Educational 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.  

  • A BVARI Education Event Request Form is required for all educational activities, regardless of funding source, including:

    • Lectures and seminars

    • Student award ceremonies

    • Workshops and conferences

    • VA departmental educational meetings

    • Educational promotional filming or production

    Submission timeline:

    • Submit completed forms to spa@bvari.org at least 4 weeks before the event (more notice is preferred).

    Expenses:

    • Submit an Expenditure Request Form if you incurred out-of-pocket expenses or if you want to use education account funds for purchases or reimbursements (including awards/honoraria not tied to a ceremony, conference registration, or training course).

  • Before completing the BVARI Education Event Request Form:

    • Review the Educational Program and Event Policy to ensure compliance.

    • Gather the following information:

      • Educational account to be used

      • Program description

      • Estimated budget

      • Event date(s)

    Required prior approval:

    • Obtain approval from the Principal Investigator or Service Chief who holds the account.

    • Include this approval when submitting the completed BVARI Education Event Request Form.

  • If your event includes speakers:

    • Submit the speaker’s CV and/or bio (if not a VA employee)

    • Submit a BVARI Conflict of Interest (COI) Disclosure, completed and signed by each speaker

    All documents should be submitted with the BVARI Education Event Request Form.

  • Review & Approval Process

    • BVARI will review your form for completeness and allowability.

    • Once confirmed, it will be routed for required signatures.

    • A final approved copy will be returned to you.

    • This process may take up to 4 weeks.

    After Approval

    • You will be connected with the staff member responsible for placing approved event orders.

    • For any personal expenses included in the approved plan, submit an Expenditure Request Form.

    Food & Refreshments

    • Submit orders to accountspayable@bvari.org at least 72 hours in advance.

    • Vendor should support online ordering.

    • A standard 15% tip is applied to all delivery orders.

    Budget Changes

    • If actual costs exceed the approved budget, you must submit a new Education Event Request Form to cover the overage.