This paper lists the information that should be contained within a proposal for a Scientific Meeting. Additional information and questions frequently asked by submitters are included.
Acceptance by the Conferences Committee of a Scientific Meeting proposal means that the submitter (Programme Coordinator) is responsible for the scientific content of the meeting and the Biochemical Society Conference Office is responsible for the logistics, operations and budget. Programme Coordinators are expected to liaise very closely with the Conference Office staff to ensure the success of the event. You can view the terms and conditions for Programme Coordinators here.
Please use the online form to submit your proposal.
Scientific Meetings receive full secretariat services. To discuss the services available in full, or if you would like to discuss submitting a proposal, please telephone Lorraine Reese > or email the Conferences department >
On the proposal form, please complete each heading and fulfil the specified criteria.
1. Full meeting title
Provide the working title for the Scientific Meeting.
2. Suggested date and duration
Programme Coordinators are asked to suggest a date for the conference which should not clash with other Life Science events on a similar topic. Please contact the Conference Office for more information. See the Conference Office home page to view agreed future Biochemical Society conferences.
State the proposed length of the programme, e.g. 2/3 days, etc. Please note that Scientific Meetings are usually 2 to 3 days in duration.
3. Suggested venue
If you have suggestions for a venue, please ensure that it is spacious enough to accommodate a poster session and exhibition stands. If you do not have a venue in mind, the Conference Office will find suitable venues. The final choice of venue will rest with the Conference Office.
4. Relevant Research Area or Theme Panel
Please indicate which Research Area your proposal is relevant to. Please note that before formal online submission, proposers need to discuss their proposal with the relevant Research Area(s). Proposals that have not been discussed with the relevant Research Area(s) are more likely to be returned to applicants for revision. Research Areas can be contacted directly to request feedback via email. Alternatively, proposers may contact individual member(s) of the relevant Area(s).
- Research Area I – Genes
- Research Area II – Molecular Structure and Function
- Research Area III – Energy and Metabolism
- Research Area IV – Cells
- Research Area V – Signalling
- Research Area VI – Biological Systems
- Clinical and Translational Research Theme Panel
5. Programme Coordinators
Please provide full contact details. Please note that at least one person of the Programme Committee should be a member of the Biochemical Society. If joint with another Society, please list details here.
6. Anticipated audience description and numbers.
Include an approximate number of paying delegates, where they are based geographically, if they are likely to include Full/Student or Non Members of the Society, and what areas they will probably work in.
7. Case for the scientific programme
State the case for the science programme (300 words maximum) in terms of:
- Attractiveness of publication
- Target audience
8. Please supply 4-6 keywords for the meeting
Please include some keywords that will assist with targeting the conference for marketing and promotion. You can see the Society’s keywords here.
9. Include details of any additional suggestions for the programme that will allow for increased engagement with the audience.
These can include discussion sessions, ‘Meet the expert/speaker’ sessions, breakout groups, mini workshops, flash poster presentations, networking sessions incorporated with the poster sessions etc.
Programme Coordinators are asked to include time for networking opportunities and poster sessions at Scientific Meetings. Networking opportunities can include structured events such as the scheduling of meetings between delegates. The Conference Office will organize these events, if time is allowed within the programme. In addition, slots should be included for oral presentations selected from abstracts.
10. Industry engagement
The Society encourages Programme Coordinators to engage industry as speakers, attendees and sponsors where appropriate. Please list companies and contacts that would be suitable to approach and outline any suggestions on how to ensure industry representatives are provided with opportunities to engage and interact with the audience.
11. Competing/recent meetings
Give information, if known, about any competing meetings and the last known meeting on the topic in UK/rest of the world.
12. Is this meeting part of a series, or a repeat meeting which has previously been sponsored by the Biochemical Society?
If yes, please clarify if and how the following criteria are met:
Repeat meeting criteria:
- Highlight why this meeting is timely now given the date this meeting was last organized
- Demonstrate how the speaker list differs from the meeting previously organized by the Biochemical Society
- Give details of new data which may be discussed and any areas of ‘Hot’ topics within this field
- Highlight why Biochemical Society and Conference Office assistance is required
- Changing venue is encouraged to ensure that the repeat meeting does not become institution-specific
13. Speaker details
There is no prescribed invited speaker format, but for Scientific Meetings a maximum of five invited Speakers per day is advised. Programme Coordinators are encouraged to invite as many talks from submitted abstracts as the programme allows – these ‘elevated’ speakers are not offered financial assistance.
The Biochemical Society will award travel allowances to invited speakers based on its recommended allowances.
Note the total speaker travel allowances per day will not exceed £1800 per day of science for Scientific Meetings.
Topics covered in this meeting may be published in a Biochemical Society publication, such as Biochemical Society Transactions.
14. Diversity guidelines statement
Appropriate representation of women as invited speakers is required, and will be monitored by the Society. The Society aspires to 50% but recognizes that this target may be difficult to achieve in specific fields. At least 40% of the invited speakers should always be women.
Programme Coordinators must:
- Ensure a good balance between established and new investigators on the Speaker list.
- Ensure that there is an attempt for broad geographical representation where possible.
15. Budget – Sponsorship and support
To cover costs and keep delegate fees down, the Conference Office provides full support for the organisation of sponsorship and trade exhibition. If you have any existing contacts with potential sponsors, please list them here.
Extra notes for Scientific Meeting Programme Coordinators
The Society provides full secretariat support (including help with marketing and sponsorship) if the proposal is accepted.