EFOMP Support of Meetings, Congresses and Courses
Guidelines for National Member Organisations
One of EFOMP's aims is to encourage exchanges between the National Member Organisations and disseminate professional and scientific information through publications and meetings.
The sponsorship of meetings and congresses is central to the achievement of this aim. The purpose of these Guidelines is to help National Member Organisations (NMOs) to obtain EFOMP sponsorship for their events by setting out the steps that they need to take and the conditions that must be fulfilled.
2 Types of EFOMP Sponsorship
Type of Sponsorship:
1. Organised by EFOMP
2. Co-organised by EFOMP
3. Scientifically supported by EFOMP
4. Recognised by EFOMP
3 Types of Event
1. EFOMP is responsible for all aspects of meeting organisation, but will normally collaborate with a local organiser (e.g. the local NMO). Examples include the European School of Medical Physics.
2. EFOMP is a major partner in the organisation of the event, and shares the responsibility for the arrangements with the other co-organiser(s). Examples include the EFOMP Conference on Medical Physics, co-organised with a host NMO.
3. Organisation of the meeting is primarily the responsibility of the meeting organiser. EFOMP provides support through publicity and promotion, and plays a significant part in the scientific organisation of the event. 4. No financial support is provided. EFOMP is one of several sponsors for the event.
These Guidelines are intended to be applicable to most events which National Member Organisations would wish to stage, and where participation in the event may be of interest to a wider audience. The events will include:
• Scientific meetings, congresses and workshops, intended to disseminate the results of current research and development and to stimulate collaboration in research and development
• Training courses, schools or other events whose purpose is primarily educational.
4 Requirements for EFOMP Sponsorship
EFOMP must ensure that all events with which its name is associated are consistent with its overall aims of promoting excellence in the application of physical science to medicine. The conditions for EFOMP sponsorship of an event are intended to achieve this, by requiring EFOMP to have a say particularly in those aspects of the organisation of the event which affect quality.
EFOMP also has the aim of co-ordinating the work of national member organisations, to make the best use of their efforts and to avoid programme clashes wherever possible.
The procedure for obtaining EFOMP sponsorship of an event, outlined below, sets out to achieve these aims.
5.1 Notification to EFOMP and Requests for Sponsorship
EFOMP must be notified of a meeting for which the NMO requests sponsorship as early as possible in the planning process. The notice must include at least the following information:
• Title of the event • Proposed date and venue • Purpose of the event • Outline programme • • Level of EFOMP involvement requested or envisaged.
If further information regarding the event is available, this should be sent as well.
If EFOMP’s involvement may have financial consequences either for EFOMP or for the NMO, a detailed budget for the event must be provided.
· For scientific meetings, congresses, and workshops, the notice should be sent to the Chair of the Scientific Committee.
· For training courses, schools or other events whose purpose is primarily educational, the notice should be sent to the Chair of the Education & Training Committee.
· For events where EU Support is required, the notice should be sent to the Chair of the European Matters Committee.
In all cases, a copy of the notice should also be sent to the President of EFOMP. Names and addresses for these officers are available on the website.
5.2 EFOMP Participation in the Planning of the Event
In the case of meetings organised by EFOMP, the Chair of the relevant Committee will establish an appropriate programme and organisation committee. This will normally include representation from the local event organisers, but the committee will be responsible to EFOMP.
In the case of events where EFOMP is either co-organiser or sponsor, EFOMP will nominate a representative or representatives of EFOMP to serve on the event's programme and organising committee(s). The nomination will normally be subject to ratification by the EFOMP Officers at their next scheduled meeting.
6 Benefits to EFOMP Members
Organisers of meeting supported by EFOMP are expected to offer similar registration concessions to members of other EFOMP National Member Organisations as to their own members. This includes concessions such as discounted registration fees, inclusive proceedings publications etc.
EFOMP recognised events should entitle delegates to CPD points according to their national CPD scheme and the recommendations made in Policy statement no. 10. An explanation of how to apply for CPD points is to be found on the Education & Training Committee page.