We are grateful for the assistance provided by the BCI Volunteers in establishing and managing BCI Chapters, Special Interest Groups (SIG) and Special Interest Forums (SIF) globally.
This page will give you the information you need to request and run a BCI Chapter, SIG or SIF event. You can submit your request for an event using the links below but please be sure to scroll down and read the Notifying the BCI of your event and the FAQs sections before making your submission.
Notifying the BCI of your event
For virtual events, we require the information at least five weeks in advance and six weeks for physical or hybrid events. However, we encourage you to be proactive and provide the information earlier. Doing this ensures we have all the information required to promote the event effectively. We will endeavour to list your event within three business days of receipt of a completed event form; however, this may only be possible in some circumstances. Kindly note Email communications for Chapter/SIG/SIF Events are sent on Tuesdays and will begin 4 weeks prior to your event date.
Please note submissions with funding or speaker request are required to give the BCI at least 8 weeks notice.
Placeholders are acceptable on request while you finalise the details. However, we will formalise the event booking request once you complete the form - within the time specified. For placeholder requests, please email [email protected] with the Date/time and the format of the session; Virtual, In-person or Hybrid.
FAQs
What information do I need to submit an Event request?
First and foremost, you will need permission from the Chapter / SIG / SIF lead to make this request.
Before you begin filling out the form, ensure you have the following information ready as the form cannot be saved if incomplete:
- Event name: Maximum of 100 characters.
- Type of event: Specify whether it is a webinar, panel discussion, or conversational event.
- Event date and timings: this needs to be at least 5 weeks in advance for virtual events, and 6 weeks in advance for physical or hybrid events.
- Event description: Provide a detailed description of your event with a minimum of 200 words, ideally including the agenda.
- Topics & competencies: Choose the topics and competencies to be covered from a provided list.
- Speaker/s details (full name & email): If not available at the time of submitting the form, this information can be provided later, but always at least 2 weeks before the event.
- Ticket cost and structure (if applicable).
- Number of delegate places.
- Additional registration info: Any extra information you need us to collect or state during registration.
How much notice do I need to give when requesting an Event?
- At least 6 weeks’ notice ahead of any physical or hybrid event
- At least 5 weeks’ notice ahead of any virtual event
Who is allowed to request a Chapter / SIG / SIF Event?
Any Chapter/SIG/SIF leader or member of the committee with approval from the Leader.
When should I submit a funding request?
Funding requests must be submitted and approved before submitting your Event request.
We recommend doing this at least 8 weeks in advance.
When should I submit a speaker request?
Speaker requests must be submitted before submitting your Event request.
We recommend doing this at least 8 weeks in advance.
What promotional support will I receive from the BCI for my event?
- 2 designated email invitations sent to your specific contact list (these are typically sent on a Tuesday)
- 1 mention of your event on the monthly regional roundup email
- 1 LinkedIn post
- You will also be sent a banner image specific to your Event that you can use to promote on your own social channels.
When will I receive the final delegate list(s) for my event?
For virtual events (or the virtual element of hybrid events) we do not close registrations, but we will send your final delegate list 1 day prior to your event, unless requested otherwise.
With physical events (or the physical element of hybrid events) we require you to inform us what date you need your final delegate list. Kindly note this will be the day we close registrations.
Will I receive regular updates on the registrations of my event?
We will send number updates weekly (typically on a Friday).
Please note this will just be number of registered attendees up until that point, this will not be a full delegate list.
Can I charge a fee for my event?
For virtual events (and virtual element of hybrid events): no, these will always be free of charge to attend.
For physical events: yes, you can set a chargeable fee.
Event planning process and timeline
Event planning process and timeline - this document provides you with the required timescales in which to submit an event request as well as the event planning considerations throughout the process.
BCI Event Planning Process and Timeline.pdf 1
Event process flowchart - outlines the start to finish internal process for an event.
BCI Event Process Flowchart REV2.pdf
Housekeeping/speaker presentation template
Please add your Chapter / SIG / SIF logo and URL on the first page via the Slide Master view, and the PPT will automatically add them to the rest of the presentation.
If you do not have a copy of your logo please email [email protected].
Download the Event presentation template.
BCI Event Presentation Template.pptx
Speaker brief - Guidance
This document provides clear guidance on the requirements for speakers at an event and aims to help you manage their expectations of the speaking opportunity.
BCI Speaker Brief - Guidance.docx
Member engagement toolkit
This document presents essential information on event hosting and creating engagement activities.
BCI Member Engagement Toolkit
Funding requests
Download and complete the funding request form linked below to request funding for your physical or hybrid event. Once completed, send the form to [email protected]. The BCI's Chief Membership Officer, Shola Jinadu will then review your submission and will be in contact.
On the funding request form, please provide detailed information about your event and the financial support required to ensure its success. All funding requests must be approved before securing any vendors or assets. We will review the information provided and respond within two working weeks as long as all relevant information has been provided. Please keep in mind that you need the approval to be able to secure vendors or assets for your event.
Download the funding request form.
BCI Funding Request Form
Post-event document and forms
Download the statement of the right to reproduce/broadcast/present information. This document will allow you/speakers to provide a statement of the individual's rights to reproduce, broadcast or present the information related to their content for the specific event.
BCI Statement of Right for Content
Download the event recording publication form. Complete the form below to request the publication of your Chapter/SIG event recording on the BCI website. Please note you must request for the virtual event to be recorded prior to completing this form.
BCI Event Recording Publication Form
Once your event has been completed, we would like to get your feedback on your event experience as an organiser, as we strive to continue improving our service. Complete the survey below to share your comments.
Terms & Conditions / Privacy Statement
To read out BCI Chapter/SIG/SIF Event Terms & Conditions and Privacy Statement please follow the link below.