• The Outreach Programs should preferably be held in all the District towns where we can have at least a minimum of 20 delegates attending the program.
• One Outreach program can be held monthly throughout the year.
• The selection of location for the program will depend on the delegates' availability and the local members' willingness to organize the CME there. Hony Secretary will confirm the program and Chairman Scientific Committee will prepare the Meeting Agenda. The meeting venue can also be the venue of the Community Ophthalmology program of OSWB.
• One Co-ordinator from the local members and preferably one Co-ordinator from among EC members to organize the event jointly. The budget has to be prepared and passed by Hony. Secretary and Hony Treasurer and adhered to.
• The Co-ordinators and Chairman Scientific Committee must confirm one or more trade sponsors in consultation with the Hony Secretary and Hony Treasurer.
• The topics for the CME have to be confirmed by the Chairman Scientific Committee and placed before the EC. Some members of the EC should attend these CMEs.
• All invitation letters and communication materials will be in the name of OSWB and signed by the President, Hony Secretary and Chairman of the Scientific Committee. They will be posted and sent only after approval by the Hony Secretary.
• The sponsors and OSWB will meet the financial burden for these programs.
• If any district has an OSWB-affiliated society, then OSWB can organize these events in collaboration with them. In any case, the name of OSWB will be primary.
• If the affiliated society has a self-sustaining capacity with its Registration, PAN etc. then it may organize the event under its aegis, keeping OSWB as the parent organisation. In that case, all financial, legal and logistical obligations will be borne solely by the local body and an MOU/letter to that effect will be signed between OSWB and them.

• The Institution/s willing to collaborate with OSWB for organizing CME/Scientific event should apply in writing either through soft copy e-mail or hard-copy letter addressed to the Hony Secretary of OSWB at least 2 months in advance of the event date. And under no circumstances should it clash with any program of OSWB being held in the same city or nearby. The EC of OSWB has the final say in allowing collaboration with any institution for a particular program.
• There should be a letter from the institution's authorities authorising one Co-ordinator for the event who will formally liaise with officials of OSWB.
• The Co-ordinator from the organizing institution should confirm the topics to be discussed and the speakers list with the OSWB Hony Secretary, Chairman Scientific Committee and the EC through them before announcing the event/schedule.
• The financials and logistics of the event should be discussed by the collaborating institution Coordinator well in advance with the Hony Secretary and Hony Treasurer of OSWB. All statutory permissions, sponsorships, logistics etc. will have to be arranged by the institution in their name solely.
• OSWB should be mentioned prominently and in priority/in conjunction with the name of the collaborating institution, as the case may be, in all invites, emails, social media, backdrops, standees and talks for the programs.
• The President, Hony Secretary and Chairman Scientific Committee should have their chairs reserved on the dais in the above-said program inauguration and felicitations etc.
• A formal address or vote of thanks should be given by the OSWB Hony Secretary / OSWB official present during the program.
• A Memorandum of Understanding should be signed between the collaborating institution and OSWB, mentioning that this collaboration will not confer any legal, financial, or other responsibility whatsoever on OSWB. OSWB will only provide scientific material support.
• If the program is being organized by Bengal Ophthalmic Trust, for which OSWB is the Settlor Society, then the Secretary/Chairman of the BOT will also write an email/letter to Hony Secretary of OSWB at least one month in advance of the event date. The EC is the final authority to allow collaboration in such programs.
• In any event with a large reputed organization, OSWB may collaborate if the EC approves. In these cases, the name of OSWB may be mentioned appropriately in all publication materials along with the other collaborators if any.

