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For Equine Vets Everywhere

CPD Speaker Guidance

Thank you for agreeing to speak at a BEVA CPD course. This page includes everything you need to know from preparing course notes, through to claiming expenses. 

If you do have any other questions please contact Debbie.

Creating your Course Notes

We produce course notes for all our courses and they are an important part of what our delegates expect from a CPD event. Your support to ensure we can give delegates their course notes on time is greatly appreciated.

The most important things to know:

  1. Check the content is in the correct format
  2. All the content for your course notes should be submitted at least 4 weeks prior to the course. 
  3. Course notes should be submitted by email to events@beva.org.uk


We understand that 4 weeks seems a long way in advance but here’s why:

  • Each set of notes needs to be reformatted to ensure the consistency that demonstrates an appropriately professional approach.
  • Reformatting a 100-page set of course notes takes a member of the team approximately one full uninterrupted day. Some sets of course notes run to over 300 pages…and some weeks BEVA runs 3 separate courses!
  • Outsourcing of the reformatting has not proved to be a viable alternative.
  • With other work commitments etc the office needs a minimum of two working weeks to reformat a set of notes for publishing / printing.
  • Given the irregular and small volumes required, outsourced commercial printing and binding of the course notes can take up to two weeks.
  • Experience suggests that, to guarantee delivery at the correct location, a week should be allowed for couriering the notes.
  • Delegates are given access to an electronic online version of the full set of notes 2 weeks before the course takes place as part of their pre-course preparation.


Speakers are at liberty to provide either an abstract style set of notes for each lecture they are presenting or a copy of the PowerPoint presentation for the course notes.

If you wish to submit an abstract please:

  • Send images separately from the text
  • Text should be submitted as a Word doc saved as speakers surname, talk number (e.g. “Smith 2”)
  • Images should be submitted as JPEGs, PNG or TIFFs saved as speakers surname, talk number, figure number (eg “Smith 2 Fig 4”) and must be watermarked if you do not want the original image to be included in the course notes (which are digitally available only to delegates and other speakers on the course)
  • An image resolution of 300 pixels/inch is required for good print content
  • The desired position of the image in the text should be indicated as follows “INSERT Smith 2 Fig 4 HERE”
If you wish to submit a PowerPoint presentation please:
  • Save a copy of the presentation as a .PPT or .PPTX with the design theme set to blank. We print the slides with this plain white background to maximise legibility.
  • Watermark (or delete) any images that you do not wish to be included in the course notes (which are digitally available only to delegates and other speakers on the course)
  • Check that the slide content is legible when printed out in notes (3 slides per page) – We recommend a minimum font size of 28pt

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Pre-course learning material

If your course contains pre-course learning you will be notified of this by your course organiser. Pre-course learning opens online, 2 weeks before the course date. It improves the delegates’ experience by: 

  • Providing some of the theory ahead of the practical day to ensure every delegate has the same basic knowledge or understanding before attending. 
  • Reducing the amount of background information that needs to be provided on the day; freeing up time for more practical, interactive or hands-on learning. 
  • Switching on the subconscious to the topics being taught so that delegates start to learn from the beginning of the day, rather than half way through 
  • Establishing, through quizzes, what stage the delegates are working at so that the practical teaching can be pitched at the most appropriate level.
Pre-course learning can come in a range of shapes and sizes and may include quizzes, webinars and videos. If you have been asked for pre-course learning please discuss this with your course organiser so that, between all the speakers, the total quantity of material is appropriate - if there’s too much the delegates probably won’t do it all! Currently we’re aiming for about 30 mins in total.
Suggestions would be:


  • Up to 10-15 multiple choice quiz questions - these can be set and marked such that we can see how certain delegates are about their answers, as well as whether their right or not. By understanding where delegates’ knowledge is weakest and where they are over- or under-confident, speakers can focus on the key areas where the delegates need support.
  • Short video clips (up to 2 minutes)
  • Short presentations (up to 10 minutes)

Please note pre-course learning is compulsory for the Fundamentals programme and where possible would like to provide it on as many other courses as possible. If you would like to add pre-learning please discuss it with your course organiser and Sarah Gasper.

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How to claim expenses

Speakers need to submit course expenses such as lecture fees, mileage and accommodation claims etc. via BEVA’s could-based tool called Webexpenses.

Webexpenses is a straightforward system that can be used on your computer, tablet and phone. It allows you to add all your expenses electronically wherever you are. You can even take photos of receipts and train tickets and download them straight to your specific claim.
Before the course takes place, you will receive an email from Webexpenses with a link to get you registered. Please keep an eye out for the email and please check all junk and clutter folders. Webexpenses will provide you with a password and we recommend that as soon as you log on the software, you amend your password to something more memorable.

Please note, Webexpenses is to be used for individual claims only, if your practice/business would usually raise an invoice for your claim, please ask them to continue to do so and do not use Webexpenses for these expenses/fees.

If you have any questions regarding the use of Webexpenses please email effie@beva.org.uk

BEVA Speaker Rates

Note: VAT should be charged on fees only where applicable and a VAT invoice provided

  • £240 per hour for lecturing
    A minimum lecture fee of £240 is in operation for all instances where speakers present for under an hour in total (this is particularly relevant to Regional Meetings).
    Please note Clinical Workshops where panel discussions form a large part of the content, a maximum daily rate of £675 will apply.
  • £120 per hour for practical class instruction
  • £0.45p per mile for mileage

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If you require an overnight stay in order to participate in the course you are speaking at, please notify Debbie who will arrange this for you. Alternatively, if you would prefer to book your own accommodation then please do so and claim the cost back with your course expenses.

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