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Supporting External Conferences

Support for conferences in the field of OR

The OR Society welcomes requests to support conferences which meet certain conditions, namely:

  • the aims of the conference must further the advancement of knowledge in, or of, OR;
  • the conference must be underwritten by a body with the financial capacity to enable it to indemnify The OR Society against liability for any losses the conference might incur;
  • if financial support is requested, any profits from the conference, up to the value of any grant The OR Society might make, must either be remitted to The OR Society, or to another not-for-dividend organisation with aims similar to The OR Society's.

Information for conference organisers

 Any conference organiser wishing to seek support from the Society should submit the following information:

  • the conference title, dates and a statement of the aims of the conference;
  • details of the membership of any committees responsible for the conference organisation and programme;
  • the conference budget;
  • name and contact details of the underwriting organisation; a statement by a responsible official of that organisation that it indemnifies The OR Society against liability for any debts or losses the conference might incur; and evidence that the organisation has the financial capacity so to indemnify The OR Society;
  • (in cases where financial support is requested) an undertaking that, in the event of the conference earning a profit, that profit will either be repaid to The OR Society (up to the value of any monies granted by the Society), or remitted to a not-for-dividend organisation with aims similar to The OR Society's;
  • a statement of the support requested (eg. publicise the conference to ORS members, endorse the aims of the conference, provide financial support, etc).

This information should be sent by email only to the Secretary and General Manager. The OR Society reserves the right to seek further information and assurances if it deems that necessary. Applicants are advised to apply early, as decisions may take some time.

The importance of underwriting

Any conference can make an unexpected loss, particularly in times of global terrorism. In the event that income is insufficient to meet the costs of the conference and bills are left unpaid, creditors may sue anyone connected with the conference for recovery of debts. This can include individuals associated with the organisation of the conference, and any connected organisations, including sponsors. The OR Society's trustees therefore consider it prudent to confine their support to underwritten conferences.

Anyone planning to organise a conference is advised to find an underwriting organisation at an early stage. This will not only make it easier to obtain support for the conference; it will protect the organisers themselves, who otherwise might suffer unlimited personal liability for any debts incurred by the conference. Note that The OR Society will not underwrite any conference over which it does not have both organisational and financial control.

Queries Regarding Conferences

If you wish to put on a short conference, would like to sponsor/exhibit at a society organised conference, are having difficulty submitting an abstract online or booking a conference online (and are unable to print the booking form on the website), then please contact Hilary Wilkes. It is recommended that conference bookings and abstract submissions if at all possible are done online.

Hilary Wilkes   Address:  The OR Society, Seymour House, 12 Edward Street, Birmingham, B1 2RX, UK
  Tel: +44 (0)121 233 9300