• OSWB encourages its members/ophthalmologists at the peripheral district levels to form local academic platforms/societies for regular academic meets etc.
• These local bodies may be affiliated with the parent body OSWB. The EC will decide to affiliate only after receiving the formal application from the local body along with its members' list, documents and affiliation fees. The EC’s decision in favor of affiliation must be ratified at the next AGM of OSWB.
• The local body should inform the EC of OSWB through Hony Secretary about its formation and seek official permission for affiliation with other formalities.
• The financial aspects of these local bodies are to be dealt with solely at their own level and not to be referred to OSWB. They are encouraged to get formal Registration under the Societies Act of the Govt. and also get their own PAN and Bank account etc.
• During the academic meets of these local affiliated bodies, representatives from the OSWB EC will be present for proper guidance of the meets. Both sides may coordinate speakers and sponsors.
• The minimum number of ophthalmologist members for any local body to be affiliated with OSWB at present is 20. The minimum affiliation fee is Rs 5000/- as a one-time payment. The affiliation may be reviewed every five years by EC.
• Until these bodies have formal registration with Govt. and their own PAN etc., OSWB will collaborate in organizing CMEs as in the case of Outreach District CMEs. After they have their own statutory papers, these affiliated bodies will organize their CMEs in collaboration with OSWB, but there will be no financial, legal, or other implications for OSWB. An MOU will be signed on these lines.
• The name of the affiliated local body will be mentioned in conjunction with OSWB in all the invites and other publications.

OSWB Life Time Achievement Award:

• Must be 65 years and above in age.
• Must be a life member of OSWB for at least 15 years.
• He/She has contributed to the propagation of ophthalmic science in his/her practice/teaching tenure.
• Preferably contributed to community activities in ophthalmology.

OSWB Special Recognition Award:

• Must be 50 years and above in age.
• Must be a life member of the OSWB for at least 10 years.
• He/She has worked for the development of the activities of OSWB.
• Preferably contributed to the propagation of ophthalmic science in his/her practice/teaching tenure.

Travel Fellowship Grant:

• Must be a life member/PGT member of OSWB for at least 2 years.
• He/She should not be over the age of 45 years.
• Must forward a request application to the Hony Secretary for consideration with details and supporting documents. The decision of the EC is final.
• Travel grant applicable to any venue within the country.
• Travel grant is applicable for attending one recognized conference only where the applicant’s paper or poster has been selected as the Chief Author.
• Travel grant once given is not available a second time for the same member.
• Travel grant will be given up to a maximum of Rs 10,000/- for one member only as per actual reimbursement of the travel ticketing bill and money receipt.
• Only one such Grant will be given in one year. Applications may be invited by the EC.

Observership Grant:

• Must be a life member (including PGT membership) of OSWB for five years.
• Must forward a request application to the Hony Secretary for consideration with all details and supporting documents. The decision of the EC is final.
• Observership grant is applicable for visiting any recognized ophthalmic institution within the country where the applicant has been accepted officially as an Observer for at least 2 weeks
• An observership grant once given is not available a second time for the same member
• An observership grant will be given up to a maximum of Rs 10,000/- for one member only as per actual reimbursement of the travel ticketing bill and money receipt.
• Only one such Grant will be given in one year. Applications may be invited by the EC.

New Awards will be designated only in the categories fixed by the EC of OSWB. The awards will be started after one year of the full payment by the Donor in favor of OSWB.

The instituted Awards will run for at least 10 years from the year of starting. After that period, EC will have the right to discontinue the Award, start a new Award, or continue usually after an enhanced donation by the Donor for the same Award. The following rates will be asked for instituting a designated Award by a Donor, who will usually be an OSWB member or a family member/well-wisher of an OSWB member:

• New designated Award in Annual Conference: Minimum Rs 3.0 lakhs
• New designated Travel/Observership Grant Award: Minimum Rs 2.0 lakhs
• New designated Award for Oration in Mid-term Conference: Minimum Rs 2.0 lakhs
• New designated Award for Quiz in Mid-term Conference: Minimum Rs 1.0 lakh
• New designated Award for Papers in Mid-term Conference: Minimum Rs 1.5 lakhs.
• New designated Award for Oration in CME/Academic Meets: Minimum Rs 1.5 lakhs

