# **RADIOLOGY AND ONCOLOGY CONGRESSES**
# **Registered Number: 04075344 Charity Number: 1087939**
# **ANNUAL REPORT OF THE DIRECTORS and TRUSTEES**
**AND**
## **FINANCIAL STATEMENTS**
**FOR THE YEAR ENDED 30 SEPTEMBER 2022**
**RADIOLOGY AND ONCOLOGY CONGRESSES Annual Report of the Directors and Trustees Year ended 30 September 2022**
## CONTENTS
|||Page||
|---|---|---|---|
|**1.**|**Annual Report of the Directors and Trustees**||**2-7**|
|1.1|Reference and Administrative Details||2|
|1.2|Structure, Governance and Management||3|
|1.3|Objectives and Activities||4|
|1.4|Public Benefit||4|
|1.5|Achievements and Performance||5|
|1.6|Financial Review||6|
|1.7|Plans for Future Periods||6|
|1.8|Acknowledgements||6|
|1.9|Auditor||6|
|1.10|Small Company Exemption||6|
|1.11|Statement of Trustees’ Responsibilities||7|
|1.12|Audit Information||7|
|**2.**|**Independent Auditor’s Report**||**8-10**|
|**3.**|**Financial Statements**||**11 - 19**|
|3.1|Statement of Financial Activities||11|
|3.2|Balance Sheets||12|
|3.3|Consolidated Cashflow Statement||13|
|3.4|Notes to Financial Statements||14 - 19|
1
**RADIOLOGY AND ONCOLOGY CONGRESSES Annual Report of the Directors and Trustees Year ended 30 September 2022**
## **1.1 Reference and Administrative Details**
**Name:** Radiology and Oncology Congresses **(** sometimes abbreviated to ROC) Company Registration Number: 04075344. Charity Number: 1087939. **Principal Office** : Fairmount House, 230, Tadcaster Road, York, YO24 1ES **Registered Office** : Fairmount House, 230, Tadcaster Road, York, YO24 1ES **Auditor:** CLA Evelyn Partners Limited, Statutory Auditor, Chartered Accountants 45 Gresham Street, London, EC2V 7BG **Bankers:** Unity Trust Bank, Four Brindley Place, Birmingham, B1 2JB **Solicitors:** Wilsons, Alexandra House, St John’s Street, Salisbury, SP1 2SB **Members of the Company:** The British Institute of Radiology The College of Radiographers The Institute of Physics and Engineering in Medicine
## **Radiology and Oncology Congresses Board** :
Board Members are both Directors of the Company and Trustees of the Charity.
Chairman Ms P. Black Hon. Treasurer Dr C. J. Kotre Directors Ms C. Donaldson Mr R.M. Evans Prof. S Keevil (appointed 14 December 2022) Dr R.A. Malik, President UKIO 2022 & 2023 Mr P.W. Morgan Prof. S.A.P.O’Connor Ms S.Purdy (appointed 24 October 2022) Dr S. Redla (resigned 14 December 2022) Mr I.S. Thomson (resigned 30 September 2022) Dr N.J. B. Spencer, President UKIO 2020 & 2021 (resigned 6 July 2022)
## **Honorary Officers** :
Marketing Support Mr Richard Evans Exhibition Support Mrs Elizabeth Beckmann
**Finance Officer**
Mr John Turner
2
**RADIOLOGY AND ONCOLOGY CONGRESSES Annual Report of the Directors and Trustees Year ended 30 September 2022**
## **1.2 Structure, Governance and Management**
## **1.2.1 Governing Documents**
The organisation is a charitable company limited by guarantee, incorporated on the 15 September 2000 and registered as a charity on the 9 August 2001. The company was established under a Memorandum of Association which established the objects and powers of the charitable company and it is governed under its Articles of Association. The current Memorandum and Articles of Association were adopted at the Company’s AGM held on September 9[th] 2020.
