Programme proposal guidelines

Guidelines for events programme proposal

By submitting a proposal, applicants agree to the following guidelines and terms.

Application process

1. The Microbiology Society and the applicants will act as joint organisers of the event and will collaborate to develop the final programme for the event. The applicant will indicate a main contact and provide a full list of collaborators who agree to act as a co-organising committee.
2. All information provided on the programme proposal form will be reviewed with relevant Microbiology Society staff and stakeholders to provide the opportunity to discuss the application more in depth before being submitted to the approving panel.
3. Additional information may be requested ahead of approval as part of the initial discussion between the applicants and the Microbiology Society.
4. While the Microbiology Society will advertise specific deadlines per year for meetings happening within a certain timeframe or for specific callouts, we remain open for submissions throughout the year. However, for in-person meetings where possible, we recommend a lead time of 9 to 12 months.
5. We specifically welcome proposals for online events and workshops with interdisciplinary reach and potential for quantifiable impact.

Sponsorship and funding

6. The co-organising committee commits to identifying potential sponsorships and/or exhibitors for the event and contacting them to gauge interest. Microbiology Society staff will be responsible for contracts and logistics.
7. The co-organising committee will commit to securing funding for each event by applying for relevant grants. Event proposals which will attract funding from other sources have a higher chance of being successful.
8. Following the initial discussion between the Microbiology Society and the applicant, we will require that applicants apply to FEMS Meeting Grants for all relevant proposals.
9. Sponsorship and other forms of financial support from competing journals or commercial publishers cannot be considered.
10. Applicants submitting a proposal for repeat events will be required to demonstrate they have external funding to cover the cost of delivery, and/or consider alternative formats.
11. The co-organising committee will provide any partner logos where relevant to the event.
12. The co-organising committee will review and allocate abstracts where relevant to the event.
13. The co-organising committee will review and approve marketing collateral.
14. Annual Conference session proposals and other proposals deemed better suited for such format will be referred to Scientific Conference Panel for consideration for the next available Annual Conference.
15. When a proposal for Annual Conference is included in the programme, Microbiology Society staff will connect the applicants with the relevant session organisers to ensure applicants are included in the organising committee.
16. The Microbiology Society will make the final decision on venue location to align the event to the Society’s objectives and ensure the sustainability of the event.

Event programming and publishing

17. Our publishing business is vital to our ability to support and organise events; as such, co-organising committees must commit to generating content for the Microbiology Society’s journals portfolio by working closely with staff and relevant members of the Society’s Editorial Boards. The type of content may vary based on the event topic and purpose and will be discussed with the applicants upon receipt of the proposal and ahead of formal approval.
18. Following the receipt of the proposal form and until formal approval, the Microbiology Society may recommend changes to the format, date and location of the proposed event in line with the Society's strategy and needs.
19. The co-organising committee will collaborate with the Society to create the full programme schedule, including the speaker running order.
20. The co-organising committee will identify speakers. Upon checking with Microbiology Society staff, the co-organising committee will approach the speakers to informally invite them. Once speakers have informally agreed to participate, Society staff will contact them with the formal invitation and any other relevant information.
21. It is a requirement that fair gender representation and inclusion is achieved in the composition of the meeting programme. The Society may request that co-organisers consider alternative options for speakers to ensure diversity.
22. Microbiology Society staff will provide the co-organising committee with a selection of images for the event for their advice and feedback.
23. The co-organising committee will provide the copy for the event webpage; Microbiology Society staff may revise this text to ensure consistency of tone and style.