Member Group Events - consultation June 2013

Member Group events form an important part of what Member Groups do. They raise the profile of the institute, spread understanding about Information Technology and its uses and provide networking opportunities.

Guidance on how to run a successful event, including the help that is available, is found here.

Please note that for chargeable events the events booking system MUST be used.

Where an event is held jointly with another organisation not within the BCS please see http://www.volunteer.bcs.org/Rules_links

Where an event is shared between two Member Groups they should agree on who pays for what, for example the branch may agree to pay for accomodation and catering and the Specialist Group might pay travelling expenses.

It is important to register attendance at events for several reasons, including:

  • The number of attendees is an indication of relevance and informs future planning.
  • Details about non-members enables follow-up, e.g. to encourage new membership.
  • Members need to be able to track their attendance for their Continuing Professional Development (CPD).
  • Satisfaction of personal requirements for events, such as dietary requirements or other special needs

 

Comments

Member Group Events - consultation June 2013

Spell out acronyms in full on first usage e.g. Specialist Group (SG), Continuing Professional Development (CPD).
Change "Where an event is shared between two Member Groups they should agree on who pays for what, for example the branch may agree to pay for accomodation and catering and the SG might pay travelling expenses." to "Where an event is shared between two or more Member Groups they should agree and document with sign off by named and authorized representatives from each group on who pays for what, for example the branch may agree to pay for accomodation and catering and the Specialist Group might pay travelling expenses. Detailed per person and aggregate cost estimates should be included in the sign offs indicating the portion to be paid by each participating group, along with any anticipated qualifying discounts such as volume or early booking, to make it easier to subsequently adjust estimates based on final attendance and anticipate any unreasonable imbalance in the burden of costs between groups." Added "or more", "and document with sign off by named and authorized representatives from each group" and "Detailed per person and aggregate cost estimates should be included in the sign offs indicating the portion to be paid by each participating group, along with any anticipated qualifying discounts such as volume or early booking, to make it easier to subsequently adjust estimates based on final attendance and anticipate any unreasonable imbalance in the burden of costs between groups". Changed SG to Specialist Group.

Spell out acronyms

Thanks Alex,

I've spelled out the acronyms. I'll leave a substantive response to your comment until I see what other contributions we receive.

Peter Buchanan as Chair of Policy Committee

Future proofing

As in my previous comments, suggest that volatile comment is omitted from the rules to avoid perpetual upgrades.
The last para should perhaps be amended to "Recording of attendance should follow current BCS guidance/best practice."

One size fits all?

I agree that it is desirable to register attendance but am concerned that one system will not work for all meetings, sometimes the paper record at the front of the room produces a more accurate picture than the online registration form that counts no-shows. And what about a meeting in a local pub? - even paper might be overkill, and having to register might put people off.

In the orginal text the guidance "is found here" - where exactly?

The suggested extensions to the guidance on how to split costs are valuable - but perhaps better in a guidance section.

I agree that the rules should be written with stability in mind. Perhaps the last para should be in a "Context and Rationale" section for each rule change - and not part of the rule.

CPD for Events

1. Event Booking System should respect the wishes (if any) of members, to control distribution of their Personal Data (especially email address). This will likely eliminate the use of "free" commercial Event Booking systems.
2. Event Booking System should include capability for participant to request CPD certificate or equivalent, in a way that allows the Member Group to provide the CPD certificate in an appropriate way and withour undue effort.

Submitted by Membership Secretary, Isle of Man International Section.