Activity & meeting logistics
IOM3 is committed to running a sustainable business and part of this commitment is to minimise the unnecessary use of natural resources such as paper as well as limiting physical meetings which can require a significant commitment including importantly the time of our active supporters and volunteers. The COVID-19 pandemic and associated lockdowns was the trigger for a paradigm shift in the way IOM3 conducts and transacts its business. The practice of committing a day and then travelling to an IOM3 office or other venue to take part in our activities has largely become a thing of the past. IOM3 was forced to move to a virtual only model during the lockdowns, which not only resulted in a significant saving of resources and footprints, but also proved to be more inclusive for active supporter or volunteers, particularly those with hectic professional schedules, working internationally or juggling parental commitments. It was also welcomed by those living a considerable distance from an IOM3 office, particularly those outside of the UK. The future pattern will involve a blended model of physical and virtual meetings, with some remaining totally virtual.
IT requirements
For these reasons, active supporters and volunteers are expected to have ready access to a minimum of IT equipment and ability in using it; these are:
- Be equipped with a system that has an up-to-date browser (Google Chrome is recommended) to access IOM3 online resources and website.
- Be able to download and open documents from the IOM3 website – PDF or MS Office Word/Excel format.
- Be able to join virtual meetings normally via Teams but occasionally Zoom, ideally using a system/laptop that has an inbuilt camera/webcam and microphone.
- Have anti-virus software installed.
- In the first instance, have a current personal (i.e. not shared) email address. If you do not wish to use (or do not have) a personal email address for your IOM3 activities, IOM3 will issue you with an ASV address, which will take the form [email protected]
Active supporters or volunteers who are appointed to Committees and Boards or TC Leadership Teams will have this information added to their IOM3 contact record and this will control permissions to access web pages and documents that are private to a group. Details of your current membership of such Groups can be viewed via your My IOM3 page on logging into the website. Documents and meeting information are posted onto these Group pages and can only be accessed by members of the specific Group. Your IOM3 Team contact or nominated deputy can help you with access to meeting documents if required.
Reasonable expenses
ASVs should book any necessary travel or accommodation in advance through IOM3. This saves on our administrative costs, and we would urge you to use this facility; a link to the travel booking form can be found below. If you need hotel accommodation, please either note this on the travel form or email [email protected] for help. IOM3 cover reasonable expenses for attendance at meetings and events associated with your active supporter or volunteer role. It is expected that active supporters and volunteers will travel as cheaply as possible, by, for example booking train tickets in advance and by using railcards. All expenses must be approved in advance, so please contact your IOM3 Team contact before you incur any expenses. Expenses can only be paid to active supporters or volunteers who are IOM3 members in good standing.
Advance travel booking form (login required)
Overseas travel
A few active supporter or volunteer roles require travel outside of the UK. Active supporters and volunteers are responsible for ensuring they have a valid passport. IOM3 will arrange any necessary visas and insurance cover.
International travel booking form (login required)
