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Frequently Asked Questions

Are meetings free for anyone to attend?

Meetings are free to attend for both members of the Society and anyone with a shared interest who also supports the aims of the OR Society.

Should non-members be encouraged to join the OR Society?

Committee members are encouraged to discuss the benefits of membership and the work that the Society undertakes. Membership literature is available for those attendees who are not members of the OR Society.

Should refreshments be provided for meetings?

Groups are expected to provide refreshments (such as tea and biscuits) for attendees. These are provided free to attendees and covered by individual Regional Society’s budgets.

Will the OR Society pay expenses for speakers?

Speakers are normally assumed to give their time for free, but may have reasonable travel expenses (within the UK) reimbursed.

Can a meeting room be paid for if a free one can’t be found?

Low cost venues can be paid for out of the Regional Society’s budget.

Can the OR Society provide name badges?

The Society provides a number of administrative services which includes the production of name badges.

Should attendance at meetings be recorded?

A list of attendees, preferably including email addresses, and particularly noting any non-members, should be provided to the point of contact in the office (felicity.mcleister@theorsociety.com or hope.meadows@theorsociety.com).  Attendance will be noted in membership records, and non-members added to the database.

What actions should be taken following a meeting?

The Chair should email the speaker(s) to formally thank them for their time and contribution. The nominated committee member shall write a summary of the meeting for the blog on the Regional Society’s pages of the Society’s website and provide a full write-up for Inside O.R. The Secretary shall make speakers’ notes or presentation material from a meeting, if appropriate and not subject to copyright, and the full write-up of the meeting, available in the OR Society’s document repository.

How often should events be planned?

Most programmes consist largely of afternoon or evening meetings, each addressed by one or two UK-based speakers, held between two and four times a year. Alternatively, a Regional Society may wish to organise a virtual meeting (video conference / webinar) using appropriate software.

How is the membership list created and who holds it?

Members of the OR Society are assigned to a default Regional Society based on their home address. Members can also choose to join other Regional Societies when they join or edit their profile on the website. The email distribution list for each Regional Society is updated from the membership database. Non-members can be added to the database when an attendance list is submitted or at the request of the committee. The Officers may request a list of current members of their Regional Society from the point of contact in the office (felicity.mcleister@theorsociety.com or hope.meadows@theorsociety.com).

How are new members added to the Regional Society?

If the person to be added is a member of the OR Society and wishes to join a Regional Society that is not their default group, they will need to go online and edit their profile on the website to add themselves to the Regional Society. Non-members can be added to the email distribution list by emailing felicity.mcleister@theorsociety.com or hope.meadows@theorsociety.com.

How do you add a meeting to the website?

Committee members who are members of the OR Society will be given editing access to their respective Regional Society page on the Society’s website. You will need to be logged in to the website to access this functionality. Notes to add/edit meetings are in the document repository (https://www.theorsociety.com/DocumentRepository/Browse.aspx?DocID=611).

How do you add a blog post to the website?

Committee members who are members of the OR Society will be given editing access to their respective Regional Society page on the Society’s website. You will need to be logged in to the website to access this functionality. Notes to add/edit blog posts are in the document repository (https://www.theorsociety.com/DocumentRepository/Browse.aspx?DocID=612).

How often should the committee meet?

The committee should meet at least once a year to plan the programme of meetings. Often, committees will meet when a Regional Society meeting takes place. An AGM will need to be held by 30 September each year.

Is there a specimen Annual General Meeting agenda?

The business of the Annual General Meeting shall be:

  1. to approve the minutes of the previous Annual General Meeting.
  2. to receive reports from the Chair, Secretary and Treasurer.
  3. to elect a committee for the forthcoming year.