Events and Activities Proposal Notes and Guidelines
If an event or activity is proposed by an Academy Committee or Member, the following procedure should be observed in the future.
1. Proposal Form
All events and Activities must be assessed using the proposal form available here. These will be assessed initially by the Secretary, possibly in consultation with the Executive Secretary and any other elected Officers of the Academy. Ideally a six-month lead time after submission of the event proposal form is required.
All proposals will be assessed in the context of one or more of the Academy’s six Strategic Priorities:
- All Island and International engagement
- Centre for Research Scholarship and Learning
- Public Engagement
- Policy Contribution
- Membership Involvement
Their potential for collaboration and impact will also be considered.
3.The Working Group/Organising Committee
Following approval of a proposal, the proposer or their nominee will set up a small Organising Committee of at least three persons. It is desirable that some of the Organising Committee members should also be Members of the Academy. The Organising Committee Chair will be responsible for convening the minimum number of essential meetings and will be ultimately responsible for the budget. An Academy staff member will be present for input at meetings and will keep the Academy informed of progress with the arrangements for the event. An event evaluation form must be completed immediately after an event or activity has taken place or is completed.
4. Finance and Administration
It is the responsibility of the Organising Committee, in consultation with the Academy staff representative, to prepare an outline budget identifying fixed and variable costs, and how they are to be met. Proposers must seek to develop potential sources or avenues for fundraising. The RIA provides comprehensive in-house meeting facilities for events held in Academy House. Administrative staff back-up must be negotiated with the RIA or host institution as appropriate. Once an event has been approved, it is the responsibility of the Organising Committee to agree with the Academy staff representative the arrangements for approaching potential donors. It is RIA policy that all approaches for outside funds to augment the budget for a specific purpose must be authorised by the RIA Treasurer before any request for funding is made.
5. Event and Activity Evaluation
An event evaluation form must be completed immediately after an event or activity has taken place or is completed.