• Identify the event and name it.
• Delegate prime mover and give a name like org secretory / coordinator/ convener.
• Date with alternatives.
• Venue with alternatives.
• Fix all the above keeping in mind your target audience and their expected numbers.
• If it's a sub-speciality, confirm the experts who will give time and effort to make a program with the org committee.
• Identify the likely sponsor/s and engage with them.
• Keep the EC informed and get major decisions endorsed.
• Maintain a template for the flyer. Initial announcement with event and date, venue and highlights, then full program with sponsor support.
• Registration necessity to be decided and acted upon.
• Decide on minimum guaranteed pax to the venue/caterer.
• Maintain a master accounts sheet at the office with income and expenditure reported by the organiser.
• To ensure an organising team for each programme, consisting of 3 or more members.
• The concerned team must regularly update the trustees/EC regarding all logistical and financial issues.
• The sponsorship amount goes directly to the OSWB/BOT account by cheque or online transfer.

Pre-event

• Fabrication details.
• Audiovisual details.
• Food menu, including water and beverages.
• Guests' stay details.
• Certificates & mementoes.
• Moderators, speakers, and time managers update.
• Register for attendance of delegates.
• Settle all payments, preferably by authorised persons, by online transfer or by cheque of OSWB/BOT.

Post-event

• Thanksgiving mail. .
• Photographs on the website.
• Report to the Executive Committee.
• Final accounts after all expenses and incomes are done.

• The initiator or the donor must be a life member of the society.
• He can initiate the Award/Oration either in his own name or in the name of any of his family members he wishes to.
• There has to be a one-time donation of a minimum Rs 2,00,000/- (Rupees Two Lakhs only) for instituting the Award/Oration. Any donor willing can always donate even more than the minimum amount.
• The Award/Oration can be organized annually, or even every two years, or four years depending on the donation amount of the Award/Oration.
• The initiator or the donor should apply to the President of the Society for the initiation of the Award/Oration.
• The application should be consented in the Executive Committee.
• The Award/Oration will have a validity period of 15 years.
• At the end of 15 years, the initiator/donor can have extension of the same Award/Oration with a top-up payment of an additional 50% of the initial donation for the next 15 years.
• If the donor/initiator is not willing to continue the Award/Oration, the same will be open for the other members of the society for continuation of the same Award/Oration in their new names.
• The Orations should be in the names of members of the ophthalmic fraternity ideally. Any exception can be duly considered by the Executive Committee as per the requirements.

Formation:

• The Chairman Scientific Committee will be elected once every two years.
• The Chairman Scientific Committee will form Scientific Committee in consultation with the Honorary Secretary and the President.
• He should also take the opinion from the Executive Committee members for the formation of the Scientific Committee.
• The number of members will depend on the comfortability of the CSC, which can vary from 5 to 9 members on an average.
• The scientific committee can consist of members from the Executive Committee, as well as general members of the society, as the CSC deems fit.
• The basic criteria should be that the member should have a keen interest in the academics and research activities to guide the Society.
• The Scientific Committee member should be a member of the Society for a minimum period of 5 years, and had previously participated in the academic activities of the Society on a regular basis.

Functions:

• The Scientific Committee shall assist the Society in formulating the scientific program.
• The CSC shall hold regular meetings with its Scientific committee members to finalize the scientific program.
• The CSC shall finalize the scientific program of the Society throughout the year, in discussion with the Scientific Committee.
• The CSC shall also finalize the scientific program of the Annual and the Mid-term Conference of the Society in conjunction with the Scientific Committee.
• The CSC will also undertake similar tasks assigned to him by the Society from time to time.
• The CSC shall have the final authority to decide on the number of the Instruction Courses in the Annual and Mid-term Conferences.
• While deciding on the Instruction Courses, CSC should give equal importance to the experienced speakers as well as fresh junior members to present the Instruction Courses and Symposiums. It would be ideal if a 50:50 balance of both could be maintained at all academic levels of the Society.

