How your member group committee should meet varies on the needs of the group members. We have a a number of resources available to help facilitate various meeting styles.
Microsoft 365
Firstly, each member group can request a Microsoft 365 Licence. As a committee, you will need to agree who the licence should be allocated to and ask the nominated individual to complete the Microsoft Office 365 Licence Request form.
There will be one licence available per committee, the licence will enable one member of the committee access to the following services:
- Access to a member group specific outlook mailbox ‘groupname@bcs.co.uk’
- Access to the Microsoft Office application suite, including Word, Excel, PowerPoint and Teams
- Ability to self-host committee meetings and invite guests for teams chat
- Committee document storage using SharePoint
- Request ‘teams’ environment for the wider committee to be invited to join
Each licence will be granted on the basis of utilisation for BCS committee activity and must not be used for personal use.
*Note, public events will need to continue to be hosted by central BCS licences, e.g. Zoom, and registrations managed via Eventbrite.
London Venue/Zoom Reservations
Committees can also reserve rooms at the BCS London office (explore the venue) or a Zoom license for their committee meetings. Reservation requests can be submitted via the London Venue/Zoom Reservation form.
This form is for BCS Member Groups to reserve rooms at the BCS London Office and Zoom licenses for prospective events whereby reservations are required ahead of time, and group meetings (i.e., committee, AGM, etc.) that do not constitute a full event request.
*Note, this form is not for requesting event setup, for these requests you should instead complete the Event Request Form (see setting up a member group event article for further information).
When using the BCS London Office for your events, please ensure you familiarise yourself with our Visitor Instructions.
For any event with over 20 attendees, it’s a requirement that a group member be assigned to greet attendees and manage their access to the building for security purposes. If unspecified otherwise, the responsibility will fall to the host of the event.
Other useful tools for arranging your committee meeting
- Doodle - find out everyone’s availability with a digital poll
- Calendly - view everyone’s calendar to find a suitable time to meet
- HubSpot - a free meeting scheduler
- Calendar Hero - find a suitable time to meet
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