Harden Conference Terms of Reference

1. Purpose, Nature and Frequency

• 1.1 The Society's Harden Conferences are held in memory of Sir Arthur Harden, FRS, a distinguished Professor of Biochemistry at the Lister Institute of Preventative Medicine in London (1897 - 1930). Sir Arthur shared the Nobel Prize for Chemistry with Von Euler in 1929 and was knighted in 1937. He was the Editor of Biochemical Journal from 1913 to 1937. In his will he left a sum to the Society which forms a fund from which a number of bursaries for attendance at Harden Conferences are awarded.
• 1.2 The Harden Conferences are residential research conferences held under the auspices of the Biochemical Society. There is at least one Conference each year. The Biochemical Society actively encourages proposals for Harden Conference to be held jointly with other national and international life sciences organizations.
• 1.3 The intention is that, in covering a specialist topic, there is an international excellence rehearsed in bringing together scientists from various backgrounds who have a common interest in, but different, multidisciplinary approaches to, the particular area of life sciences research.
• 1.4 Participants have experience in the field covered and most will be expected to have postdoctoral or equivalent experience, although Ph.D. students will also be welcome.
• 1.5 Each conference takes place over 2 - 6 days, with an appropriate number of Speakers leading scientific sessions. The format although flexible should provide for talks, for informal scientific interchange and recreational opportunities.
• 1.6 Harden Conferences proceedings are not published in the form of "Proceedings." Speakers are asked to provide an abstract to be printed in the programme only. Abstracts are not published on the web site.
• 1.7 Detailed scientific proposals and budgets are considered by the Biochemical Society's Meetings Board. Each Harden Conference is underwritten to a maximum of £8,000. In addition to the scientific excellence of the proposed programme, the Meetings Board will also take into account efforts by Organizers to organize jointly with other societies, efforts to secure sponsorship or particular difficulties in securing sponsorship in the area concerned.
• 1.8 The Biochemical Society budget for Conferences is fixed annually by the Society's Executive Committee, and extra funds may be sought from joint Organizers and/or sponsors.
• 1.9 All participants must be resident for the duration of the conference.
• 1.10 Harden Conferences are selective. The Organizer(s) may exclude a delegate from a conference if his or her interest in the conference appears from the application form to be marginal.
• 1.11 Preference in allocating places at Conferences shall be given to members of the Biochemical Society, sponsoring societies and sister societies.
• 1.12 The Meetings Board to determine detailed procedures governing the financing, character, locations and number of Conferences. These are subject to periodic review by the Executive Committee.

2. Choice of Topic and Organizer

• 2.1 Throughout the year an invitation to submit topics for a Society Harden Conference to be held at least two years hence will be published in The Biochemist, on the Society web site and in appropriate publications. The invitations will indicate the information to be included in proposals.
• 2.2 The Biosciences Federation, the Biosciences Federation Meetings Board and Heads of Departments also receive regular invitations to make proposals for Harden Conferences. Proposals can also be made by individual members.
• 2.3 A request for suggested topics and suggestions for Organizers is on the agenda for all Executive Committee and Council Meetings.
• 2.4 The selection will be made by the Meetings Board at its first meeting each year - usually February. This will allow forward planning of a maximum of 18 months for a Conference in the following year and will enable the Board members to decide equitably between widely differing proposals that may be competing for funding in the same year. Selections will only be made from proposals at the February Meetings Board Meeting each year.
  • 2.4.1 Proposals should include:
  • i. The name of the proposed Organizer(s) and, if this is not the proposer, his or her agreement in principle (in writing)
  • ii. An indication of why a Conference on the research topic is thought to be appropriate, maximum of half a side A4.
  • iii. An outline of the proposed programme together with topics and likely speakers and their geographic affiliation.
  • iv. A preliminary budget
  • v. Approximate timing of the conference and a suggested venue
  • vi. An assessment of any impact on or possible clash with other meetings whether Society BioScience or Focused Meetings, other Harden Conferences or other national or international meetings in the year planned
  • vii. Any relevant general information
  • 2.4.2 Proposals are made to the Society's Meetings Office (include contact name address and e-mail, 'phone, fax details).
  • 2.4.3 The Meetings Office will advise and assist proposers in the preparation of the necessary documentation and will invite the Organizer(s) to come to the Society offices or meet with them at their institute to give help and advice if necessary.
• 2.5 Organizers of immediate past and forthcoming Harden Conferences may be invited to attend the Meetings Board to clarify proposals and/or report on the conference.

3. Bursaries and free places
 

• 3.1 Members of The Biochemical Society are entitled to apply for bursaries from the Harden Fund towards the cost of attending the conference.
• 3.2 In addition, if the agreed budget permits, there may be free places available for graduate students or those who gained their PhD in the last 5 years. These will be selected by the Organiser(s). Applications for these places should be sent to the Biochemical Society meetings office from the applicant's supervisor and should be accompanied by an independent reference. These will be restricted to members of the Biochemical Society.
• 3.3 Bursaries from other organizations/areas can be arranged by the Organizer(s) with conditions on the award being agreed between the Organizer(s) and the sponsor(s).

4. Administration 

• 4.1 The venue for the conference is selected jointly by the Organizer(s) and Meetings Office, taking into account ease of access, local facilities, cost and suitability for a residential conference.
• 4.2 The Organizer(s) makes informal approaches to speakers to determine their agreement to participate, in principle, before a formal invitation is issued. If requested by the Organizer(s), the Meetings Office will assist.
• 4.3 The Organizer arranges for a report of the meeting for the Meetings Board and for publication in the Biochemist.
• 4.4 A formal invitation to Speakers to participate will be issued by the Meetings Office on behalf of the Society (in the name of the Honorary Meetings Secretary), normally at least twelve months before the conference.
• 4.5 The invitation will include:
  • 4.5.1 A statement of travel expenses allowable
  • 4.5.2 Accommodation information
  • 4.5.3 Venue information
• 4.6 The Meetings Office makes all organizational arrangements and disbursements relating to venue, Speakers' expenses, accommodation etc. and is responsible for all physical arrangements and disbursements made, including:
  • 4.6.1 Advertising the event, with advice from the Organizer(s)
  • 4.6.2 Meals and accommodation
  • 4.6.2 Travel expenses
  • 4.6.3 Lecture theatre expenses including provision of audio-visual services
  • 4.6.4 Provision of information about the conference, including arrangements for poster presentations
  • 4.6.5 Provision of details of accepted Speakers
  • 4.6.6 Provision of all information to be printed in the programme
• 4.7 At least three months before the meeting the Meetings Office will request an abstract of each Speaker's contribution.
• 4.8 A programme will be produced in liaison between the Meetings Office and the Organizer(s).

5. General

• 5.1 The Honorary Meetings Secretary will be available to advise on, and if necessary, take final decisions on behalf of the Society on matters relating to the meeting.