FUNDING PROCEDURE
If there is a requirement for internal or external funding in relation to a CPD activity, please follow the steps below:
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Secure a date in the HMC event calendar and hold a venue - in cooperation with CCD, a date will be chosen and held in the diary for 2 months while the next stage is undertaken. At the end of two months if the funding process is not complete the date may be released for use by other organizers.
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Complete the application for funding and gain approvals from the Conference Planning Committee - Once complete, the funds will be assigned to the SPC for use related to the activity.
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clearance from Medical Education by Signing a letter of undertaking with ME/CCD - This will involve agreeing to follow the ethical guidelines of DHP, all related HMC policies and the roles and responsibilities of the Scientific Planning Committee and other details.
(an official memo addressed to Dr. Al Khal Through the department’s Chairman From the Chairman of Organizing Committee must be submitted to me include the approved Business Case (BC)
[BC to be attached only if needed & if budget or sponsors will be involved], program agenda and any other supporting documents related to the activity.
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Apply to DHP for approval, promote the event, book speakers and proceed with implementing the approved plan - at this stage ME will help the organizers to facilitate approvals for accreditation, CCD will help to promote the event and formulate agreements with suppliers, and the SPC will be responsible for the implementation of the activity.
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Post event reconciliation and reporting – After the activity the SPC must submits DHP related reports per the guidelines and issue a report to the conference planning committee on outcomes of the activity.
Sample Budget CPD Event Sheet The example below is a large event but gives an idea of the level of detail required
BUDGETARY STATEMENT
The budgetary statement contains funding amount, expenditure and balance for the educational activity.
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Activity Title: Airway Conference
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Activity Date: 23rd Nov 2021 – 26th Nov 2021
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Activity Venue: Itqan Simulation Center, Doha, Qatar
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Budget in (Funding):
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Funding type (Financial or inkind or both)
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Description of the in-kind support
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Funding source (Include registration fees, departmental budget, external sponsor and any other)
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Unit
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Amount for financial support (QAR)
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Medical education agreed to supply food
for 3 days for 200 attendees=27,600 QAR
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Fees from the present registration
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500 internal attendees x 250 QAR/person
50 external attendees x 2000
QAR /person
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125000 QAR
100000 QAR
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T
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otal amount for financial support
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225,000 QAR
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Budget Out (Expenditure):
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Expenditure description
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Unit
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Amount of money (QAR)
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Food & Beverage
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46 QAR X 550 attendees x 4 days(=101,200QAR) (Medical education agreed also to supply food for 3 days for 200 attendees=27,600 QAR )
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73,600
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External Speakers (Flights)
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All economy flights (see attached file flight details and costs)
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63.000
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Hotel accommodation
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Depending on the speakers the length of stay during the School period
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55,000
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External Speakers (Honorarium)
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NA
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Audio Visuals
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1500 QAR X 4 DAYS
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6000
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Collaterals
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550 BADGES, TAGS
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5500
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Miscellaneous
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10 POSTERS
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5000
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TOTAL EXPENSES
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208,100 QAR
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Balance
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Total Funding (QAR)
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Total Expenditure (QAR)
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Balance (QR)
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225,000 QAR
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208,100 QAR
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+16,900 QAR
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SPC Chair: Signature: Date:
