Hong Kong Organization Doctors’ Association
Guideline for Sponsorship
From time to time, our association received sponsorships from the commercial firms for the overseas and local medical conferences. Our association will accept such sponsorships on the following condition:
l The sponsorship should provide education value and benefit for the patients’ care.
l The sponsorship should not have conflict with the association’s aims and directions.
l The external organizations do not have the right to nominate any members.
The sponsorship will be announced in the Association’s web-site. Members of HKODA need to apply to the Association by e-mail or fax before the deadline of the application.
Once the result is announced by the association, the sponsorship can’t be withdrawn by the external organization.
The successful candidate(s) and the external organization will be informed by letter. By applying the sponsorship, the applicants are assumed to give consent to the HKODA for giving their names to the sponsor(s).
The external organizations and the applicants should observe the laws, regulations and guidelines issued by the government/HA / universities. The successful candidate should apply to the HA/government/universities for the approval of acceptance of advantage.
It is the responsibility of the candidate and the external organization to check any potential conflict of interest. HKODA will not be responsible for any liability form the sponsorship.
The external organization should provide details of the sponsorship and allow adequate time (at least 4 weeks before the conference) for the processing.
The external organization should pay for the association for the administrative fee (currently $500 per oversea sponsorship and $200 per local sponsorship). The council has the right to revise the administrative fee.
HKODA reserves the right to refuse any sponsorship without giving any explanation.
The council of the HKODA reserves the right for the final decision.
If the sponsorship is granted in form of educational grant, the successful candidate needs to produce the original receipts for the reimbursement of the expenditure. Only the expenditure stated in the sponsorship will be reimbursement, other expenditure (for example, laundry service) will not be reimbursed.
Those expenditure that exceeded the maximum amount should be paid by the successful candidate.
If the expenditure is less than the amount granted by the external organization, the remaining amount of the educational grant will not be returned to the external organization or to the successful candidate. The HKODA had right to use this amount for the general activities of HKODA
The successful candidate may be asked to give a report or join the association’s activities (for example the AGM) for presentation about the conference.
The Association will use the following guideline for vetting the application from our members.
The applicant should be the paid up member of the association at time of applying the sponsorship.
Each member can receive maximum two sponsorships from the association in respect of the type and the nature of external organizations every year (from April to March next year).
The Scoring system:
1. Never receive sponsorship from PHUDA within recent 36 months: 20 points
Last sponsorship through PHUDA, from 24 months to 35 months: 10 points
Last sponsorship through PHUDA, from 12 months to 23 months: 5 points
Last sponsorship through PHUDA, from 0 months to 11 months: 0 points
2. Active contribution to the association:
Council members: 10 points
Ex-council members: 5 points
3. The relevant to the specialty /criteria: 10 points
4. The active participation to the conference 10 points
In unlikely event of same score for two or more candidates, the council holds the final decision right.
HKODA (revised on January 2015)