## **1.2.2 Recruitment and Appointment of Board**
General meetings of the company are either the Annual General Meeting (AGM) or an Extraordinary General Meeting (EGM). The Directors of the company are also Trustees of the charity. Each of the Members may appoint up to two Directors. Three Honorary Officers, being the Chair, Vice-Chair (post currently vacant) and Treasurer are elected by the members at either the AGM or an EGM for three year terms, and the President of the Congress from time to time is elected by the other Directors.
## **1.2.3 Trustee Induction and Training**
All Trustees are familiar with the work of the charity and most have served as Trustees of the member organisations or related organisations.
The Trustees are made aware of their obligations, are directed to the Charity Commission website for further guidance and a ROC Handbook is provided. The Board regularly reviews whether any further training is required.
The Board continues to monitor the mix of skills provided by the Trustees and attempts to ensure the Board has a spread of appropriate skills.
## **1.2.4 Risk Management**
The Board regularly reviews the risks to which the charity is exposed and listed below are the six highest identified risks, together with the steps being taken to mitigate those risks.
## **Relationship with, and commitment of, professional bodies involved in radiology and oncology - SCOR, BIR, IPEM, specialist societies etc. - promoting multi-professional meetings.**
All Board members are aware of the importance of commitment and good working relationships between ROC, member organisations and other parties, and strive to maintain them. Where conflicts of interest exist they are dealt with transparently. A high emphasis is placed on working in partnership, recognising the contributions and perspectives of all concerned.
## **Promotion of multi-disciplinary Congresses and risk of competing events (multi-disciplinary in UK and abroad + specialist society meetings)**
The promotion of multi-disciplinary Congresses is one of a number of fundamental Joint Objectives agreed by all ROC’s member organisations. Board members are aware of the need to be aware of potentially competing events which might adversely impact on delegate/exhibitor numbers and keep such matters under strategic review.
## **Appropriateness and accuracy of content of Congress programmes**
All aspects of Congress programmes are reviewed, prospectively and retrospectively, at regular Board meetings. Congress Presidents play a particularly important role in the development of the content of Congress programmes, with oversight by the Board.
## **Continued attractiveness and relevance of ROC events**
Congress Presidents, who are appointed by the Board, are experts in their fields. They are supported by multidisciplinary colleagues with, collectively, a good understanding of the Continuing Professional Development needs of delegates. All concerned are strongly motivated to ensure the continued attractiveness and relevance of ROC events, in line with ROC’s charitable object.
3
**RADIOLOGY AND ONCOLOGY CONGRESSES Annual Report of the Directors and Trustees Year ended 30 September 2022**
## **Complete failure/cancellation of an event**
Preparations for events, including associated financial risks, are kept under continual review, augmented by minuted reports at ROC-E board meetings at 3-monthly intervals. We have contracted a professional conference organiser, whose day-to-day business is to ensure the success of events. The charity is further protected by an insurance policy against sudden cancellation of the event for outside circumstances other (unfortunately) than a pandemic.
## **1.2.5 Organisational Structure**
The Board meets at least twice a year and the primary responsibilities of the Board, the three Honorary Officers and the Executive Committee are set out in the Articles of Association. Board effectiveness is reviewed as part of an ongoing process of review of all ROC and ROC-E operations.
The charity does not employ any management staff. Strategy decisions are discussed and approved by the Board of Trustees, and operational delivery is the responsibility of ROC Events Ltd, the wholly-owned subsidiary company, reporting to the Board of Trustees. The Board is supported by a qualified Finance Officer who provides financial and administrative support, who receives a modest payment, and the services of a Professional Conference Organising company. Since April 2020 Company Secretarial responsibilities have been undertaken by one of the members, IPEM, for which it is remunerated. None of the Board members is remunerated.
There are two Committees reporting to the Board: the UKIO Organising Committee. All members of the committee are volunteers. This committee advises the Board as to the scientific programme for the annual UK Imaging and Oncology Congress. There is also a Finance Committee chaired by the Treasurer which the Finance Officer and a representative of the Professional conference Organiser attend.
