Society for Endocrinology
Proposal to host a Society for Endocrinology Regional Clinical Cases meeting in association with a
local endocrine club
The Society for Endocrinology is keen to work in collaboration with regional endocrine organisations in
order to host Regional Clinical Cases meetings to complement its annual National Clinical Cases meeting
held in London every February. The Society has a specific format for the half-day meeting and will make
all arrangements and cover all costs. Regional groups may wish to add additional sessions to make this a
full day event.
Format of Regional Clinical Cases meeting
Timing of meeting
The Regional meetings should be held at such a time so as not to clash with any other Society events (visit
http://www.endocrinology.org/meetings/ to find the date of future events); the last three meetings have
been held in December.
Aim of meeting
 To provide trainees with an opportunity to develop skills and experience in presenting cases and a
forum for discussing cases with peers and more established endocrinologists
 To provide CPD-accredited training in endocrinology that advances the understanding of the specialty
 To allow presenting delegates to have their abstracts published in the event programme booklet and on
the Society for Endocrinology’s website
 To provide an opportunity for the most accomplished presenting delegates to be recognised with
monetary prizes and appropriate publicity
Delegates
 The meetings are primarily aimed at clinical trainees, clinical academics and consultants. Free
registration is offered to undifferentiated trainees (BSc, FY1/2, CT1/2, ST1/2) in an effort to encourage
specialisation in the specialty
 The meetings will be advertised nationally, but it is anticipated that most delegates will be members of
the regional endocrine club and be drawn from the wider region around the host city
 There needs to be a reasonable expectation of attracting at least 80 delegates
Branding
 The meeting will be branded as “Society for Endocrinology Regional Clinical Cases meeting in
association with [name of regional endocrine organisation]” or shortened to SfE/[regional endocrine
club acronym] Regional Clinical Cases meeting
Format
The meeting will have the following elements:
 Registration with refreshments
 6 oral presentations of 15 minutes each including discussion
 Poster viewing with refreshments (sufficient time must be allowed to view posters)
 Seminar by leading clinical academic endocrinologist who is also a member of the SfE
 4 oral presentations of 15 minutes each including discussion
 Prize giving ceremony over refreshments (this can be upgraded to buffet meal if additional support can
be secured); this is an important opportunity to allow junior members to interact with and be inspired
by senior members
Venue
The Society will make all venue arrangements, but would welcome suggestions from the regional
organisation. The venue should have a lecture theatre that can accommodate 100 delegates, plus a room
suitable for pharmaceutical company exhibition stands, posters and refreshments. There should also be
room for a registration desk.
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Responsibilities of the Society for Endocrinology
The Society shall:
 Make all bookings and pay all costs associated with the cases meeting
 Meet the costs of a seminar given during the cases meeting; the Society would welcome suggestions
for a speaker who is a member of the Society and a clinical academic who will inspire trainees to
follow a clinical academic career path
 Publicise the meeting nationally and help with local promotion
 Publicise the call for cases, organise the marking of the submitted abstracts and inform the successful
delegates
 Appoint a marking panel and liaise with them over the marking of the abstracts and presentations at the
meeting
 Handle registrations, in advance and on the day
 Make exhibition stands available to corporate sponsors and manage the exhibition
 Set the registration fee levels, members of the Society will receive the greatest discount, a reduced
registration fee will apply to members of the regional endocrine club that pay an annual subscription
and highest fees for those that nit members of either (in 2009, the fees were £70 for SfE members,
£125 for members of the local group and £140 for non-members)
 Award and pay for the prizes (£250 and £150 for oral and 2 x £100 for the poster presentations)
Responsibilities of the regional endocrine organisation
The regional organisation shall:
 Work with the Society on the planning of the meeting
 Publicise the event locally and regionally
 Suggest individuals who would be suitable and willing to act as markers of submitted abstracts and
presentations (the Programme Advisor of the Clinical Committee will be invited to act as one of the
markers in order to ensure that a consistent high standard is maintained across all the Society’s Clinical
Cases meetings)
 Encourage regional endocrine club members to join the Society
 Work with the Society to attract commercial exhibitors and sponsorship, using local contacts if
requested (the Society will normally approach national contacts)
Addition of other sessions
The regional endocrine club may wish to add additional features, such as:
 One or more invited lectures
 A clinical “master class” type of training session
 A half day seminar
In such cases, the regional endocrine club will be responsible for additional venue costs, catering,
registration, expenses etc. In some circumstances, the Society may be able to make a grant towards the
cost of this, via the Sponsored Seminar Grant programme (see
www.endocrinology.org/grants/grant_sponsoredseminars.html and apply using the form that can be found
there).
Next steps
 Submit a proposal for consideration by the Society’s Clinical Committee by 1 November 2010
 We will contact you by January 2011 to let you know if you have been successful and let you know the
next steps
Please complete the proposal form on the following page…
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PROPOSAL
Name of regional endocrine organisation that the Clinical Cases meeting will be held in association
with…………………………………………………………………(acronym…………………….)
Name of applicant ………................................................................................................................
Your position in the regional endocrine organisation ……………………………………………..
(proposal should be submitted by an executive member of the committee)
Name of Department .......................................................................................................................
Name of Institution ..........................................................................................................................
Work address ....................................................................................................................................
..........................................................................................................................................................
..........................................................................................................................................................
Email address (work) .......................................................................................................................
Telephone number (work) ...............................................................................................................
Do you intend to hold a whole day meeting?....................................................................................
Do you intend to apply for an SfE Sponsored Seminar grant?..........................................................
Outline why you think the Society should hold a Regional Clinical Cases meeting in association with your
endocrine club (no more than 250 words):
Please submit this proposal electronically to abhi.vora@endocrinology.org
Society for Endocrinology, 22 Apex Court , Woodlands, Bradley Stoke, Bristol BS32 4JT
Company Limited by Guarantee. Registered in England No 349408. Registered office as above. Registered Charity No 266813
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