Subject Groups

Members Meetings

Aim

The committee wishes to support the group membership in encouraging local organisers to initiate high quality meetings that are open to all. The group would provide help to approved meetings through advertising, promotion and provision of some funding towards meeting costs.

Scope

Meetings should fall within the remit of the group as defined in the constitution and interpreted broadly as - “the science (especially physics) and technology of nanometre scale structures”. We envisage that Members Meetings may be focussed and specialised or may bring disparate groups together that may not normally meet at scientific meetings. The Members Meeting should ideally address a niche area that is underrepresented elsewhere. However, the meeting must be open to all Institute of Physics members and affiliates.

How

The Membership are invited to submit outline proposals by 1 October 200n for meetings to be held in 200n+1. Applications for support should be made to the Group secretary and include a single A4 page summary that contains the following:

The scope of the meeting - what is the aim?

The format - e.g. invited speakers only, keynote lecture and contributed speakers, posters only etc.

Proposed dates (maximum of three options, please endeavour to check for clashes)

The audience - which areas of interest do you expect to appeal to, how many people to attend and what demographic (Students, Industrialist or Academics)?

A costing estimate broken down into fixed costs (speakers travel expenses, room hire etc) and variable costs (paperwork, lunches, badges, poster board hire etc).

An estimate of the Meeting fees by demographic.

The details of what Group resources are required and to whom you would like the information circulated.

Rules

The Members Meeting should ideally be cost neutral of group funds.

The Group Committee will not undertake a detailed organisational role - for instance in collecting payments or issuing receipts. Detail should be addressed by the local organiser.

The committee expects a one page report on the meeting to be submitted within 1 calendar month of the event that includes the number and demographic of attendees, key successes or main points discussed, a list of speakers or presentations and sufficient financial detail to ascertain income and expenditure and the appropriate use of any funding.

Any surplus funds arising from the meetings should be returned to the group for continued support of such events.

The Groups financial liability will be limited to the sum approved by the committee.

^ To the top ^