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Communicating with group members

Ensuring the Regional Society’s pages on the website are regularly updated is the best way to keep in touch with the group’s members as automatic email notifications are sent when blog posts are added.

Members can also be contacted directly by email. The Society maintains email lists on behalf of Regional Societies.  These contain all of the OR Society members who live in that region or who have requested to be part of that regional group.  Interested non-members can also be included in the list.  Officers of the Regional Society can request a list of members of the group from the point of contact in the office (felicity.mcleister@theorsociety.com or hope.meadows@theorsociety.com). The lists are updated to include any new members, members who have updated their preferences and any non-members who have been added to the database following the submission of an attendance list.

To contact the mailing list for your Regional Society, simply include the appropriate address in your email, for example, yhorg@theorsociety.com. Only those whose email address is included in the distribution list can send an email to the group.

Important note: Data Protection Act.  The Society's Data Protection Act registration only covers lists held by the Society at the office. Any Regional Society that holds a mailing list other than the one held at the office must register that mailing list with the Data Protection Registrar. In such a case, the Officers of the Regional Society are responsible for compliance with the Data Protection Act

The email distribution list should not be used to advertise jobs and other such opportunities unless they have been advertised formally through the OR Society.

You are encouraged to add items to the Document Repository that will be of use/interest to members. Items added under the relevant Regional Society category will generate links on that Regional Society’s page on the Society’s website making it easy to access the documents.

Some Regional Societies use Meetup as another way to promote events and communicate with their members. The OR Society has a Meetup account where regional groups can be added and the Officers of the group can be made organisers so that they may manage the group themselves. Please contact felicity.mcleister@theorsociety.com or hope.meadows@theorsociety.com for further details.

Events and other activities

From time to time a Regional Society might wish to organise a longer meeting that, because of the costs of such items as room hire and catering, cannot be paid for out of the Regional Society’s budget. In such an instance, a charge may have to be made to delegates and the meeting will be treated as an event.  In this case you need to speak to the point of contact in the office (felicity.mcleister@theorsociety.com or hope.meadows@theorsociety.com) who will advise on suitable arrangements. Booking rooms and catering, and production of publici­ty material can be arranged through the Society.  Note that charged-for events are subject to VAT and must be properly invoiced by the Society. It is illegal for a Regional Society to impose its own charges for an event.

The Regional Society should exploit the facilities provided on the OR Society’s website, including the document repository and the blog.

Additional activities may occur from time to time to improve cross-Regional Society communication and help share good practice in organising and publicising meetings and events, and achieving the aims of the Regional Societies. These activities may include a physical meeting during the Society’s annual conference or at the Society’s offices in Birmingham, a webinar, or LinkedIn discussions.

Some don’ts

For legal reasons, and for reasons of cost control and accountability, there are a number of guidelines that need to be followed.

  1. Don't ask people to pay to attend meetings (except events, for which the Society will issue invoices), as this will breach the VAT laws.
  2. Don't keep a mailing list or email list unless you have registered it with the Data Protection Registrar. To do so would contravene the Data Protection Act.
  3. In general, don't take any action that you have not been authorised to take.