Branch, Section and Division Local Officer templates and guidance
Useful information all in one place
The purpose of this web page is to provide Local Officers with useful templates and guidance in one place.
If you feel anything is missing please let us know at [email protected]
Your Local Services team
The Local Services team is part of the wider Events team at the BDA. The members of the team tend to work with dedicated local areas so that as local officers you get to know who you are working with.
We will help with many aspects of the event management for all local events.
Committee roles
The below documents outline what the roles of the Chair, Secretary and Treasurer entail as well as give an overview of what other roles there can be on the overall committee.
Please note that the tasks assigned to each role can be shared amongst other roles i.e. the Chair can invite speakers as opposed to the Secretary, someone else on the overall committee could liaise with the sponsors etc.
Events and webinars
Draft budget - To help with planning your event from a financial point of view to include venue costs, catering (if applicable), AV, speaker fees, delegate costs and any exhibition/sponsorship income.
Speaker agreement - Please send this form to your speaker to complete once they have agreed to present at your event. You can detail here the agreed date, timings, speaker fee (if applicable) and ask the speaker to complete with their session details (aims, objectives, learning content, development outcomes, bio etc).
Event information form - Please use this form to tell us all about your forthcoming events. The form is intended for the Local Officers to complete after obtaining the lecture details from the speaker/s.
Webinar information form - Please use this form to tell us all about your forthcoming webinar. The form is intended for the Local Officers to complete after obtaining the lecture details from the speaker/s.
Don't forget to check the date you wish to hold the webinar with us before confirming the speaker to ensure we have availability.
External organisation agreement - To be used for all exhibitors and sponsorship agreements you have in place at your events. Please note VAT must be included on any exhibitor/sponsor invoice.
Sponsor/exhibitor invoice template
VAT guidance - Social events are not VAT exempt and you need to factor VAT into your social event costs.
Speaker expense claim form - Paid locally
Speaker expense claim form - Paid centrally (i.e. when funds held centrally in a deposit account)
Staying in touch form - Useful to have at all your local events to ensure all attendees are receiving information about your forthcoming events
Annual General Meetings
Agenda template - Please use this form as a template for your agenda which we can then upload onto the web page for the AGM and send to members in advance of your AGM.
GDPR
All BDA branches, sections, groups, divisions and young dentist groups are acting on behalf of the BDA, and as such you do not need to be registered or have a data controller, the BDA’s Data Protection Officer is the data controller. Any data collected and used by the BDA at a local level is BDA data and the BDA centrally at head office therefore needs to be looking after and storing this data. Please read the GDPR guidance and FAQ's below.