FM 205
Date of issue: 9 November 2000

CANCELLATION OF PREVIOUS FM

1.     This FM supersedes and replaces FM 46 dated 4 February 1991 which is hereby cancelled.

3.     It is not possible, because of the unique nature of each event, to set out precise guidelines for the size and scope of the events covered by this FM. The proposed expenditure should be commensurate with the importance of the event. The opening of a major new site or facility will justify a higher profile than the opening of an additional building on an existing site or the extension of an existing facility. Events funded by the tax-payer should not be too inward-looking and when considering invitees a balance should be sought between external guests and staff. The number of staff attending in an official capacity should be kept to a minimum, commensurate with the size and nature of the event. Open Days by their nature will attract a high number of external visitors. However, opening ceremonies also provide a useful opportunity to involve both the scientific and local communities and may play a particular public relations role, for example, in areas where there is keen competition for staff.

4.     Establishments are expected to give careful consideration to the provision of hospitality which can be expensive and must be carefully regulated. Provision of a meal should normally be limited to external guests and staff necessarily accompanying them. In most cases a modest buffet should suffice. The provision of meals should not be extended to events for staff and their families.

5.     Establishment Directors have limited delegated authority to make protocol gifts as set out in Annex A to FM 101. If it is proposed to present a gift exceeding the value indicated therein, whether to the principal guest or any other guest, a case for making a presentation must be submitted to the Director Administration. See also FM 203: Gifts and Hospitality.

6.     The long term value of exhibition displays and publications prepared must be given consideration, in consultation with PPARC’s Publicity Section, so that the maximum benefit can be obtained from expenditure on such items.

8.     In requesting approval to hold an Open Day, Establishments should in their submissions furnish the information set out below:

(a)    Background information and justification

• The date of the Establishment's last Open Day.

• The expenditure incurred in connection with the last Open Day.

• The justification for holding the Open Day, explaining the significance of the event to the Establishment, to PPARC or to the UK, together with an assessment of the public relations value of holding the proposed Open Day. Reference should be made to the benefits which may be expected to accrue from the Open Day through the establishment of improved relationships between particular groups such as the local community, academia and Establishment staff.

• Details of the proposed programme with specific information as follows:

(i)     A list of proposed guests, identifying principal guests and their status in relation to the Open Day. Any special hospitality, protocol gifts, entertainment, mementoes, accommodation or other items of expenditure associated with these guests should be specified and appropriate justification given for the proposed expenditure.

(ii)     Arrangements for publicity, press conferences, publications and exhibitions. Details should be given of any consultations held with PPARC’s Publicity Section.

(iii)     Details of any hospitality, mementoes, transport or expenditure of a more general nature associated with members of the Establishment staff, their families and members of the public attending the Open Day.

(b)     Budget

For all Open Days a detailed budget must be submitted to the Director Administration under the following headings:

• Itemised details of the direct additional costs, eg hospitality, travel and subsistence expenses, accommodation, hire of tents, transport, commemorative plaque, mementoes, exhibition and display materials, special publications and unusual items of expenditure, etc. Direct additional costs falling on other budgets, eg Swindon Office Publicity Section, should also be included.

• Staff Costs (including overheads) resulting from the diversion of staff from their normal duties. The costs arising from staff effort required for the planning and management of the Open Day should be separately identified from the staff effort diverted from normal duties at the actual time of the Open Day. In the absence of a project costing system, staff costs should be assessed using the Establishment's Ready Reckoner for staff costs. In addition, the cost of the total staff effort to be diverted should be expressed as a percentage of the corresponding annual figure for the Establishment as a whole.

• Other costs (or savings) arising from any interruption of the Establishment’s research programme (eg the shutting down of major machines or other facilities during the Open Day). If the assessment of these costs or savings causes difficulty, Planning and Budgeting Group, Finance Division, Swindon Office should be consulted.

• Any contingency sum should be specifically identified and details given of its status in relation to the expected expenditure.

11.    Details of all protocol gifts made should be included in the annual return of gifts required under FM 203.

QUERIES

13.    Any queries concerning the appropriateness of exhibition displays or publications proposed in connection with Open Days should be addressed to Peter Barratt, Head of PPARC Publicity Section, Swindon Office tel: 01793 442025 e-mail: peter.barratt@pparc.ac.uk .

Jeff Down
Head of Finance, PPARC