RACI CONFERENCES AND PROCEDURES

The following seeks to clarify and formalise procedures and reporting mechanisms for
RACI...
CONFERENCE FINANCIAL REPORTING
REQUIREMENTS
A Conference organisation lead-up period and its completion may involve one or...
RACI CONFERENCE APPROVAL
The attached form should be completed and sent to the National Director, RACI, 21 Vale
Street, No...
CONFERENCE APPROVAL FORM (3 pages)
RACI Organising Body:
(Division, Branch, Section, Group)

Other organisations co-sponso...
Yes / No
Is a Professional Conference
                                           If Yes, please provide:
Organisation bein...
Trade Display:

   Will there be a trade display?                     Yes   /   No
                                       ...
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  1. 1. RACI CONFERENCES AND PROCEDURES The following seeks to clarify and formalise procedures and reporting mechanisms for RACI conferences. All conferences of two days or longer sponsored by the RACI Branches, Divisions, Sections or Groups, must obtain Board approval for endorsement. The conference should provide registration discounts to RACI and reciprocal kindred society members and students which would normally be of the order of 33 percent of the Registration Fee. The RACI name and logo cannot be used in any advertising or promotional materials nor the advertising discount rate be offered in Chemistry in Australia magazine until Board endorsement of the conference. An endorsement by the RACI will automatically cover the conference with Public Liability insurance under the RACI insurance policy. It is also necessary that conference financial documents be properly compiled by the Chair of the Conference Organising Committee and furnished to the Board at 30 June (if conference is not yet completed) and a financial report as soon as the conference is finished. Procedures Once a Branch and/or Division has decided to hold a conference of two days or longer in duration, the Chair of the Conference Organising Committee and person responsible for the conference should submit, as soon as possible, a Conference Approval Form accompanied by a budget to the Board. The conference can not be advertised until the Board has approved the conference, nor can any contracts be signed pertaining to the Conference. The budget should propose to achieve a surplus. If the budget proposal shows a deficit, the Chair of the Conference Organising Committee should seek the Branch and/or Division approval to subsidise the deficit out of their funds. Notwithstanding the above, in the event of a conference being in deficit even though a surplus was budgeted, the appropriate Branch and/or Division will be expected to cover the deficit. In the event that the Board or RACI advances any funds or pays any expenses in respect to the conference, the Board and/or RACI will be reimbursed before any profit/loss figure is calculated. Once endorsed, the Board will advise the Chair of the Conference Organising Committee. The Board will also include the conference event into the RACI Conference Timetable List. The Chair of the Conference Organising Committee should forward a conference report to the Board within two months of the completion of the Conference. The report should include a final financial report as well as the total number of attendees.
  2. 2. CONFERENCE FINANCIAL REPORTING REQUIREMENTS A Conference organisation lead-up period and its completion may involve one or more financial reports. The RACI financial year is 1st July to 30th June of the following year. If at the end of 30th June the Conference has not yet been held but, already has been receiving income and paying expenses, a “Statement of Income and Expenditure Report” will need to be prepared and submitted to the Branch and/or Division. The Branch and/or Division will then include this report for consolidation to the Board. A sample pro-forma of this Statement can be obtained from the RACI accountant. A bank account specifically relating to the conference may be opened through the Commonwealth Bank of Australia, the RACI's bankers. The Chair of the Organising Committee should contact the RACI accountant and request a signatory form to open a bank account. The signatory form should be filled in and returned to the RACI accountant who will pass it on to the CBA bank to open an account. This account should have at least two signatories, with two people required to sign. The bank account will normally be closed when the final report and financial statements have been completed. Where a conference is a joint venture, the details of profit split and cost liability will be clearly defined. A Statement of Income and Expenditure Report should be prepared as soon as possible when a conference is completed. The final surplus or deficit should also be transferred to the Branch and/or Division account or to the National Office managed funds of the Branch and/or Division. In addition, a summary report of attendees will need to be made and submitted to the Board for