List of Awards:

• Dr P K Chatterjee PGT Free Paper Competition
• Dr Samir Kumar Biswas Memorial Oration
• Major S. C. Dutt Memorial Oration
• Dr P. R. Mondal Memorial Oration
• Smt. Puspa Rani Das Memorial Oration
• Dr Sunil Kumar Basu Charitable Trust Award (BOT)
• Dr Anutosh Dutta Memorial Award (BOT)
• Dr B.K. Mitra Memorial Award (Free Paper)
• Dr K.P. Roy Memorial Award (Free Paper under 40 years)
• Smt Satya Rani Hazra Memorial Award (Community Ophth. Paper) (BOT)
• Smt. Sovabati Das Ghosh Memorial Award (Best Video presentation)
• Dr Anadi Bhusan Basu Memorial Award (Best Poster)
• Sri Jogindra Nath Chatterjee Memorial Award (Ophthalmic Quiz)
• Dr Radha Krishna Das Memorial Award (Community Services)
• OSWB Lifetime Achievement Award
• OSWB Special Recognition Award
• OSWB Trade Appreciation Award

Dr. P. K. Chatterjee PGT free paper Competition:

• Those who want to participate has to be a member of OSWB and the scientific work done has to be in West Bengal.
• The competition will be open to all the PGTs of West Bengal only.
• The first author of the paper will present the paper.
• If for some valid reason the first author cannot present, then any other co- author may present after taking prior permission from the Chairman Scientific Committee.
• If the presenter wants to take the help of any other co-author in answering any query, that will be permitted.
• Thepresenterhastofinishthepaperwithinthestipulatedtime.Crossingthe time limit will be considered as a disqualification.
• Only the judges will have the right to ask any question.
• Decision of the judges will be final and that cannot be questioned by anybody.

Dr. Samir Kumar Biswas Memorial Oration:

• Theoratormustbeabove50yearsofageandmaybefromanywhereinIndia or abroad.
• He/she should be aware of the great work done by Dr. Biswas in the field of Ophthalmology and start by paying a tribute to this great son of Bengal.
• The oration may be on any topic in Ophthalmology.
• The time limit will be decided by the CSC in discussion with the Orator.
• There will be no question answer session.

Major S. C. Dutt Memorial Oration:

• The orator may be from anywhere in India or abroad.
• He/she should be an expert in the topic he/she will speak on.
• He/she should be aware of the life of Major S. C. Dutt and start the oration by paying homage to Major Dutt.
• The oration may be on any topic in Ophthalmology.
• The time limit will be decided by the CSC in discussion with the Orator
• There will be no question answer session.

Dr. P. R. Mondal Memorial Oration:

• The orator may be from anywhere in India or abroad.
• He/she should be an expert in the topic he will speak on.
• He/she should be aware of the life of Prof.P.R.Mondal and start the oration by paying homage to Prof. Mondal.
• The oration may be on any topic in Ophthalmology.
• The time limit will be decided by the CSC in discussion with the Orator.
• There will be no question answer session.

Smt. Puspa Rani Das Memorial Oration:

• The orator may be from anywhere in India.
• He/she should be an expert in the topic he/she will speak on.
• He/she should be aware of the life of Smt. Puspa Rani Das and start the oration by paying homage to Smt. Puspa Rani Das.
• The oration has to be on Oncology in Ophthalmology.
• The time limit will be decided by the CSC in discussion with the Orator.
• There will be no question answer session

Dr. B. K. Mitra Memorial Award (Best Paper):

• This award is open to all registered delegates.
• While submitting the abstract, the author must mention that it is meant for Dr. B. K. Mitra Memorial Session.
• The chairman of the session will pay tribute to Dr. B. K. Mitra.
• Only the judges can ask question to the presenter.
• The decision of the judges will be final and cannot be questioned.

