Small Events Information Pack

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Small Events Information Pack 2018-2019 British Society of

1 Small Events Information Pack British Society of Gerontology (BSG) Small Events Information Pack

2 General Information Who can apply? The scheme is open to anyone with an interest in gerontology. At least one applicant for each event must be a member of BSG. What is a BSG Small Event? Each year BSG offers small grants to fund events in the name of the Society. The events should correspond with the aims of the Society and support the work of BSG in one or more of the following areas: Advancing theoretical and empirical knowledge in the field of gerontology. Disseminating research on ageing. Connecting research, policy and practice. How many grants are offered? Annually the number of grants BSG is able to offer is subject to change. This year BSG will fund up to six grants. How much is the grant? The maximum amount of each grant awarded is The grant will be paid to the award recipient after the event has taken place. A single invoice should be sent after the event to the Secretariat and Treasurer no later than 31 st March following the event, and must be supported with receipts for all expenditure. How are the grants awarded? The grants will be awarded on a competitive basis and judged according to their fit with BSG aims outlined above. Preference will be given to events that are organised in response to this call rather than previously planned events, however, we are happy to part fund events with other sponsors. What can the grant be spent on? What you spend the grant on is up to you as long as it directly supports the BSG tagged event you are organising: room hire, presenter expenses, lunch and refreshments are the obvious basic requirements. We ask that you clearly market your event as a BSG event and we will be asking you to distribute details on how to join BSG to non-members. We would also ask that you disseminate your event through the Society this might be as a blog or a video. British Society of Gerontology (BSG) Small Events Information Pack

3 What are the terms and conditions of the grant? All Small Grant awardees agree to do the following: To organise an event that upholds the good name of BSG. To hold the event between January and December 2019 where possible. To inform the BSG Secretariat of the title, theme and date of the event as soon as it is known. To clearly market the event as a BSG event using the BSG logo. To advertise the small event on the BSG Website and via other social media platforms where applicable. To show the standard BSG Information PowerPoint slide with information about joining the BSG, and acknowledging the BSG funding of the event, at the event. To display/distribute BSG leaflets at the small event. To contact the attendees post event with a thank you message and information about joining the BSG. To complete a post event evaluation form within one-month post event. To report on your event, you should choose at least one of the following activities: o Blog about the event on the BSG Blog Site Ageing Issues. o Produce a video for the BSG YouTube Channel Ageing Bites. To send an electronic and paper copy invoice of the amount you are claiming with supporting receipts before March following the event to the BSG Secretariat and Treasurer. NB: The amount paid by BSG will be the actual amount spent, which may be lower than the amount originally bid for. The amount will not exceed the maximum of How to Apply Complete a short application form and budget and submit this to the BSG Secretariat The application form can be downloaded at The form is subject to change so please always download the latest version. Deadline dates for Applications 14th December 2018 application forms and budget to be submitted. 14th January applicants to be notified of decision. 31 December 2019 all events to be concluded. For more information or advice on how to organise a small event, please contact Dr Tushna Vandrevala Marketing BSG Logo BSG will send you the BSG logo for use on your marketing materials. The logo should not be adjusted in anyway. Leaflets BSG will supply leaflets for your event. Please send the postal address of where the materials should be delivered and the date they are required to the BSG Secretariat. BSG Information PowerPoint Slide You are required to advertise the work of BSG at your event. Please can organisers distribute leaflets about BSG and how to join. Please download the latest BSG PowerPoint Slide from the BSG Website to add to your presentation. British Society of Gerontology (BSG) Small Events Information Pack

4 How to advertise an event on the BSG Website? To submit your event go to You will be asked to log in. Please use your and your password. Once you have filled out the form a message will be sent to the Secretariat who will review and publish the information provided. You will receive an once this is done. BSG on Social Media BSG has other social media platforms to enable you to market your event: Ageing Issues BSG Blog The BSG blog is an exciting and rapidly growing public platform for promoting discussion of ageing issues. There are over five thousand regular followers and this number is growing steadily. The blog is there for all members to use it is quick and easy way to share your views, research and comment on the articles already posted. More detailed information is available below about creating a blog. Ageing Bites BSG YouTube Channel As part of your event, if you are producing a short video, why not upload this to Ageing Bites? If you don t have the budget to do this, as a benefit of membership to BSG, you are able to film a video free of charge at the BSG Annual Conference. Please contact the BSG Secretariat for further information. British Society of Gerontology (BSG) Small Events Information Pack

