Terms of Reference for Symposium Series

• 1. Purpose, Nature and Frequency
  • 1.1 The Society's Annual Symposium should be the most prestigious event in the Meetings Calendar. Symposia are intended to cover, in some depth, a selected topic in the forefront of research in some aspect of the molecular life sciences, which, while it may be a novel or emerging field, has achieved a high profile through experimental exposure, for example, in primary research papers in highly reputable journals, and for which it would be timely to bring together recognized experts for a state-of-the-art meeting. Ideally, the topic will be sympathetic to the interests of the Host Department at the chosen meeting venue. However, this will not preclude the selection of a desired topic if the interests of available venues do not coincide.
  • 1.2 The Symposium should be suitable for publication as a book which will enhance and promote the reputation of the Society and satisfy the contributors.
  • 1.3 There will be one symposium each year. If suitable topics are presented, the possibility of further Symposia in a particular year may be considered and agreed in consultation between the Honorary Meetings Secretary, Honorary Treasurer, Honorary Publications Secretary and the Publishing Director of Portland Press. However, the proposal for a second Symposium should be made not less than 18 months prior to the year in question.
  • 1.4 Symposia will normally comprise approximately 14-16 speakers over a period of 2 days.
  • 1.5 Symposia will normally be held as part of a Society Main Meeting.
  • 1.6 The available budget for Symposia is �4500, although additional funds may be sought from the appropriate Group or from funds at the disposal of the Meetings Secretary.
• 2. Choice of Topic and Organizer
  • 2.1 Each year the Honorary Meetings Secretary will publish, in the June issue of the Biochemist, an invitation to submit topics for a Society Symposium to be held two years hence. The invitation will request that proposals are directed to an appropriate Group or the Honorary Meetings Secretary. The announcement in the Biochemist will indicate the information to be included in proposals.
  • 2.2 At the same time as the general invitation is made in the Biochemist, the Honorary Meetings Secretary will write to Group Secretaries inviting them to submit proposals. The Honorary Meetings Secretary will also consult the Commissioning Editor of Portland Press Ltd. regarding possible topics and organizers which might be proposed to Group Secretaries.
  • 2.3 Proposals should include:
    • 2.3.1 The name of the proposed organizer(s) and, if this is not the proposer, his or her agreement in principle (in writing)
    • 2.3.2 An indication of why a Symposium on the topic is thought to be timely
    • 2.3.3 An outline of the proposed programme together with proposed speakers
    • 2.3.4 A preliminary budget
  • 2.4 Copies of proposals will be passed to the Commissioning Editor of Portland Press Ltd. and the Meetings Office as they are received.
  • 2.5 The Meetings Office and the Commissioning Editor of Portland Press Ltd. will advise and assist proposers in the preparation of the necessary documentation. This must include a budget and an assessment of the implications of other planned colloquia at Society meetings, Harden meetings and other national and international meetings or publications which, on the basis of available information at the time, might overlap with the proposed topic.
  • 2.6 Outline proposals for a Symposium will normally be presented to a meeting of Group Secretaries at least 18 months prior to the proposed date of the event, e.g. the meeting in October 1996 would consider topics for the symposium to be held in 1998. However, if necessary, consideration will be carried out by correspondence.
  • 2.7 At the meeting of the Group Secretaries, a representative of Portland Press Ltd. will give an opinion on the viability of the proposals from a publishing point of view.
  • 2.8 The Group Secretaries Committee may either recommend a preferred topic to go forward for approval or endorse more than one topic.
  • 2.9 The proposal or proposals, together with an assessment from Portland Press Ltd., will be submitted for final selection and approval to the Honorary Meetings Secretary, the Honorary Treasurer, the Honorary Publications Secretary and the Publishing Director of Portland Press. The financial viability of the resulting publication will be considered as well as the scientific interest of the topic and the reputation of the organizers and the contributors.
• 3. Administration
  • 3.1 The venue for the symposium will be selected by the Honorary Meetings Secretary, taking into account the interests of the host department, if appropriate, and the overall meetings programme in that year.
  • 3.2 The organizer(s) will make informal approaches to speakers to determine their agreement to participate, in principle, before a formal invitation is issued. If requested the Meetings Department will assist.
  • 3.3 The formal invitation to participate will be issued on behalf of the Society (in the name of the Honorary Meetings Secretary), at least twelve months before the symposium. It will be signed by the Honorary Meetings Secretary but issued by the Meetings Office.
  • 3.4 The invitation will include:
    • 3.4.1 A statement that the production of a manuscript at or before the meeting is a condition of participation
    • 3.4.2 A statement that travel expenses will only be paid on receipt of manuscript
  • 3.5 The Meetings Office will make all organizational arrangements relating to venue, speakers' expenses, accommodation etc. and will be responsible for all physical arrangements made including:
    • 3.5.1 Meals and accommodation
    • 3.5.2 Travel expenses
    • 3.5.3 Lecture theatre expenses including provision of audio-visual services
    • 3.5.4 Provision of information about the meeting and contact point for all aspects except those relating to publication.
    • 3.5.5 Provision of details of accepted speakers and their addresses to the Portland Press Ltd. Editorial Office.
  • 3.6 At least six months before the meeting the Meetings Office will request an abstract of each contribution.
  • 3.7 The Portland Press Ltd. Editorial Office will circulate Instructions for Authors approximately six months before the meeting, and will issue reminders at three months and six weeks before if required.
  • 3.8 At all stages, the Meetings Office and Editorial Dept will keep each other informed of progress and copy all correspondence to each other.
• 4. Publication
  • 4.1 The prime responsibility for securing manuscripts rests with the Symposium organizer(s). The Portland Press Ltd. Editorial Office will assist the organizer(s), as far as practicable, to chase speakers to meet deadlines.
  • 4.2 The organizer is responsible for the scientific veracity of the manuscripts. The Portland Press Ltd. Editorial Office will copy edit the articles for the printer and send proofs to the contributors for checking. The organizer is responsible for providing a Preface to the book and for aiding in the preparation of the index.
  • 4.3 The Portland Press Ltd. Editorial office will arrange all matters relating to production, e.g. design, print run, price etc.
  • 4.4 If it does not prove possible to secure all manuscripts, the final decision on whether or not to publish will be taken by the Honorary Publications Secretary.
• 5. General
  • 5.1 The Honorary Meetings Secretary will be available to advise on, and if necessary, adjudicate on matters relating to the meeting. Similarly, the Honorary Publications Secretary will, to the extent necessary, determine any matters relating to publication.