final sent out the week before

After the Meeting:

Speaker presentations where there is consent
Posters

ON THE DAY

Welsh O&G Banners x 2 which can be put up and used to direct delegates
Ensure there are at least 2 people to take the registration – One to take money and one to keep track of the registration with Registration Spreadsheet
Ensure that completed registration forms are taken to the meeting , so you know which delegates have pre-paid
Documentation that will be required on the day:
Registration Forms
Registration Spreadsheets, i.e. who has registered, paid, evening meal etc. Appendix E1
Registration packs which should contain as a minimum:
Programme (with sponsors details)Appendix D5
Feedback Forms Appendix D8a & D8b
Any marketing materials
Name Badges/Labels
WiFi Code if required
Abstract Booklet Appendix D7
Signed Certificates to hand out at the end Appendix D6
Receipt book
Lockable cash box with float
Spare Stationery Items
Pens
Paper
envelopes
Blu Tac
Sellotape
String
Scissors
Table Covering for Reception Desk
Spare programmes
Spare Registration Forms
Spare Name Badges/Labels
Spare Registration Packs