5 Why not follow us, tag us in your conversation and we will re-tweet your tweet to our c. 4, 000 followers. LinkedIn Why not become part of our LinkedIn group? We already have over 135 members and it s a great forum to network and gain new ideas about making your event a success. List of attendees Please can the following text be sent to all attendees of your event. Thank you for attending the [name of event] on [date], and we hope that you found it interesting. The British Society of Gerontology helped fund this event. BSG brings together researchers, practitioners, educators, policy-makers, students and older people. As a learned society, our aim is to advance gerontological research, education, theory and practice. We are active in raising the profile of ageing and in drawing attention to its social, economic and policy implications. If you would like to find out more information about joining the British Society of Gerontology, please visit the website at We would also request that event organisers to keep a record of attendees to the events. When attendees sign in to the event, please can a column be included in their sign-in sheets where participants can record their contact details ( address), if they would like to receive more information from BSG and how to join. These details could then be passed on to BSG. Evaluation Form Please complete and return the Evaluation Form (see below) within one-month of the completion of the event. Billing information/claiming and invoice Only once the event has taken place and all post event evaluation and reporting has taken place, will BSG release the grant. The amount paid may be lower than the original grant awarded because it relates to actual spending rather than estimated spending. Please note that BSG will not pay VAT on top of the amount claimed. Any applicable VAT should be included in the total sum of the grant. The final amount claimed must not exceed the sum awarded. All Invoices should be marked for the attention of The Treasurer, The British Society of Gerontology and clearly state the name of the event. BSG requires both and hard copy invoices: An electronic version of the invoice for the amount you are claiming should be sent to the BSG Secretariat. A hardcopy invoice for the amount you are claiming plus supporting receipts should be sent by post to: Professor Andrew Newman Media, Culture, Heritage Newcastle University Room rd floor Armstrong Building Newcastle-Upon-Tyne NE1 7RU British Society of Gerontology (BSG) Small Events Information Pack

6 Invoices must be submitted for payment no later than March following the event. All invoices must be received no later than 31 March of the year following the event. Any invoices received after this date will not be paid. Contact Information: British Society of Gerontology 38 Forest Avenue Cowplain Waterlooville Hants PO8 8JD Telephone: British Society of Gerontology (BSG) Small Events Information Pack

7 Please use this useful checklist when planning your event: Grant Application and Budget Submitted to BSG Grant Application Approved Event Name/Theme and Date sent to BSG Manager BSG Logo BSG Leaflets Requested Event Advertised Via BSG Website and Other Social Media Channels BSG PowerPoint Slide to Show at the Event Thank you sent to Attendees and list of non members interested in joining BSG sent to BSG Evaluation Report Completed and Returned to BSG Post Meeting Blog/Report Completed Electronic Invoice sent to BSG Manager Hardcopy Invoice and Supporting Receipts Sent to BSG Treasurer British Society of Gerontology (BSG) Small Events Information Pack

How to Publish a BSG Blog? Ageing Issues BSG Blog http://agingissues.wordpress.

8 How to Publish a BSG Blog? Ageing Issues BSG Blog Please contact the BSG Secretariat if you are unsure what to do, please don t let the fact that you ve never blogged before put you off. 1. You will need to be a BSG member to Blog. 2. If you are not already set up as an author, send your address and a short description of yourself for the authors page to the BSG Secretariat. 3. You will be sent an invitation to start your blog. 4. Follow instructions below: Instructions for Creating a Username and Profile so that you can blog on the BSG site, Ageing Issues Instructions for your first blog: To sign up: go to Unless you also want to start your own blog (which you can do with pleasure!) click on the right where it says: signup to just a username (highlighted below) The username is the name that will be associated with all your posts and comments, so do think about what you would like this to be. Be sure to use the address that we have sent the authorship invite to. If you would like to use another address, please let the BSG Secretariat know once you have registered, and you will be sent a further invitation. British Society of Gerontology (BSG) Small Events Information Pack

