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Frequently Asked Questions

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Finance:

1.   How can I claim back my expenses?
2.   How much should we charge for an event?
3.   How do we pay for event costs?
4.   What do we do with surplus takings from events?
5.   What can committee funds be used for?
6.   How do I pay a contribution to the organisation/person leading our event?

Events:

1.   How do I get our event on the website?
2.   How do I get attendee details for an event I'm running?
3.   Can events be open to members and non-members?
4.   Are we covered by insurance for Member Network events?
5.   Do Member Network events count as structured CPD? 
6.   Can we run a Section event outside our geographic area?
7.   Are children/dogs allowed on our events?

Communications:

1.   How can upcoming activities be publicised?
2.   What should be included in an article?
3.   How can our committee get an item in In Practice?
4.   Can I advertise an external event that might be of interest to CIEEM members?

Committee Business:

1.   How can new members join our committee?


Finance:

1.   How can I claim back my expenses?

Please complete a Member Network Expenses Claim form and a Claimant Bank Details form, both of which can be found on the Resources page, and don’t forget to include appropriate receipts. 

Visit the Committee Finances page for further information.

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2.  How much should we charge for an event?

CIEEM is a not-for-profit organisation and as such we don’t make ‘profit’ on any of our activities, but some events do need to make a ‘surplus’ in order to fund other committee activities. Most Member Network events will be free or low cost.  Whilst some events may be subsidised where they have outcomes that are of benefit to the wider membership (rather than just those few who are able to attend the day), you should generally ensure that you cover the cost of running the event as a minimum.  You also need to think about generating enough income to cover other committee activities, such as travel for committee business. 

Many events, such as local field trips, will have little or no running costs attached and may be offered free or for a nominal fee of a few pounds payable on the day.  Other events may incur higher running costs and may be charged at £10-£15, or higher. Fees of under £5 must be taken on the day, whilst £5 or above can be taken via the CIEEM website at the time of booking.  There is a set pricing structure available and you should select the most appropriate pricing when you submit your event online.

Delegate rates for Special Interest Group conferences will be set by the Secretariat. 

For further information visit the Committee Finances page.

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3.   How do we pay for event costs?

Where there are venue or catering costs attached to an event, these can be invoiced to CIEEM direct and should be sent to finance@cieem.net.   For any costs over £100 you must request a Purchase Order number in advance from the Member Networks Coordinator.

If you are taking cash on the day that is enough to cover the fee, you can pay any costs out of this before transferring any remaining surplus to the CIEEM account.  Please remember to forward receipts for any payments made and submit a remmittance advice, even if the takings are equal to the expenses and the amount transferred is £0 to ensure your committee accounts are an accurate.

If payment for the event has been taken through the CIEEM website and you have paid for any costs yourself, then you can claim this back by completing a Member Network Expenses Claim form and a Claimant Bank Details form, both of which can be found on the Resources page - don’t forget to include appropriate receipts. 

For further information visit the Committee Finances page.

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4.   What do we do with surplus takings from events?

Delegate fees taken in cash at Member Network events, less any amount you have paid out directly for event costs, will need to be transferred to the CIEEM account.  CIEEM banks with Unity Trust, who do not have high street branches, so the easiest way to make a deposit is by paying monies into your own account and either send us a cheque or bank transfer. Cheques should be made payable to ‘The Chartered Institute of Ecology and Environmental Management’ and you can find our bank details on the income remittance advice here.

Please remember to send us a completed Member Network income remittance advice for all deposits, so we know what any monies received are for.  If takings are equal to expenses, please still send us a remittance advice with a balance transferred as £0.

For further information visit the Committee Finances page.

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5.   What can committee funds be used for?

It’s important that all Member Networks generate sufficient funds to be financially self-sustaining. The main way to generate income is through running Member Network events.

Committee funds may be used to cover any shortfall for events that would otherwise make a loss and to pay for costs such as travel to meetings on committee business.  Generally, Member Networks should seek to cover the cost of running events, but some events may be subsidised provided there are sufficient funds available. 

Subsidised events should be open to members only and should usually be either an annual social event, or of the type that have an output that is of benefit to the wider membership, rather than just those few who are able to attend on the day.  An example would be a discussion workshop where a report of the event is then made available via In Practice or the Member Network News page to inform other members.

For further information visit the Committee Finances page.

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6.  How do I pay a contribution to the organisation/person leading our event?

Many Member Network events are site visits led by staff from the organisation responsible for the site, such as the local Wildlife Trust or National Park, and you may wish to make a contribution to the organisation for doing this.  In most cases the organisation in question will not be able to charge a fee as such, so there will be no invoice, and CIEEM is not able to make a 'donation'. Alternatively, you may wish to pay a modest fee or travel expenses for a well known speaker.

To make a payment in either case you need to agree the amount in advance, whether it be a set amount or a rate per delegate, and the event leader or speaker will then need to submit an expenses claim form and a bank details form in order for us to make the payment.  On the expenses claim form it is important that you do not use the term 'donation' and instead refer to this as ‘Payment to ** for **’.

Alternatively you can make the payment to them directly out of on-the-day takings and refer to the payment in the same way when submitting details to the Member Networks Coordinator.

For further information see other questions above and visit the Committee Finances page.

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Events:

1. How do I get our event on the website?

Submit your event on the online form, available on the Resources page, at least 21 days prior to the event date. This will allow time for your event webpage to be created, an email to be sent to members and for members to make any necessary arrangements to book and attend. Once the event has been checked to make sure it doesn’t clash with other CIEEM activities it will be added to the CIEEM website and the appropriate marketing carried out (see question on publicity below).

Visit the Member Network Events page for further information.