record purposes. The report should indicate the attendees' Division group (applicable if the conference is a joint Division event). GST The conference will, of course, be subject to GST and will need to operate under an ABN. If a professional conference organiser (PCO) is being used then the PCO will normally use their ABN for the conference. This means that the PCO is responsible for lodging a quarterly GST report to the Taxation Office. If a PCO is not being used or if the PCO or Organising Committee does not wish to operate under the PCO’s ABN, the RACI’s ABN can be used. If the RACI’s ABN is to be used, the RACI accountant should be notified immediately and consulted regarding the GST reporting requirements. Whichever method is used, a quarterly GST statement will have to be prepared by the Chair of the Organising Committee.
  3. 3. RACI CONFERENCE APPROVAL The attached form should be completed and sent to the National Director, RACI, 21 Vale Street, North Melbourne, Victoria, 3051, in the early stages of the organisation of any conference of duration two days or longer, planned in the name of the RACI. An electronic copy of this form is available from the National Office. The following should be noted when filling out the form: Each Conference should have a Registration Fee with a discount for RACI Members ,which would normally be of the order of 33 percent of the Registration Fee. Members of specifically approved kindred societies or co-organising bodies are eligible for reduced or RACI registration fees but these societies must offer the same privileges (reciprocal rights) to RACI members. Deviations from these rules must be approved by Board. A Calendar of Conferences being organised by the RACI and by related organisations is to be maintained at the National Office. A copy will e available to check on undesirable clashes in dates or venues. A copy of this form will be sent to Divisions of the Institute which may be contemplating organising a conference on a similar theme, or whose members might be interested in the Conference. The information on this form will be used for public relations purposes (including Chemistry in Australia). Organisers should appoint a Public Relations Officer for the conference. Assistance on public relations is available from the National Director of the RACI. Further information on the Conference should be sent to the Editor of Chemistry in Australia prior to the conference. A report on the conference should be forwarded to the National Director and to Chemistry in Australia, immediately after the conference.
  4. 4. CONFERENCE APPROVAL FORM (3 pages) RACI Organising Body: (Division, Branch, Section, Group) Other organisations co-sponsoring the Conference: Title of Conference: Dates of Conference: Venue: Organising Committee Chairman: Address: Telephone: ( ) Facsimile: ( ) Email: Conference Website (if applicable) Please provide a 30 word description of the conference for the RACI web site Public Relations Officer: Address: Telephone: ( ) Facsimile: ( ) Email: Has a budget been prepared? Yes / No (A copy should accompany this form) If No, when will it be available? Will a separate bank account be required? Yes / No
  5. 5. Yes / No Is a Professional Conference If Yes, please provide: Organisation being used? Name of Organisation: Contact Person: Address: Telephone: ( ) Facsimile: ( ) Email: Will the Conference be conducted using the RACI’s ABN? Yes / No If No, whose ABN are you using? RACI Member: $ RACI Non-Member: $ Registration Fees: RACI Student Member: $ RACI Non-Student Member: $ Reciprocal Society Member: $ Does the Registration Fee include any component Yes / No for meals or accommodation? If Yes, please provide details: Are there any travel or accommodation subsidies for RACI Student Yes / No Members or for RACI Members from distant States? If Yes, please provide details: Estimated Attendance: Estimated RACI Members: Who will be responsible for recruitment of new RACI members? What facilities will be used for this recruitment?
  6. 6. Trade Display: Will there be a trade display? Yes / No Yes / No Will the RACI be given a display? If Yes, who will organise the display? Brochure: Will a Brochure be printed? Yes / No Will an Abstract booklet be produced? Yes / No Will this Abstract Booklet be available for Yes / No sale? Have any ISBN’s been obtained for publications pertaining to the Conference? Please provide ISBN details. Advertising: Will the Conference be advertised in Yes / No Chemistry in Australia? Which Edition(s) Yes / No Will the Conference be advertised elsewhere? If Yes, please provide details: Divisions of the Institute or other societies whose members might be interested in the conference Approved: Branch President / Division Chair Date: …… / …… / 200 Approved: RACI Treasurer Date: …… / …… / 200 This form, once signed by branch president / division chair, must be forwarded to national office, prior to commencement of conference organisation, for final approval by the board

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