## **1.3 Objectives and Activities**
The object of the Charity shall be to advance education in radiology, oncology and related sciences, particularly by the provision of congresses pertaining to the radiation sciences as applied to medicine, and the dissemination for public benefit of the useful results of reports of research arising from such congresses.
The company brings together three of the main UK professional organisations involved in radiology, medical imaging and radiation oncology to organise an annual major combined event encompassing diagnostic and therapeutic use of imaging and radiation.
The main objective for 2021 - 2022 was to organise the UK Imaging and Oncology Congress (UKIO). After two consecutive years of holding an online only event the Trustees were delighted to welcome delegates, speakers and exhibitors to the ACC in Liverpool from July 4[th] to July 6[th] , 2022, albeit there was a facility for virtual access to a smaller number of sessions.
Volunteers undertake most of the organising of the scientific planning of the congresses.
## **1.4 Public Benefit**
The Trustees have complied with their duty in section 17 of the Charities Act 2011 to have due regard to the guidance on public benefit published by the Commission in exercising their powers and planning the activities of the charity, including the guidance “Public Benefit: running a charity (PB2)”.
The company has charitable purposes, as set out in 1.3 above, which are for public benefit. They cover three of the descriptions of charitable purpose set out in the Charities Act 2011:
- The advancement of education;
- The advancement of health;
- The advancement of the arts, culture, heritage or science.
The Charity Commission has set out two key principles of public benefit:
4
## **RADIOLOGY AND ONCOLOGY CONGRESSES Annual Report of the Directors and Trustees Year ended 30 September 2022**
## **There must be an identifiable benefit or benefits**
The congress, which the charity organises as its main activity, advances the education and training of a range of persons involved in healthcare through lectures, debates and teaching sessions that not only relate to clinical practice but also include service delivery and standards. It also advances scientific knowledge in medicine and related areas. These two types of activities promote the advancement of education, health and science.
## **Benefits must be to the public, or section of the public**
The main direct beneficiaries of the activities of the charity are healthcare professionals and researchers involved in the areas of medical imaging and treatment of cancer using radiation. The main professions involved include medical doctors, radiographers, medical physicists and industrialists. Underlying the entire operations of Radiology and Oncology Congresses is the belief that its activities are to the benefit of the public, and in particular to patients undergoing diagnostic or therapeutic radiological procedures.
The congress is open to all, with no preferential registration fees for members of particular societies or organisations. There are wide public benefits from improved healthcare resulting from the activities of the charity.
Radiology and Oncology Congresses does not engage in any political activity.
## **1.5 Achievements and Performance**
Radiology and Oncology Congresses (ROC) is a charitable company, registered with both the Charity Commission and Companies House. It is a private limited company incorporated by guarantee. Its aims and activities are encapsulated in its charitable object – _to advance education in radiology, oncology and related sciences particularly by the provision of congresses pertaining to the radiation sciences as applied to medicine and the dissemination for the public benefit of the useful results of reports of research arising from such congresses._
The congress took place at the ACC in Liverpool July 4-6[th] with the theme “Harnessing Disruption”.
The number of individuals registered for attending was 1,580, lower than the 1,804 registered for 2019, the last event that was held in person.
The number of sessions on the main programme was 103, delivered by 181 speakers and there were 58 Industry sessions. Unlike other pre-Covid congresses, a limited number of sessions were also available online and there were 108 “digital-only” delegates.
The feedback on the 2022 congress was on the whole positive – 93% of delegates rated the venue as excellent or good; 91% thought it was about the right length and the excellent or good ratings for the pre-and onsite congress management were 92% and 90% respectively. The response to the use of a digital only badge was more mixed, with some delegates feeling it was more difficult to engage with other attendees if you could not see who they were and where they were from, whilst others praised the simplicity of access. All feedback is being assessed with a view to improving the delegate and exhibitor experience next year.
