SIGs and Sections often take advantage of the “gathering” around BGS Scientific meetings to arrange meetings or symposia for their respective members.

Inevitably, the booking of extra rooms and catering to accommodate these “side” meetings may impact on the Society, both financially and logistically, and it has become necessary to issue guidelines on the arrangement of such facilities.

Guidelines
These guidelines, approved by the UK Management Council in March, do not apply where SIG’s/Sections are arranging either stand alone sponsored symposia, parallel sponsored symposia or parallel sessions, which are a part of the main programme. In these instances, all requests and communication must go through the meetings secretary and the Society’s retained conference organisers. They do apply where a SIG/Section wishes to use a scientific gathering to hold an AGM, business or informal meeting.

The question of whether or not a SIG/Section will have to bear any costs of the meeting room, catering etc. will depend largely on the arrangements with the venue. At some venues, every room booked has to be paid for as an extra to the main booking, whereas at others ancillary rooms are available at no extra charge. At some venues, a certain quota of additional room availability will be included in the main contract.

In all cases, SIG’s and Sections are asked to adhere to the following procedure:

• As early as possible, and certainly no later than four weeks before either a Spring or Autumn event, a request for a room should be made to the BGS office. The BGS office will be responsible for ensuring the conference organisers are aware of the request.
• If the venue has made available rooms at no extra hire and set-up charge, the SIG/Section may meet free of charge. If the venue does levy a charge, the SIG/Section must bear this cost. The BGS office will be responsible for informing the SIG/Section of any charge, giving them the option to re-consider.
• Where the relevant SIG/Section is faced with a charge, but has no funds (and little likelihood of raising any), the CEO will consult with the meetings secretary and/or Honorary Treasurer to decide what level of costs are acceptable.
• So far as catering is concerned, every SIG/Section must strive to work around the catering schedule as laid down in the main programme, thus minimising the need to order additional items. Where the ordering of teas, coffees, bottled water and food is unavoidable, the SIG/Section must bear the cost. Again, where there are no funds, the CEO will consult with the meetings secretary and/or Honorary Treasurer.

Alex Mair
BGS Chief Executive Officer