Dr. K. P. Roy Memorial Award (Best Paper below 40 years age):

• This award is open to all registered delegates below 40 years of age.
• While submitting the abstract, the author must mention that it is meant for Dr. K. P. Roy Memorial Session.
• The chairman of the session will pay tribute to Dr. K. P. Roy.
• Only the judges can ask question to the presenter.
• The decision of the judges will be final and cannot be questioned.

Smt Satya Rani Hazra Memorial Award (Comm. Ophth Paper) (BOT):

• This award is open to all registered delegates.
• While submitting the abstract, the author must mention that it is meant for Smt. Satya Rani Hazra Memorial Session.
• The chairman of the session will pay tribute to Smt Satya Rani Hazra.
• Only the judges can ask question to the presenter.
• The decision of the judges will be final and cannot be questioned.

Smt Sovabati Das Ghosh Memorial Award (Best Video Presentation):

• This award is open to all registered delegates.
• While submitting the abstract, the author must mention that it is meant for Smt Sovabati Das Ghosh Memorial Session.
• The chairman of the session will pay tribute to Smt. Sovabati Das Ghosh.
• Only the judges can ask question to the presenter.
• The decision of the judges will be final and cannot be questioned.

Dr. Anadi Bhusan Basu Memorial Award (Best Poster Presentation):

• This award is open to all registered delegates.
• While submitting the abstract, the author must mention that it is meant for Dr. Dr Anadi Bhusan Basu Memorial Session.
• The chairman of the session will pay tribute to Dr. Anadi Bhusan Basu.
• Only the judges can ask question to the presenter.
• The decision of the judges will be final and cannot be questioned.

Sri Jogindranath Chatterjee Memorial Award (Best Quiz Awardee):

• This award is open to all registered delegates.
• While delegate should participate and win in the Quiz Session.
• The chairman of the session will pay tribute to Sri Jogindranath Chatterjee.
• Only the Quiz-masters can ask question to the presenter.
• The decision of the Quiz-masters will be final and cannot be questioned.

Dr. Radha Krishna Das Memorial Award (Comm. Services):

• This award is open to any member of the Society.
• The Executive Committee will nominate one member who has been providing community ophthalmology services in West Bengal.
• The Hony Secretary of the Society will pay tribute to Dr. Radha Krishna Das while the award is been handed over to the awardee.

Dr. Sunil Kumar Basu Charitable Trust Award (BOT):

• This is awarded to the first position holder of the Ophthalmology Postgraduation degree in that current year from the Calcutta University.
• This is as per the official declaration of the University.
• The Chairman of the Award Session will pay tribute to Dr. Sunil Kumar Basu.
• The awardee need not be a member of the Society.

Dr. Anutosh Dutta Memorial Award (BOT):

• This is awarded to the first position holder of the Ophthalmology Postgraduation diploma in that current year from the Calcutta University.
• This is as per the official declaration of the University.
• The Chairman of the Award Session will pay tribute to Dr. Anutosh Dutta.
• The awardee need not be a member of the Society.

OSWB Lifetime Achievement Award:

• Must be 65 years and above in age.
• Must be a life member of OSWB for at least 15 years.
• He/she has contributed to the propagation of the Ophthalmic Science in his/her practice/teaching tenure.
• Preferably contributed to the community activities in ophthalmology.

OSWB Special Recognition Award:

• Must be 50 years and above in age.
• Must be a life member of OSWB for at least 10 years.
• He/she has worked for the development of the activities of OSWB.
• Preferably contributed to the propagation of Ophthalmic Science in his/her practice/teaching tenure.

OSWB Trade Appreciation Award:

• The award is limited to the traders who take part in trading during the Annual conference.
• This will be judged by a 3-member committee appointed by Executive Committee of OSWB.
• Main points that will be considered are:
  • good display of equipment.
  • attention and courtesy to the visitors.
  • punctuality and availability of the staff at the stall.