9 How to Blog? Once you have activated your WordPress.com account, you should login to WordPress.com using the login form at the top left of the home page. After you have logged in, you ll see a grey admin bar along the top of all WordPress.com web pages. The admin bar has quick links for getting to your account pages, creating a new post, and more. Go to the Ageing Issues blog: (actually this isn t strictly necessary, but it makes sense). To create a new post, use the New Post link to the right in the grey admin bar shown at the top of WordPress.com pages while you are logged in. You are probably wanting to write a text blog, so you probably want to click on text. It is very straightforward to enter a heading and the text for your blog. As to the heading, please bear in mind that this will be automatically tweeted and ed to all followers of the blog, which is already over a thousand. While bearing in mind the need to be snappy and attract people to read the blog, it is also quite important for the heading to make it clear what the blog is about, so that people who are interested can then click through to read the whole piece. So at that point you can simply add some tags (where it says tags) more information to follow in the next paragraph, and click Publish and it will be published! The tweet is automatic on publication. If you do write a blog piece, you could think about keeping it to between words or so, but this is not at all essential (just what readers have come to expect). You can add links read further about this and photos. Briefly - if you want to add a link, you have to have some text there, select the text that you want hyperlinked, and then click on the chain-link icon. Less obviously we would really like you to Categorise your post, and add comprehensive tags. This makes it searchable but also automatically files it under both categories and posts, which means many more people who are precisely interested in your work will get to read your blog. So doing that requires a bit of attention first time round but after that first one it will be easy! When you have added your heading and text, don t add tags. Rather, click on Preview. This opens a new tab with the blog in preview. It has not yet been published. About half way down the blog, on the left hand side, you should see Edit. Please click on that. Now please select one or more Categories from the right hand side to flag what your blog is about I have intended these as high level if there isn t one that fits, or you think another needs to be added, please let me know and I ll do that please uncheck the Uncategorised box. Only BSG increase the number of categories. Then also please add tags. Here, you can select from suggestions, also click on the choose form the most used tags for more suggestions, but also, please add anything *at all* new that you think describes the piece. You can add the tags yourself, and this does not need to come through me. We suggest between 5 and 15 tags, but there are no rules about this. Now you need to PUBLISH your blog! Can you see up towards the top on the right hand side a button that says Publish? Click on that and your blog will be published and a link automatically tweeted You can go to your blog now on the Ageing Issues website, and share it on LinkedIn, Facebook, Twitter or it to people by using the share buttons below the blog. If you need any help at all, do get in touch. How to hyperlink in your blog: Make sure you know the url you want to hyperlink to a good idea is to navigate to the page so the url is ready for you to copy, for example: British Society of Gerontology (BSG) Small Events Information Pack

10 Now go to your blog. Click on the edit button to the left of your blog: You will now be in editing mode: British Society of Gerontology (BSG) Small Events Information Pack

11 Now select the words that you would like to hyperlink [in this example Castells (2013) ]: Then click on link just above the text box towards the left: British Society of Gerontology (BSG) Small Events Information Pack

12 British Society of Gerontology (BSG) Small Events Information Pack

Now (1) copy the url from the page that you want to hyperlink to, and paste in the url (making sure that http:// only appears once) (2) Add a title (3) tick the box to open the link in a new window

13 Now (1) copy the url from the page that you want to hyperlink to, and paste in the url (making sure that only appears once) (2) Add a title (3) tick the box to open the link in a new window or tab, then Click Add Link Do this for all the links you want to add, e.g. for an article abstract. Before you publish this, it is a good idea to PREVIEW your article, and you can also test the links in this mode, BUT DON T FORGET TO PUBLISH IT AFTER YOU VE DONE THIS instructions below. To Preview, hit the Preview Changes Button towards the top right. British Society of Gerontology (BSG) Small Events Information Pack

14 This opens a new tab, with your post as it will look if you publish it: British Society of Gerontology (BSG) Small Events Information Pack

15 If you are happy with the changes, GO BACK to the editing tab, and click on Update. This will publish all of your changes. British Society of Gerontology (BSG) Small Events Information Pack

16 BSG Small Events Grant Evaluation Form to be sent within one-month post event to the BSG Secretariat Event title: Date: Total attended: Lead Organiser: No of BSG members attended: No of Non-members attended: BSG strategic objectives. Please comment briefly on your success in addressing one, more, or all of the following: 1. To support members in further developing the national and international profile of the society 2. To support our members in ensuring that the society contributes to strengthening the social sciences 3. To support our members in promoting the understanding of human ageing and later life through research and communication 4. To support our members in fostering the application of knowledge to the improvement of the quality of life in old age Submitted by: Date: Please can the contact details of non-members who wish to have more information about BSG be sent to the Secretariat at British Society of Gerontology (BSG) Small Events Information Pack

17 British Society of Gerontology (BSG) Small Events Information Pack

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