How to Propose and Plan a CCT Meeting

How to Propose and Plan a CCT Meeting

CCT (Contemporary Concepts in Toxicology) proposals may be submitted to the Society of Toxicology by Specialty Sections, Regional Chapters, individual members, or other not-for-profit organizations.

Whether proposing a live meeting, or a webinar, the proposal process is the same.

Ways to Approach the Generation of CCT Proposals:

Whether you have an idea in mind or if you want use brainstorming techniques to develop a CCT proposal idea, it’s always helpful to give some consideration to these questions…

Questions to help generate theme for CCT Meetings:

  • Is there a problem that needs to be resolved?
  • Is there a pressing issue that needs to be addressed from a different approach than has been done in the past?
  • Is there a training need or gap that exists?
  • Is there a new metrology that could be applied to toxicological studies that needs to be considered?
  • Is there the potential for harmonizing regulatory issues to help move implementation of sound science forward?

Questions to consider once a theme is developed:

  • Do the sessions cover the scope of the meeting theme in ways that will attract a diverse and sizable audience (both from within and outside of the Society)?
  • Will the speakers convey new information?
  • Do the speakers represent the diversity of the Society (employment types, genders, etc.)?
  • What are the expected outcomes from the meeting (development of a journal article, increased awareness of X, provide guidance for X, application of X, perspective for the use of X, etc.)?
  • Are there other organizations that may be interested in this them?

Resources and SOT Commitments

In order to facilitate organization of a successful CCT, the SOT provides for approved CCT meetings the following:

  • Facilitates all administrative responsibilities with meeting logistics.
  • Manages all the speaker correspondences.
  • Assumes potential liability for supplementing conference budgets.
  • Live Conferences only: Provides $25,000 in seed money to facilitate securing resources necessary for a successful conference.
  • 50/50 split of any funds in excess of breakeven with SOT Component Groups (Specialty Section, Regional Chapters, and Special Interest Groups and SOT sister societies).

It is anticipated that this money serves solely as seed money and, as such, will be repaid to the Society following the completion of the CCT meeting. In planning the CCT meeting, the goal should be to develop a financially breakeven budget based on registration fees and/or additional funding from external sources.

Proposal Development and Submission Process

The Collaborative Conferences Committee (CCC), which oversees CCT conference development, recognizes that organizing a conference can be a daunting task and does not want this concern to prevent individuals from submitting their ideas for unique and important CCT meeting topics. Therefore, the CCC has developed a 2-step process.

Step 1: Submission of the CCT Pre-Proposal

To make it easier for interested parties to develop CCT conference proposals, the CCC has designed a pre-proposal application. The pre-proposal application can be completed within a few hours and is intended to provide potential conference organizers a streamlined means of having their ideas reviewed by the CCC at an early stage, before formal budget commitments or other specific details are required. Completed pre-proposal applications can be submitted to the CCC at any time during the year for review and feedback.

The CCC will review pre-proposal applications within 30 days of submission and provide feedback on whether the idea should move to the full proposal stage. The criteria for evaluation can be found here.

Click here for an example of a solid CCT conference proposal.

Step 2: Development and Submission of a Full CCT Proposal

Organizers who have submitted a successful pre-proposal and received review comments from the CCC can submit a full CCT proposal by the stated deadlines. Full CCT proposals can be produced directly from the pre-proposal and with detailed information on the following items:

  1. Proposed title and focus of the meeting, as well as a brief description of the objectives.
  2. Statement of need for a CCT in particular field, justification of the importance to SOT members, evaluation of the timeliness of the topic, and whether a similar course has recently been held (and attendance).
  3. Composition of Organizing Committee. (The chair and the co-chair of the Organizing Committee must be full members of the Society and must actively participate in the scientific development of the program). The chair of the Organizing Committee will be responsible for implementation of the scientific program. SOT Council will appoint a liaison from the Council and SOT Headquarters to the Organizing Committee for the purpose of reporting and coordinating program status, fiduciary arrangements, and physical operations.
  4. List of suggested topics and speakers with affiliations. It is important that the representation of all aspects of the topic be well represented. The balancing of the program content should include a diversity of speakers that’s reflective of the diversity of the Society.
  5. Proposed date and projected length of the meeting.
  6. Projected attendance and marketing (Note: It is expected the CCT meeting will attract at least 100 participants).
  7. Proposed venue or will the meeting be held virtually. (The Organizing Committee may suggest a site or sites for the proposed meeting. Selection of the site, however, will be managed by SOT Headquarters and will depend on several parameters such as availability, accessibility, and costs.)
  8. Proposed meeting sponsors, both corporate and related societies.

The CCC will work actively with the organizers to ensure that the prospective CCT meeting is as successful as possible for SOT members. In addition, SOT Headquarters will work with the organizer to prepare a budget and establish meeting pricing. (CCT meetings are expected to be revenue neutral or generate a profit for the Society.)

The CCC has provided a flow chart and a list of steps that outline the CCT meeting process. It should be noted that CCT meeting development varies based on the audience (academia, government, industry) and the location of the meeting (campus, convention center, or hotel).

CCT Webinar:

The process for a webinar is similar to that of a live meeting. The designation of webinar should be clear on the pre-proposal. An example of a complete CCT webinar proposal can be found here.

Review Process:

Applications for CCT meetings should be sent to David Rossé. The CCC strives to provide feedback on endorsement within two months from the date of submission. The CCC uses this form as part of the review process.

Submitters of approved applications should allow 12 to 18 months for evaluation, organization, and promotion of the meeting.

Profit Sharing Policy:

CCT meeting proposals developed and submitted by SOT Regional Chapters/SOT Special Interest Groups/Specialty Sections (Component Groups) and approved by the CCC will share 50/50 the profits generated from the CCT meeting. The profit sharing will occur after the initial seed funds provided by the Society are repaid ($25,000). The profits will be shared with the understanding that the funds will go to the respective Component Group and will flow into their general operating funds. If multiple RCs/SIGs/SSs are involved in the meeting coordination, then they will divide the available funds evenly among the Groups. Any CCTs proposed by organizations not affiliated with an SOT RC/SIG/SS would not have the option in sharing in the profits. The Society will continue to underwrite all the liabilities of the CCT meeting with the expectation that the meeting at least breakeven financially. The goal of providing $25,000 seed funds and the profit sharing component is to stimulate the creation of CCT meeting proposals.

Meeting Publications:

Toxicological Sciences retains the first right of publication for all publication materials produced from a CCT meeting. The CCT Organizing Chair should contact the Toxicological Sciences Editor to discuss publication requirements.