Please note that some of the FAQs may not be applicable / correct if the event you are attending is taking place at an external venue (not in the RSM building at 1 Wimpole Street) or if the event is taking place as a webinar. Please contact your Events Executive for further information.
I have agreed to speak at an RSM event, what happens next?
You will be contacted by an Event Executive who will ask you to complete a speaker form and to attend a test meeting if you are speaking at a webinar or virtually. We would be very grateful if you could help us promote your event by using the social media toolkit provided by your Event Executive.
Do I have to speak live for a webinar, or can I pre-record my lecture?
While it is our preference for speakers to present live during our webinars, we understand that not everyone is comfortable doing so. If you would like to pre-record your lecture for a webinar, please let your Event Executive know and they will send you the RSM’s guide to pre-recording. Please note, all speakers are invited to participate live for panel discussions / question and answers.
What happens on the day I am speaking at an event? What do I need to know?
We ask that you arrive at least 30 minutes before your talk is due to start, making sure you have your presentation on a memory stick for our AV team. You are of course welcome to stay for the whole meeting.
Webinar or virtually
Your Event Executive will send your panellist link on the day of the webinar; this link is unique to you, please do not share with others. All speakers are requested to attend a pre-webinar check 60 minutes before going live.
What should my abstract include?
Your abstract is used online, printed in the on-the-day programme or sent to delegates if the event takes place as a webinar. Therefore, please provide as much detail as possible including:
- The aims of your presentation; this is often evident from the title, but in some cases it might need expanding.
- The objectives of your presentation; they should demonstrate what the audience will be able to do, feel or learn from your presentation.
- 4-5 key references related to your presentation; this will enable us to provide delegates with bibliographic references and literature to support further reading after the event.
What should my biography include?
Please include a short biography about your career as well as your current job title and institution. This information will appear on the event page on the website, in the on-the-day programme handed out at the event or sent to delegates if the event takes place as a webinar.
Why does the RSM want to record my lecture?
As a provider of medical education, we are committed to providing continuing professional development to our members and delegates. By giving us your consent to record your lecture, it gives us the option to make it available online, achieve these goals and reach out to those who cannot easily attend our events.
What should I be aware of before giving my consent to the RSM to use my presentation?
If your presentation will be recorded, it is likely that the RSM may publish it online to make it available to the public.
The information and data that you can use for a closed meeting of a professional audience is different from the information and data that can be used on a website. Therefore, it is important that you have the necessary copyright and patient consent, mainly:
Publications must be referenced
If you reference material from a book, journal, a publication or someone else's research, you must appropriately attribute the source of the information and only use information that you know can be made publicly available.
Image copyright must be obtained
If your presentation includes an image – this could be anything from an image on a website, a photograph, painting, film, sound recording or typographic work – it will most likely be protected by copyright.
If the image is less than 100 years old, permission must be gained from the owner in order to reuse that image if your presentation goes online. In most cases the image will have a copyright statement, but where there is no notice, you should contact the author or publisher and check what copyright exists.
There may be a fee associated with the right to the use the image. If copyright is not obtained, you may be fined in accordance with the copyright law.
For more detailed information on the Copyright law see the Copyright, Designs and Patents Act 1988 (c. 48).
You must have patient consent
Any information pertaining to a patient must be supported by written consent to publication from the patient. Anonymised cases without patient consent are not acceptable under GMC rules. Read more about GMC regulations on confidentiality.
Why do I have to declare a competing interest?
The RSM awards CPD credits for our educational activities, and it is important that you declare any competing interest so that we can keep this information on file and disclose it to delegates who may ask to see the information.
All speakers and chairs for RSM meetings are expected to disclose any financial or other relationship that represents a competing interest. This may include research grants or other financial support, employment in any capacity by a company, such as the role of consultant or adviser, or any shareholding in a company.
The RSM will keep this information on file and disclose it to any attendees who may ask to see it.
Will media outlets and journalists be at my lecture?
Most of our events are open to journalists and our Media Relations team actively promote RSM events to media outlets. If the meeting you are speaking at is open to journalists, we will ask you to provide a summary of your lecture as early as possible. This will help the Media Manager to develop the right approach when speaking to the media.
If you have any objections about journalists covering your lecture, please inform your meeting coordinator as soon as possible.
Why have I been sent a diversity form to complete?
The Royal Society of Medicine is committed to ensuring we are offering equality and diversity amongst all its activities and we would be most grateful if you would complete the anonymous online equality and diversity form. The information you enter on this form will be used for monitoring purposes only.