Future Investigators of Regenerative Medicine

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©2019 by Future Investigators of Regenerative Medicine

Bylaws of the Future Investigators in Regenerative Medicine (FIRM)




Section 1. Name


This society shall be known as Future Investigators in Regenerative Medicine and hereinafter referred to as FIRM.


Section 2. Aims & Objectives


2.1 The aims of FIRM are:


  • To help early career researchers (ECRs) to develop their scientific knowledge by providing an environment for ECRs to share their work.  

  • To promote intellectual networking, by providing a setting for ECRs and senior mentors to communicate freely  


2.2 The objectives for the FIRM committee are:


  • To arrange an annual conference for ECRs and other members of the regenerative medicine and tissue engineering community to meet and discuss their work.  

  • To promote this conference and ensure ECRs attend.


Section 3. The Committee


3.1 FIRM will include 4 members that will cover the following positions:


  • Executive Chair

  • Executive Operations Officer

  • Executive Secretary

  • Executive Treasurer


Positions named are open to changes at the discretion of the sitting committee. Other positions can be created throughout the year by consent of the committee.


A committee will sit in position for 13 months, with the purpose of fully establishing the conference and its implementation and supporting the incoming committee (1 month). The current committee must change over after they have completed their conference.

A new committee will be selected by the sitting committee, at least one member of the new committee should be from the CDT in Regenerative Medicine and Innovative Manufacturing. This is to ensure ease of access to the W-code held by Loughborough University (contact Karen Coopman - See section 5). Other members can be selected from any other university. The selection should be agreed from the current committee. The new committee must be briefed prior to departing the conference with an official meeting with the sitting committee. Follow up meetings can be arranged ad hoc.


In addition to the positions above, the committee will select an academic advisor (Executive Academic Advisor) to aid, oversee and ensure the implementation of Section 2 in an unbiased capacity.


3.2 The roles of the committee officers:


All officers to help in every role, and to ensure efficiency the roles shall be used to send specific actions to officers. These roles are flexible and it is encouraged that all officers participate equally in all roles to ensure team effort and the ability to acquire a wider range of skills.


  • Executive Chair – Chairs committee meetings and is jointly responsible for the day-to-day running of the conference organisation with all other officers. The chair is jointly responsible with the treasurer for the society’s finances and ensure that fees and sponsorship is in place for the conference. In addition, the chair will provide administrative support to the executive secretary and executive operations officer with booking venues, organising the website and email notifications, etc.


  • Executive Operations Officer – to assist the executive chair in the day to day running of the conference organisation. The operations officer must ensure that bookings for hotels, venues and transport is organised in time for the conference and that all keynotes and mentors have their accommodation and transportation organised, this will be a joint responsibility with the treasurer. Along with the secretary the operation officer will ensure that the delegates are assigned to streams for their talks and their registration is completed successfully. The operations officer is also responsible for the upkeep of the website along with the secretary and chair.


  • Executive Secretary Officer – the secretary is responsible for recording the minutes at all meetings and must make said minutes available to all members via electronic methods. In addition, the secretary is also responsible for ensuring delegates and keynotes are notified of deadlines, along with ensuring their registration is completed successfully. Information on matters such as meeting times and locations, and any emails sent out to delegates and keynotes falls under the responsibility of the secretary.


  • Executive Treasurer – the treasurer is responsible for the upkeep of the FIRM's budget for the year and keeping track of expenditure and monitoring the income for the society. The treasurer shall work in conjunction with the all the officers in the committee to ensure appropriate fundraising and expenditure. The Treasurer shall also be responsible for keeping financial records and producing a financial report to the committee on the financial balances of the organisation. The treasurer will also be responsible with all other officers for organising the registration fees, accommodation and transportation of the keynotes and delegates.  


  • Executive Academic Advisor - the academic advisor is to be nominated by the sitting committee, their role is to oversee the progress of the conference but they are not expected to be involved in the organisation of the conference. They are to act as an advisor on matters that the committee cannot agree on, by offering an impartial objective view.


3.3 Expectations and responsibilities of the society officers:


  • Society officers are required to attend committee meetings and must send apologies if unable to attend.

  • Society officers shall provide a written handover to their successors.

  • Society officers will be responsible for the upkeep, good reputation and perpetuation of the society.

  • All officers must jointly handle the organisation of the conference including but not limited to: keynotes, workshops, social events and presentation sessions.

  • All officers must ensure that keynotes and session chairs are briefed on what is expected from them.

  • All officers must be responsible for flights booking for keynote speakers, making sure that they are advised that FIRM covers only economy class flights.

  • All officers must be involved in acquiring sponsorship and establish what is included in the packages.

  • All officers must be involved in promoting the conference and obtaining delegates to attend the conference.

  • All officers MUST be involved in the day to day running of the conference both during organisation and implementation.

  • No officer shall make financial decisions by themselves.

  • All officers are to ensure that actioned items have been completed by the due date or provide apologies if not.

  • All officers shall keep up to date the official channels of data sharing and social media.   


Section 4. Meetings


  • Committee members must have a meeting at least once a month and at least twice a month in the 2 months leading to the conference.

  • Minutes of the previous meeting are to be addressed.

  • All officers are to ensure that actioned items have been completed by the due date.  

  • Officers are to ensure that all matters from the previous the meeting have/are being dealt with.


Section 5. Finance


  • All society funds shall be overseen by all members of the committee.

  • All society funds shall be used exclusively for conference activities.

  • All monies shall be kept at the Loughborough University (W-Code).

  • The society shall not enter any contract or other legally binding arrangement without prior authorisation of all members and the W-Code account holder.

  • All funds shall be used to benefit the largest number of members possible at all times.

  • Charitable donations shall not be made using monies received directly from sponsorship or conference registration fees.


Section 6. Policy and Regulations


  • The society will operate based on inclusion of all interested ECRs.

  • The society shall in every respect operate in accordance with these bylaws.

  • Any point in these bylaws may be overruled by a majority vote (75%) of the committee.

  • Any changes to the Bylaws must be approved by the previous committee, sitting committee and academic advisor.


Section 7. Disciplinary Procedure


If a member is found, by the committee, to be acting in contravention of these bylaws then a meeting will be organised to discussed the issues at hand with the academic advisor present.


Section 8. Affiliation


  • The FIRM committee is responsible for forming and fulfilling the contract details of any affiliations.

  • The FIRM committee is responsible for ensuring that there is a sufficient advertisement on the website and any other means by which FIRM is advertised.

  • The FIRM committee is also responsible for ensuring that FIRM is appropriately advertised on the affiliated parties social media.


Section 9. Dissolution


The society may be dissolved if 75 % of members agree at a general meeting with consent from the sitting academic advisor, informing the previous committee of the action.

Section 10. Guidelines


Any other additional information necessary to run the FIRM Symposium is contained in the “Guidelines” document.


                                                                                                                                                    The FIRM Committee 2019

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