Guidance for running or attending an event
This page will help you to identify what type of support will work best when running or attending an event, along with how to request it.
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Organising events
We can support at many different levels. Support will be considered on a case-by-case basis and will depend on e.g. the event subject area, evidence of a balanced and diverse programme, current resources available. Types of support include:
Programme content and speaker suggestion
We offer advice and guidance where we can. If you are thinking of organising a science event and don’t know where to start, we hope these FAQs are helpful. If you can’t find what you need, please contact us.
Marketing and promotion
We recommend submitting an entry to our event database to raise your event's visibility. We may also be able to share details of your event on relevant journal social media accounts. Contact the RSC journal editorial offices through the links on the relevant journal pages.
RSC as exhibitor
At major conferences with an exhibition, RSC often have a stand to represent e.g. our journals or membership activities. Contact our exhibitions team for more information if you are interested in this level of support.
Advice and guidance
We can suggest content or speakers for your science event. For example, our Prize winners give a lecture at many events, or our specialist Interest Groups could provide content suggestions. In addition, RSC staff often attend events to give talks on their specialism, for example on how to publish, career advice, inclusion and diversity, and chemical data. Think about what your event delegates would find of value and contact the relevant RSC team.
Hosting, organising and underwriting
We can provide full support for an international peripatetic conference through hosting, scientific programme development, organising and logistics, and underwriting. For further information please see the peripatetic conference FAQs below.
Support from RSC journals
Our journal editors can support an event in a number of ways, e.g. through an exhibition stand, offering a journal poster prize or another form of sponsorship. Contact the RSC journal editorial offices through the links on the relevant journal pages.
Grants
If you are looking for a Grant to support the organisation of an event consider our Researcher Collaborations Grant. RSC members can apply for funding to participate in or organise activities which bring together researchers, including research visits to potential or current collaborators' institutions, and organising meetings/workshops.
Event logistics can mean handling abstract submissions and registrations, on-site support, or simply setting up a webpage.
We provide full event logistics only for science events within our core programmes or if we host an International peripatetic conference.
If your event falls outside of these categories and you need logistics support, consider contacting a Professional Conference Organiser (PCO). Many of our Interest Groups use PCOs to support their events.
Hazards and risk must be considered, assessed and managed for all events run on behalf of the ÀË»¨Ö±²¥. This includes activities organised by our members and staff including Local Sections, Interest Groups, Regions and any other member groups of the ÀË»¨Ö±²¥.
Not only is it a strict legal requirement to effectively manage the risks created by such events, but it is necessary that we demonstrate the highest standards of professionalism at all our events, and in so doing, meet a duty of care towards everyone involved.
We welcome proposals for new Faraday Discussion meetings in rapidly evolving areas of the physical sciences. If you have an idea for a topic and would be willing to act as the scientific committee chair, please get in touch with the RSC Office here to discuss the requirements.
Following this initial discussion, we will ask you to complete and submit a Faraday Discussion Proposal Form, to enable the Faraday Standing Committee on Conferences (FSCC) to evaluate your proposal in detail with a view to ensuring a high-quality meeting. As part of this process, it is common for FSCC to request revisions to your proposal.
You may submit your proposal at any time by emailing your completed form to the FSCC Secretary. While there are no official calls or rounds, FSCC meets three times per year (typically in February, May and September) and will evaluate new and revised proposals received by the Secretary no less than two weeks before each committee meeting. Adhering to these deadlines and submitting revised proposals in good time will help ensure that your proposal is evaluated promptly, and the meeting consequently takes place in a timely manner.
There is the opportunity on the form to request a preferered date for the meeting. This should typically be two to three years out, to take account of the time required to revise the proposal, to plan the meeting once approved, and accommodate your meeting in the schedule of upcoming meetings. We typically organise eight Discussions per year, usually scheduled at least 24 months in advance. While we will try to hold your meeting on your preferred dates, we reserve the right to discuss alternative dates with you.
This quick guide to inclusive events explains what to consider before arranging your event and where and how to run them to make them inclusive and diverse.
You are asked to follow these guidelines when creating and submitting an abstract for oral or poster presentation.
Creating abstracts
- Abstracts should be no more than 500 words in total, to include all authors and references.
- Please create a short summary of your work in advance of your submission.
- In the authors section please underline the presenting author.
