BASHH regional in-person event planning guidance

To ensure we have all the information we need please complete the in-person event proposal form, link below.

To complete the proposal form you will need to:

• Provide the date and time of the event.
• Let us know if you would like the BASHH events team to do a local venue search for you. If you would like a venue search, please complete the venue search form at this link and upload it when completing your online proposal.
• If you have a venue already, let us know the details, so that the BASHH events team can pick up the contract management.
• Let us know about any additional expected expenses: catering, honoraria, travel costs.
• Let us know about your expected sponsorship income.
• Provide an overview of the event or draft programme.
• Provide an image for your event page, if you have one.
• Let us know how you plan to promote your event (see below).
• Let us know if you plan to apply for CPD points.

Link to proposal form

If you need help to find a venue, the BASHH events team can do a local venue search. The events team are often able to negotiate reduced rates at venues. The cost of a venue search is £180 (to be covered through the event income). Please complete the venue search form at this link and upload it when you submit your online proposal.

To ensure that all your needs are met and to maintain an audit trail, venue contracts will be managed by the BASHH events team. The cost of this is £120. As soon as a venue is identified, the BASHH events team will manage the arrangements.

On occasion, industry reps may offer to pay for and contract a venue on your behalf. This is seen as a gift-in-kind and is not recorded as sponsorship. In these circumstances the BASHH events team do not manage the venue contract, but we do require the sponsor to write a letter confirming that the venue has been paid for by them for the purposes of the meeting. A copy of this letter/email should be uploaded when you submit your online event proposal.

Once we have reviewed your completed form we will set up your online booking page. We will also update your BASHH you a log in so that you can check registrations and add make simple changes to your event listing. Once this log in has been arrange, use this link for a short guide on how to manage your event page.

• Your event will automatically appear in the BASHH events calendar.
• We will also include your event in BASHH events emails.
• You will be able to promote your event via your local networks.
• If you would like to send an email directly to all BASHH members in your region, please email the content of your email to events@bashh.org and we will send the email on your behalf.

Most regional events are funded by industry sponsors. When you email your sponsors to request sponsorship, please copy in events@bashh.org. The BASHH events team will manage sponsorship contracts directly. If a sponsor replies to you only, please forward the email to us and we can manage the arrangements. If you have sponsors present during your meeting, please remind participants not to share service level or patient information.

Each sponsorship contract will incur a management fee of £30, which will need to be covered by your event income.

Occasionally, we will pay honoraria to external speakers. If you have non-BASHH members speaking at your event and would like to pay an honorarium to them, you can do so in line with the BASHH Honoraria Policy. After the event, those people being paid honoraria should use this online form to receive payment. Again, any honoraria fees will need to be covered by sponsorship or participant fees.

Occasionally, we will cover the travel expenses of speakers. Any travel costs need to be covered in line with the BASHH Events expenses policy. Claims for expenses should be made using this online form.

To help you manage your budget planning you can use this link to access a simple budget reckoner. Any residual income after the event will remain with BASHH to help cover other event costs, such as the website and admin support.

On the day, everything should be in place for you to run your event. If you wish to have an evaluation survey and certificates, we can add those to your event. If you are applying for RCP CPD points an evaluation and certificate will be required, see below.

If you wish to apply for RCP CPD points, this should be done using the BASHH CPD portal login, which we can share with you. Using the BASHH login allows us to track CPD across the organisation.You will need to complete the CPD application form for the event. There will be a fee payable (usually between £50 and £100). If you can pay this and claim it back as an expense from BASHH, that is simplest. If you would like us to pay for you, we can co-ordnate that with you. 

There is no obligation to apply for CPD points as the hours spent at regional events can be recognised as CPD without a RCP approval. Where CPD points are applied we will need to carry out a survey and provide certificates.