Meetings Sponsorship

Sponsorship of non-Genetics Society Meetings

The Genetics Society receives several requests each year to sponsor meetings in the field of genetics. These meetings are usually one-off meetings with an ad-hoc organizing committee or may be partly sponsored by another Society. The guidelines below indicate a review process for applications and the conditions that must be met for the award of Genetics Society sponsorship.

Review of applications

1) Applications should be sent to the Treasurer, Prof. Josephine Pemberton(J.Pemberton@ed.ac.uk), at least three months before the meeting. The application should state the topic of the meeting, provisional program, financial support from other sources and level of support requested from the Genetics Society (see 4).

2) The Treasurer will forward the request to the full committee for review. The review will cover suitability of the meeting for Genetics Society sponsorship and level of support requested. The Treasurer will include information on budget available and current sponsorship grant commitments.

3) The committee will be asked to respond within two weeks. The Treasurer will circulate a summary of the review and if there is not a clear consensus ask the committee to vote on options. The aim will be to respond to requests within four weeks.

Conditions of sponsorship

4) Several levels of sponsorship are possible: (a) single lecture: £200 (b) session: £500-1000 (c) major sponsor: £1500-2000.

5) The sponsorship of the Genetics Society must be mentioned in all pre-meeting publicity (e.g. posters, flyers, website) and in the meeting program. If the Genetics Society is the major sponsor the meeting should be advertised as a "Genetics Society-sponsored meeting".

6) Details of the program of the meeting and registration forms should be sent as far in advance as possible (by email) to the Genetics Society Office, for inclusion in the Society's newsletter and on the website.

7) The meeting organisers agree to make details of how to apply for Genetics Society membership available to non-members attending the sponsored meeting. Meetings that receive maximum sponsorship will be expected to offer a discounted registration fee to Genetics Society members, to encourage non-members to join the Society at the same time. New members may then attend at the discounted rate, once confirmation of their application for membership of the Genetics Society has been received from the Executive Officer.

8) Genetics Society sponsorship may be used at the organiser's discretion but budget travel and accommodation options should normally be insisted upon. Any unused grant should be returned to the Genetics Society. The Society will not be responsible for any losses incurred by the meeting organisers.

9) A short report on a meeting that receives sponsorship of £1000 or more, for possible publication in the newsletter and on the website, should be sent to the Genetics Society Office within one month of the conference taking place.

10) A written invoice for the grant awarded should be submitted to the Genetics Society Office. The grant may be claimed in advance of the meeting but no longer than one month after the meeting.