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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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Guidelines for holding an AGM

An AGM can make an invigorating centrepiece to a day conference or symposium, offering an opportunity to reflect on the year's achievements and to encourgage discussion with the wider Group membership.

There are a number of formal matters that must be dealt with at an AGM. These are set out on pages 6-7 of the Group Management Regulations, which were ratified by the Board of Trustees in June 2020 and have been issued to Groups.

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 email the form to your Group Treasurer with VAT receipts and/or any other applicable documentation, and they will do the rest.

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' staff use Microsoft Teams to stage remote meetings both large and small because it is free to use, and can be accessed either via a web browser or via the Microsoft Teams app. An alternative is to use Icon's shared Zoom account - but please ensure that you do not 'double book' by chosing a time when a webinar is already scheduled. Check both the meeting and webinar calendars!

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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