Educational Programs and Events
BVARI is dedicated to supporting the ongoing development of VA Boston Healthcare System’s (VABHS) and BVARI faculty and staff through educational activities designed to increase the breadth of knowledge used to facilitate research and veteran’s health related issues.
Where do i start?
A BVARI Education Event Request Form is required for activities (regardless of funding source) to include the following:
lectures and seminars
student award ceremonies
workshops and conferences
VA departmental educational meetings
educational promotional filming or production
Completed forms should be submitted spa@bvari.org at least 4 weeks prior to your event (additional advanced notice is preferred).
An Expenditure Request Form should be submitted if any out-of-pocket expenses associated with the approved event were incurred, or if you are requesting to utilize education account funds for the purchase or reimbursement, including award/honoraria not associated with a ceremony, conference registration, or training courses.
What do i NEED TO KNOW?
Before filling out the BVARI Education Event Request Form, make sure you review the Educational Program and Event Policy to ensure your event is compliant with the policy. You will need the educational account that will be used for this event, program description, an estimated budget, and the dates of your event(s).
what prior approvals do I need to have in advance?
Prior approval from the Principal Investigator/Service Chief who holds the account is required before BVARI can proceed. This approval should be submitted to BVARI with the completed BVARI Education Event Request Form.
What if my event has Speakers who are not va employees?
If your event involves speakers (e.g., a lecture or presentation) who are not VA employees, a copy of the speaker’s CV and/or bio will need to be submitted along with a BVARI Conflict of Interest (COI) Disclosure filled out and signed by the speaker(s). The CV and/or bio and COI Disclosure should be sent with the BVARI Education Event Request Form.
What happens after i submit my form?
Your form will be reviewed by BVARI for completeness and allowability. Once confirmed, your form will be routed for required signatures, and a final approved copy will be returned to you. This entire review and approval process could take up to 4 weeks.
My event has been approved. Now What?
At this point, you will be put into contact with the individual responsible for placing approved orders needed to hold your event. If you incur any out-of-pocket expenses that were included in form, you will want to submit an Expenditure Request Form.
Orders for refreshments/food will need to be communicated to accountspayable@bvari.org at least 72 hours in advance and the vendor chosen should be able to accommodate online ordering. A standard 15% tip will be applied to all delivery orders.
If the actual costs incurred for this event exceeds the approved budget, a new Education Event Request Form will need to be submitted for the overage.