BASHH regional online event planning guidance

To ensure we have all of the information that we need, please complete the online event proposal form. To complete the form you will need to:

• Provide the date and time of the event.
• 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 pay any honoraria (more information in 'optional extras' below) and, if so, how you plan to cover your costs.
• Let us know if you plan to apply for CPD points.

Link to proposal form

Once we have reviewed your completed proposal form, we will set up your online booking page. We will also give you a special log-in to check registrations and add make changes to your event listing. Once you have your log-in, use this link for a short guide to help 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 using the BASHH booking page link.
• 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.

On the day of your event, all you need to do is start your local Teams or Zoom meeting.

Participants will have received the link to join the meeting automatically. If they cannot find the link, they can access it in their registration confirmation email or by logging into their BASHH account and navigating to the ‘my events’ section.

If you have sponsors present during your meeting, please remind participants not to share service level or patient information in the meeting chat or in discussions.

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 are going to pay any external speakers an honorarium, these costs will need to be covered through your event income. This can be done by charging fees for your event or by accessing sponsorship. All sponsorship needs to be managed by the BASHH events team so we have a clear audit trail. The management of sponsorship contracts will incur and admin fee of £30 per contract, which will also need to be covered by your income. If you are not paying speakers, you will not need to generate any income.

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 events@bashh.org and the team will manage the arrangements. As mentioned above, if you have sponsors present during your meeting, please remind participants not to share service level or patient information in the meeting chat or in discussions.

If you are paying honoraria, this should be done in line with BASHH’s Honoraria Policy. After the event, those people being paid honoraria should use this form to receive payment.

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

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.