There shall be Organised a Tamilnadu State Medical Conference every year or as the State Council may decide, under the auspices of the State Branch, at a suitable place and time to be decide by the State council of the Tamilnadu State Branch. Such Conference shall be held in the month of March. The Hony. Secretary shall issue a circular to all the Local Branches on or before 1st June each year to find out if any of them would invite for the conduct of the conference. The invitations received shall be placed, before the meeting of the Annual State Council convened immediately after the issue of the circular and the State council shall decide the Venue, Date etc., of the Conference.

An Annual State Medical Conference will be organised every year at a suitable place and time as decided by the State Council. Such a Conference will usually be held towards the Third week of March. The local Branches shall have the privilege of inviting the State Conference. The expense of the State Conference shall be borne wholly by the Branch inviting the Conference. The State Branch shall not be responsible for any part of the expense.
(i) The Conference is open to all Members of IMA TNSB.
(ii) There shall be Reception Committee which may be formed by the Branch inviting the Conference for the purpose of conducting the Annual General Body and Conference.
(iii) The Branch inviting the Conference shall appoint Office Bearers and Sub-Committees for conducting the Conference.
(iv) They shall be the Members of the Local Branch.
(v) The Hosting Branch shall decide the rate of Fees to be levied on the Reception Committee members and also the delegate Fees to be Collected from the members attending the Conference.
(vi) The State President, State Secretary, Treasurer and the State President Elect shall not be charged any Fee. They shall be provided Free hospitality and accommodation.
(vii) Any expenses incurred by the State Branch towards the Conference shall be met by the branch holding the Conference.
(viii) The State Branch shall not be liable for any loss incurred by the Hosting Branch.
(ix) Members attending the State Medical Conference shall pay a Delegate fee to the Organising local Branch.
(x) The Reception Committee shall submit a Statement of Accounts relating to the Annual Conference to the State Council with in a period of 30 days from the Conference Date.
(xi) The State Council shall render every possible assistance to the Reception Committee of the Conference.
(xii)The Hony. State Secretary shall render all possible assistance to the Branch holding the Conference and he shall be in constant touch with the Organising Local branch.
(xiii) The Protocol mentioned in the Rules must be followed strictly.
(xv)Medical internees and Final Year Medical Students may be permitted to the Conference at a concessional delegate fee Viz., not more than 50% of the Delegate fees Fixed for the regular members.

With a view to promote scientific interests of members of the Association and provide the members of the local branches the benefit of refreshing their knowledge with the latest in the medical and allied sciences, the State Branch may invite prominent Medical men and women to deliver scientific Lectures to the members of IMA at the Venue of Conference once a year. These lectures will be called “Association Lectures/ Oration”. The selection of the speakers will be at the discretion of the Sub Committee and State Office. The first class Travelling allowance and Accommodation of the speaker will be met by the Organising Committee. Mementoes Shall be provided by the State Branch office. Orators should present the article of his Oration to the Organising committee/State Office 10 days before the Conference.

Existing Orations :
IMA
:IMA CGP
Fresh Orations :
Could be created by donating Rs.20,000/- to IMA Tamilnadu State Branch. Selection will be done by a Committee appointed by State council as per the guidelines given by the creator of the oration. Existing Oration will be continued as per already accepted norms.
IMA Awards : Existing Awards and Creation of new Awards.

1. Serial Number of the Conference
2. Probable Dates:-
The Conference is usually held for 2 days on 3rd Saturday and Sunday of March. This can be changed according to the convenience of the Branch in consultation with the State Branch. The Conference could be extended to a third day (pre or post conference) at the instance of the State Branch to accommodate new programmes.

In consultation with the State Branch, any reasonable amount that is found necessary may be collected towards expenses for Boarding and other hospitality extended to each member and his/her Guest. The Secretary of the State Branch shall be Ex-Officio member of the Conference Committee. When the State Secretary shall be invited for all the Conference Committee Meetings, his T.A. & D.A. should be reimbursed by the Organising Committee.

The Speakers for all Oration Lectures will be selected by the ‘Awards Committee’ ratified by the State Council for that year.

The Branch hosting the Conference shall choose one person for the Inauguration and one person as Chief Guest at the function, in consultation with State Office. Inauguration must be as short as possible. The Chief Guests must be informed of the protocol and time allotted for them for their speech well in advance. Maximum time must be provided to the incoming President to deliver his address. But even that should be restricted to about 20 minutes. Invitations for inauguration shall be issued at least 15 days earlier to all the member delegates, President, Secretary of the local branch, State Council, Central Council Members, Tamilnadu State branch and National Office Bearers individually by post. In case the Branch is not able to fix up the Chief Guest in time, a formal general invitation must be sent to all the members at least 15 days earlier to the concerned persons and State Office Bearers. The President, IMA State Branch shall only preside over the function. 7. Seating arrangements on the Dias for the inaugural function:- (as shown in the chart)

It is always advisable that an elegant Souvenir is brought out to commemorate the occasion as well as to raise funds of the Conference. However, while printing photographs and giving information about the State branch Office Bearers, proper protocol must be observed. It is also desirable that Hony State Secretary’s “Annual Report of the State Branch and that of local branch Organising the Conference should be included.

The President and the President Elect, Hony. State Secretary, Treasurer and their spouses are Guests of honour for the Conference. No Registration Fee should be solicited from them. It is customary that the President, President Elect, Hony. State Secretary, Treasurer and their spouses are met on arrival and escorted to suitable place of stay. They should be informed of the schedule of theprogramme well in advance. Proper arrangements for the transport of President, President Elect, Hony. State Secretary, Treasurer and other State Office Bearers while they are attending the Conference must be made by the Organising Committee. The Organising Secretary must be in constant correspondence with the President, President Elect , Hony. State Secretary and attend the Working Committee Meetings, pertaining to the Conference. It is desirable that Organising Committee treats the Outgoing and Incoming Vice Presidents, Joint Secretary, and other Office Bearers of the State Branch, as Guests, an invitation to this effect should be extended well in advance. Free Boarding and Lodging facilities must be provided to the IMA State Office Staffs for the duration of the Conference. (Programme for the Inaugural function and Format of this invitation as per the chart shown) should be followed.

The Registration Fees for the Conference will be fixed by the Organising Committee in consultation with the State Council. For this purpose, the Organising Committee Chairman and the Organising Secretary will be invited to the State Council Meetings for discussion. Funds collected by the Organizing Committee will belong to the Host Branch. It is desirable that the Organising Committee collects all promised moneys as soon as the Conference concludes and gets the Accounts Audited within 3 months form the date of the Conference. It is desirable that this Audited Statements of Accounts is submitted to the Executive Committee of the Host Branch and surplus fund transferred to the Host Branch Corpus Fund. Host Branch is required to send a copy of the Audited Statement of Accounts to the State Branch for information. Any contributions towards the State Branch Activities by the local branch is welcome. The Organising Committee should not invest or spend the surplus funds by themselves unless it takes prior permission from the local branch Executive Committee.

During the early years the emblem of IMA was designed and adopted to be used on all official Stationery. The Emblem gives the year of establishment of IMA as well as its name. The significance is a torch depicting knowledge, snakes depicting medicine and twigs with leaves depicting peace and tranquility.

Feedback/Suggestions