Host To-Do:

• Nominate a speaker by filling in the Application Form. Decision will be made within 2 weeks

• Follow steps on Host’s Check List beow

Host’s Check List:

PRIOR to the visit:

• Coordinate speaker’s activities at lectures, rounds, conference, etc.
• Reserve amphitheatres, meeting rooms, audio-visual needs for video conferences with the regions, etc.
• Issue dinner invitations and make reservations

FOLLOWING the visit:

• Submit all of host’s ORIGINAL receipts to:

  Department of Oncology McGill,
  546 Pine Avenue West,
  Montreal, H2W 1S6

  (all guests’ names must be clearly printed on the back of a detailed restaurant  bill. Guests must be faculty members)

• Submit all of speaker's ORIGINAL receipts to the above address. Including a signed Visitor Claimant Form

• Submit a five line report on conference attendance and suggested areas of improvement

Eligible Expenses:

HOST:

• Ground transportation to/from lectures, talks, etc.
• Meals with speaker and guest (guests must be faculty members)
• Other costs with special permission from the Department of Oncology*

*N.B.: Permission must be obtained prior to incurring the expense.

Honorarium:

• 2000$ Cdn – Canadian speakers
• 2000$ US – International speakers

VSPO Coordinator To-Do:

• Review nominations with committee

• Communicate decision to host

• Follow steps on Coordinator’s Check List below

VSPO Coordinator's Check List:

PRIOR to the visit:

• Issue an official letter of invitation
• Arrange speaker’s hotel arrangements: McGill Official Hotels
• Advertise the visit
• Ensure that pharmaceutical support is well noted
• Submit documents for honorarium: personal data form & Regulation 105 tax waiver application (for non-Canadian Speakers)
• Photocopy/scanned copy of photo ID, i.e. passport or driver’s license
• Process the honorarium
• Order the refreshments for lectures

DURING the visit

• Distribute and collect the original attendance and evaluation sheets for accreditation purposes. Participants (of the videoconferences in particular) should send an email with their complete address to the VSPO Coordinator in order to request their credits certificate.

FOLLOWING the visit:

• Process all expenses

Eligible Expenses:

• SPEAKER:

  • Hotel accommodations
  • Travel expenses (economy air fare)
  • Ground transportation
  • Meals not taken with faculty
  • Other costs with special permission from the Department of Oncology*

• HOST:

• • Ground transportation to/from lectures, talks, etc.
  • Meals with speaker and guest (guests must be faculty members)
  • Other costs with special permission from the Department of Oncology*

   

• OTHER:

• All expenses related to the lectures, talks, rounds, etc.
• Refreshments at lectures, talks, rounds, etc.
• Other costs with special permission from the Department of Oncology*

Submit all of speaker's ORIGINAL receipts including a signed  Visitor Claimant Form  to:

Department of Oncology McGill,
546 Pine Avenue West,
Montreal, H2W 1S6