SAMSoc Duties<o:p></o:p>
Action<o:p></o:p>
Person Responsible<o:p></o:p>
Due Date<o:p></o:p>
Update Website<o:p></o:p>
<o:p> </o:p>
PR<o:p></o:p>
All year<o:p></o:p>
Particular emphasis around Autumn and Jan/Feb to advertise meeting<o:p></o:p>
Authorise new members & respond to all enquiries<o:p></o:p>
Membership secretary<o:p></o:p>
Sponsorship for meeting<o:p></o:p>
Treasurer (or delegated to committee member with personal contact - however treasurer remains responsible for ensuring it is done)<o:p></o:p>
Contact sponsors after last meeting to thank them and investigate if willing to continue.<o:p></o:p>
Contact with final programme as soon as is available<o:p></o:p>
Contact before catering deadline to find out requirements of sponsors for lunch, and double check requirements on day – let ICC liaison person know<o:p></o:p>
Room allocation at ICC<o:p></o:p>
ICC Liaison<o:p></o:p>
September<o:p></o:p>
Decide on topics for meeting & approach speakers<o:p></o:p>
Programme Committee<o:p></o:p>
Start as soon as BSAVA release programme with deadline for October<o:p></o:p>
Finalise speakers and produce Programme for day<o:p></o:p>
Programme committee<o:p></o:p>
October-November<o:p></o:p>
Advertise case report sessions<o:p></o:p>
November, monthly reminders till deadline<o:p></o:p>
Advertise travel scholarship<o:p></o:p>
October-December<o:p></o:p>
Request payment for subs<o:p></o:p>
Treasurer/membership secretary<o:p></o:p>
January-April<o:p></o:p>
Send receipts for subs<o:p></o:p>
Request payment for meeting<o:p></o:p>
Send receipts for meeting<o:p></o:p>
Maintain database of members<o:p></o:p>
Advertise meeting<o:p></o:p>
Membership secretary and PR<o:p></o:p>
October-April<o:p></o:p>
Liaise with ICC regarding layout/hall/badges<o:p></o:p>
Jan-March<o:p></o:p>
Finalise case report session<o:p></o:p>
March<o:p></o:p>
Finalise programme & update on website<o:p></o:p>
November-March<o:p></o:p>
Pay ICC Invoice<o:p></o:p>
Treasurer<o:p></o:p>
Finalise catering with ICC<o:p></o:p>
Advertise AGM via website<o:p></o:p>
Secretary and PR<o:p></o:p>
February<o:p></o:p>
Review constitution<o:p></o:p>
Chairperson<o:p></o:p>
At least every March<o:p></o:p>
Prepare notes for meeting<o:p></o:p>
Secretary in liaison with programme committee<o:p></o:p>
3 weeks prior to meeting<o:p></o:p>
CPD Record of attendance<o:p></o:p>
Secretary in liaison with Membership secretary<o:p></o:p>
Collate list of delegates<o:p></o:p>
1 week prior to meeting<o:p></o:p>
Print names on badges<o:p></o:p>
Registration<o:p></o:p>
Secretary/ membership Secretary and others<o:p></o:p>
At meeting<o:p></o:p>
Chairing at meeting<o:p></o:p>
Chairperson and others from programme committee<o:p></o:p>
Minutes of AGM<o:p></o:p>
Secretary<o:p></o:p>
Take minutes at meeting, produce coherent record within 1 month of meeting to be posted on website after Chairperson agrees them<o:p></o:p>
Remove members that have not paid subs from website<o:p></o:p>
May<o:p></o:p>
Consider ways to grow society<o:p></o:p>
All<o:p></o:p>
Ensure everything stays on track<o:p></o:p>
Ensure BSAVA has correct contacts for Committee<o:p></o:p>
After each AGM<o:p></o:p>
Maintain affiliated group membership<o:p></o:p>
Maintain books of accounts, banking, pay all invoices, prepare end of year accounts<o:p></o:p>