(Notes based on RAS Standing Order 20A)
Introduction The Royal Astronomical Society's central goals include the encouragement and promotion of astronomy and geophysics. One important way in which the Society addresses this objective is by organizing a series of meetings every year. The regular meetings are categorized as either 'Specialist Discussion Meetings' or more general 'Ordinary (A&G) Meetings'. Each month normally has two Discussion Meetings [with the aim of achieving a broad balance between topics in 'astronomical' and 'geophysical' research areas (the latter including solar and solar–terrestrial physics and planetary sciences)], followed by an A&G meeting. The Society is therefore always seeking topical ideas for, in particular, its Specialist Discussion Meetings. These notes are intended to help scientists propose such ideas by explaining the possible meeting formats and giving information on how to contact the Society.
Discussion-meeting formats RAS discussion meetings are held on the second Friday of every month from October to March. The usual format is to hold two parallel Specialist Discussion meetings from around 10:30 to 15:30, followed by a joint A&G meeting at 16:00. Other formats (e.g., a two-day meeting on Thursday and Friday) can often be accommodated. The National Astronomy Meeting takes place in April (usually), and there are no Specialist Discussion Meetings that month (the A&G meeting is also greatly abbreviated). In May, a single, shorter joint discussion meeting, on a topic of interest to both astronomers and geophysicists, is usually held in conjunction with the RAS AGM. Meetings are normally held in Burlington House, in the lecture theatres of the RAS and the Geological Society.
Submitting meeting ideas If you want to propose a topic for a discussion meeting, please contact a Secretary (Dr Ian Crawford for 'G' and Professor Martin Bartow for 'A' specialist meetings; Dr Helen Walker for ' A&G Ordinary' meetings). The minimum requirements for a meeting proposal are:
- The names of two (or more) organizers. At least one organizer should be a Fellow of the Society, who would normally submit the proposal.
- A short title
- A brief (2-3 sentence) abstract
A separate longer abstract (up to a page in length) may additionally be submitted. It is not unusual for Specialist Discussion meetings to be held jointly with other interested parties. Admission to Specialist Discussion meetings is free to RAS Fellows ( except for the BGA Febrary meeting), with a small charge for non-Fellows. This charge may be waived for members of organizations co-sponsoring meetings, normally provided that the co-sponsorship brings tangible financial savings or equivalent benefits to the RAS or its Fellows. The programme for the RAS discussion meetings is finalized in the preceding May-July, and is published shortly thereafter. Suggestions for discussion-meeting topics are particularly encouraged early in the year (before Easter), but are accepted at any time. The available meeting slots are typically oversubscribed by a factor greater than one but less than two; the final selection of topics is governed primarily by the aim of producing a varied and timely programme. It is customary (but not mandatory) for one of the January meetings to be held on a solar-physics topic (in liaison with the UK Solar Physics Group), and for one of the February meetings to be the main annual BGA meeting, held over two days (for which there is an admission charge).
Financial Assistance For discussion meetings, RAS will normally pay expenses for one or two speakers from outside the UK (based on travel by most economic means). The RAS also provides the meeting venues, and advertising, and makes arrangements for light catering. A set of detailed notes for Organizers of Discussion Meetings is available for further reference, but the Organizers' main job is simply to recruit a set of good speakers in the field of their meeting.
A&G meetings As noted above the separate Specialist Discussion meetings are always followed by a more general joint meeting, from 16:00 to 18:00. These "Astronomy and Geophysics" meetings typically comprise a small number of topical talks pitched at a level appropriate to the broader audience. The programme of these meetings is finalised only a few weeks in advance. If you want to give a talk at a Monthly A&G (Ordinary) Meeting, please contact the Senior Secretary. Discussion-meeting organizers are encouraged to suggest a speaker from their meeting who can give an interesting talk at the subsequent A&G meeting.
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