- Main body of text should be left aligned.
- Single spacing throughout. Text should be in Arial, font size 11pt.
- References, denoted by superscript numbers in the text, should be listed in the references section using standard Chemical Abstracts Source Service Index terminology followed by Year, Volume, and Page
- The use of figures, graphs and schemes is recommended where this aids the understanding of the text. Please note that abstracts will usually be printed in black and white, so images / figures should be selected carefully. These can be uploaded during submission.
Submitting abstracts
- In order to submit your abstract you will first need to register yourself as on our events system. Please click on the 'Submit' button found in the Abstract Submission section.
- A new window will open up - double check that it is for the event you wish to submit to and follow the instructions to register to use the system
- You will then be given the option to select the category into which you want to submit your abstract. Please select your preferred option. If the deadline for any of the categories has passed they will no longer be available.
- You will be asked to insert the abstract title and answer some mandatory questions. Click proceed.
- You will then be asked to insert your author list, your abstract text and your references. Click next.
- Check that the preview of your submission is correct and then click submit.
- You should then receive an automated email within 24 hours of submitting your abstract. If you do not receive this email, please contact us.
- Please note that you abstract will not be submitted unless you complete the submission process. It is not possible to start the submission and return to it at a later stage, however you can amend your details and abstract during submission or once submission is complete.
- If you encounter any problems, please contact us.
Guidance for organising member network events
We have over 70 interest groups who organise activities focused on a specific area or application of the chemical sciences.
If you’re interested in organising an event with the support of one of these groups, please discuss it with the relevant Interest Group committee.
If you are an Interest Group committee member, the RSC member networks page contain a wealth of information on how to organise an Interest Group event.
The RSC and SCI have signed an agreement outlining their obligations when their networks collaborate on events. A simple overview of the agreement is that they agree:
- The split of risk and reward between the RSC and SCI is 50:50.
- For any advance deposits the RSC shall commit the funds and this will be taken into account in the final calculations of surplus/loss.
- The organising committee should have at least four members (two from the RSC and SCI), and a maximum of eight members (four from the RSC and SCI).
For each joint event the RSC and SCI will sign a document with the details and approval for that event. If you are collaborating with the SCI on an event for which there are no contracts, please complete the information on this document.
Committee members of any of the RSC interest groups, local sections and communities can , for both free to attend and paying events (either as an organiser or co-organiser with another organisation). We cannot offer this facility for events not connected to one of these groups.
Download our FAQ guide for organising and running virtual member network events on GoToMeeting GoToWebinar or Zoom.
Using GoToMeeting
If you would like to use GoToMeeting for your committee meeting, or in conjunction with a physical meeting, please the and a member of the Networks Team will be happy to help.
Related: GoToMeeting user guide
Using GoToWebinar
RSC Local Sections and Interest Groups looking to use GoToWebinar can use the to schedule a webinar and generate a bespoke registration page. Once complete, a member of the Networks team will schedule your meeting and send you the registration link to distribute to your members. You can also engage your audience with a number of optional features (videos, polls, handouts, etc.). If you would like to add these to your webinar, please complete .
Related: GoToWebinar user guide
Using Zoom
RSC Local Sections and Interest Groups looking to use Zoom can use the to book a Zoom meeting.
Hybrid events
On 19 January the Member Networks Team hosted a panel session and discussion on best practices in hybrid events planning.
Additional resources for hybrid events:
Hybrid event drop-in - BMCS Hybrid Event slides - Chris Swain
RSC Events Team - hybrid events guidance for member networks (January 2022)
Organising hybrid events and meetings
Gives an overview of some of the issues to consider when organising hybrid events. Includes feedback and costs of hybrid events run by BMCS at Churchill College and the Toxicology Group at Burlington House.
Attending events
We offer bursary support for RSC members to attend events. Our Researcher Development and Travel Grants can support those who are presenting work at conferences, developing new skills by attending training courses or developing networks by organising a scientific meeting. Our Grants for Carers and Accessibility Grants are also available to support those with caring responsibilities or who need additional assistance to participate in a professional development activity. Our Interest Groups can also help with funding and training, such as travel grants and conference bursaries.
Related: explore the full range of funding
Our Events Terms and Conditions give delegates information about their rights to cancel orders, as well as other information they are entitled to by law.