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2.  How do I get attendee details for an event I'm running?

Attendee lists for your events will be saved into your committee subsite under 'Events' and 'Attendee Lists' one week before your event and one day before your event, unless you specify a different day for bookings to close. You will need to access your subsite to pick up your attendee information.

You can also see how bookings are progressing for all Member Network events via the link on your subsite homepage.

Joining instructions will be sent to attendees a couple of weeks in advance, from details provided when you submitted your event.

Visit the Member Network Events page for further information.

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3.  Can Member Network events be open to members and non-members?

Member Network events can usually be open either to members only, or to both members and non-members, so remember to specify that on your event submission form.   

In order to give priority to members where places are limited, you can open the event to members-only to begin with, and then open up to non-members nearer the time if spaces are still available – this can be promoted via social media to reach interested non-members. 

Some events can only be open to CIEEM members – such as your Annual Members' Meeting, a members' social or events subsidised from committee funds.

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4. Are we covered by insurance for Member Network events?

Member Network events are covered by CIEEM’s public liability insurance.

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5. Do Member Network events count as structured CPD?

Attendance at most Member Network events will count as structured CPD. If the event is purely a social/networking event then this would count as unstructured CPD.

Your work in organising an event as part of the committee will also count as structured CPD.

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6. Can we run a Section event outside our geographic area?

Section events should generally be held within your own geographic area. If you would like to run an event over the boundary on the 'turf' of another Section, this must be advertised as a joint event between the two Sections concerned, though you can be the 'lead' Section in term of organising the event.

If you would like to get in touch with another Section committee to discuss this please contact the Member Network Coordinator.

As SIGs have no geographic constituency, the location of events could be anywhere, though you may like to consider partnering with the Section committee that covers you venue location.

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7.   Are children/dogs allowed on our events?

Some Member Network events, such as an evening or weekend field trip, may be suitable for younger people and this can be a good way to encourage them into the profession. However, these events are primarily a time for our members to come together and develop their knowledge or skills, so for this reason the minimum age of participants on any Member Network event is 16. Under 18s must be accompanied by an adult and will only be allowed to attend events where the risk assessment specifically covers considerations for younger attendees.

Unfortunately we cannot allow dogs on any CIEEM events due to the disruption that is likely to be caused to both participants and the wildlife they have come to see.

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Communications:

1.   How can upcoming activities be publicised?

Website:  Member Network events will be published on the CIEEM website and will appear in the Training and Events list.  

Email:  An initial email will be sent out to members who have subscribed to hear from your network. Reminders can be sent out on request by contacting the Member Networks Coordinator.

eNewsletter:  A list of upcoming Member Network events is routinely included in the bimonthly CIEEM eNewsletter.

Social media:  You can post event details on LinkedIn or Twitter to reach interested non-members. For Twitter, please remember to quote the @CIEEMnet handle and your Member Network hashtag. These can also be promoted via the CIEEM Twitter account on request by contacting the Member Networks Coordinator.

Post-event publicity:  Member Network are encouraged to submit articles on their events and other activities for inclusion on their news webpage on the CIEEM website. Abstracts of each article wil be included in the next available issue of In Practice as appropriate.

For further information visit the Communications page.

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2.   What should be included in an article?

Member Network articles are a great way to give a human face to what your committee is doing on behalf of members in your Section or area of Special Interest.  A short summary in a couple of hundred words covering what the event was about, what happened, what it was like to attend and any outcomes gives a welcome taste of what to expect from a Member Network event. 

Don’t forget to include a photo or two, preferably showing people enjoying the event, as well as any particularly interesting features (make sure you have permission of people in any photos to use them for this purpose).

For inspiration on what to include in your article have a look at what other committees have been posting on the Member Network pages.

For further information visit the Communications page.

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3.   How can our committee get an item included In Practice?

Owing to the increasing pressure on space in In Practice, all Member Network articles will be published in full on the Member Network webpages, and a short abstract of each will be printed in the next available issue of In Practice, with a link to where readers can find out more. In this way we can ensure that all committees have fair opportunity for inclusion in In Practice, whilst also driving traffic to the Member Network News webpages.

There is no deadline for articles to be published on the website and these are posted on an ad hoc basis by the Member Networks Coordinator. Deadlines for inclusion of abstracts in In Practice will be included in the biomonthly Committee News email that is circulated to all Member Network committee members.

For further information visit the Communications page.

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4.  Can I advertise an external event that might be of interest to CIEEM members?

CIEEM is a non-profit making organisation and our training, conferences and events represent an important source of income. We are therefore unable to promote external courses and events that CIEEM is not a part of.

The only exceptions to this are:

  1. Joint events where CIEEM is a partner or collaborator.
  2. External events organised by statutory or government agencies that are relevant to CIEEM members and do not compete with CIEEM.

Whilst we may be able to promote some external events via our website, we can never email CIEEM members directly about external events and activities that CIEEM are not a part of, as we do not have our members’ permission to use their contact details for third party advertising.

For further details please see www.cieem.net/external-events-policy

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Committee Business:

1.  How can new members join our committee?

 

 

For Geographic Section committees, members are elected for a three year term by Section members via an online ballot held each autumn. Committee members may be co-opted between election cycles by agreement of the existing committee and minuted at an ordinary committee meeting. Remember to email the Member Network Coordinator promptly so the co-option can be processed correctly. Co-opted members must stand for formal election at the next available opportunity.

Special Interest Group committee members are elected for a term of three years by agreement of the existing committee and minuted at one of their ordinary meetings. Remember to email the Member Network Coordinator promptly so the election can be processed correctly.

For further details visit the Committee Recruitment page.

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