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Support for Committee Administration

Here to help you get started!

Below you'll be able to find resources on some of the things you're likely to need:

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Group Regs: FAQ

Content coming soon!

Guidelines for staging an AGM

An AGM can make an invigorating centrepiece to a day conference or symposium, inviting as it does comment and discussion from the wider membership.

There are a number of thing that must take place at an AGM, and these are set out on pages 6-7 of the Group Management Regulations which you can find here.

Claiming expenses

Group Committee members can claim reimbursement of expenses for costs incurred in the course of their work for an Icon Group Committee, in accordance with the Reimbursement Guidelines.

Full details are set out in the Expenses Claim form, which can be downloaded from the Icon document library.  Please note you must be logged in to access this section of the page.

Once completed and authorised by your Group Chair or Treasurer, simply send the form along with associated documentation to Icon's Administration Officer on

However, Icon is also moving with the times - and soon this entire process will be automated via a web portal. Stay tuned for further details!

Staging remote meetings

Icon recommends Microsoft Teams as an effective platform to stage remote meetings both large and small - whether it's a segment of a Group Committee, or a meeting of Icon's Board of Trustees during a pandemic.

Microsoft Teams is free to use, and can be accessed either via a web browser or via the Microsoft Teams app.

Accessing member stats

Sometimes, it's useful to know who you're organising your events and initiatives for! To refresh your knowledge, liaise with the membership team to receive a membership breakdown.

In accordance with GDPR, this will consist only of what you need to know to plan events or deliver your AGM:

  • Icon members subscribing to your Group or Network
  • Institution/Organisation (if given)
  • Membership category
  • Subscription type

Individual contact details of Icon members can never be provided, but with the breakdown the office will provide a separate list of postcodes in alphabetical order (and thus anonymised), so you can develop an understanding of the geographic distrubtion of your subscribers to help plan locations for your events.

Communicating with members

Icon's Iconnect e-bulletin system was established to ensure all Icon members can readily stay in touch with the latest news, events and other developments.

As membership details change every day, every Iconnect is sent by the membership team using up-to-the-minute information from Icon's membership database.

To send one, liaise with the membership team (Tuesday - Friday).

You will need to provide:

  • A draft for the Iconnect in Word format
  • An image

You will receive a draft of the Iconnect to review before it hits member inboxes.

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