The Directors have for some time recognised that financial and workload pressures affect budgets and ability to attend educational events and been aware of the opportunities and challenges of aspects such as digitisation of educational provision. If there is positive outcome of the COVID pandemic it is the acceleration of the development of ROC-E’s digital offering and increase in accessibility. However, it is apparent is that there is still a strong demand for comprehensive “broad brush” flagship events such as UKIO and the networking opportunities it offers and the 2023 meeting will once again take place in Liverpool in June 2023.
5
## **RADIOLOGY AND ONCOLOGY CONGRESSES Annual Report of the Directors and Trustees Year ended 30 September 2022**
## **1.6 Financial Review**
## **1.6.1 Financial Activities**
Total income for the year for the charity was £7,837 (2021: £5,100). Direct operational and governance costs totalled £38,996 (2021: £42,780). As a result of the return to solvency of ROC Events Limited it has been judged appropriate to reverse the impairment of the loan to the entity recorded in 2020 and 2021.
The Group figures for 2022 reflect the inclusion of the gross income and expenditure for the charity’s trading subsidiary, ROC Events Ltd, which runs the United Kingdom Imaging and Oncology Congress (UKIO) on behalf of the charity. A significant part of the Congress’s financial performance - a profit of £212,007 - was attributable to the negotiated settlement reached with the venue owners which took into consideration the contractual costs incurred for the two years when the congress could not take place. The net loss for the prior year was £24,204.
No grants were made in the year under report. During the year the Charity funded the cost of publishing the 2022 congress papers. Work is on-going to identify further areas where the charity might better use its scientific meetings to engage with the broader public and encourage the development of young professionals within the sector.
## **1.6.2 Reserves**
The group profit of £179,347 has caused the group reserves to increase to £519,147 at 30 September 2022 (2021: £339,800). The Trustees have reviewed the Reserves Policy and believe it appropriate to increase the reserves to a minimum of £300,000 to provide working capital for the Group, as suitable venues need to be booked significantly in advance to ensure stability for the events organised by the charity. The Trustees will review the strategic requirements of the scientific meetings in the coming years to build on the current outreach elements of the meetings and consider that the balance of free reserves which will still be available provides a firm financial base for these developments.
## **1.7 Plans for Future Periods**
Whilst the “enforced” reduced and virtual 2021 congress was a success the 2022 event demonstrated the considerable appetite from delegates and exhibitors for physical congress – provided of course that it can be held safely. In the light of the highly successful 2022 congress the 2023 event will return to Liverpool in June next year.
## **1.8 Acknowledgements**
The Board of Trustees wishes to pay tribute to the enormous hard work by the congress's President and Organising Committee, on whom the success of the congresses is entirely dependent. The Board also wishes to acknowledge the excellent contribution of the professional conference organiser, Profile Productions Ltd, towards the effective and professional staging of the 2022 event.
## **1.9 Auditor**
CLA Evelyn Partners (formerly Nexia Smith & Williamson), first appointed for the audit of the financial statements for the period ending September 30th 2019, is the auditor.
## **1.10 Small Company Exemption**
The report and the financial statements have been prepared in accordance with the provisions of the Companies Act 2006 relating to small companies.
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**RADIOLOGY AND ONCOLOGY CONGRESSES Annual Report of the Directors and Trustees Year ended 30 September 2022**
## **1.11 Statement of Trustees’ Responsibilities**
The Trustees (who are also directors of the Radiology and Oncology Congresses for the purposes of company law) are responsible for preparing the Trustees’ Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
Company law requires Trustees to prepare financial statements for each financial year which give a true and fair view of the state of the affairs of the charitable company and the group and of the income and expenditure of the charitable group for that period. In preparing these financial statements, the Trustees are required to:
- select suitable accounting policies and then apply them consistently;
- observe the methods and principles in the Charities SORP;
- make judgements and estimates that are reasonable and prudent;
- state whether applicable UK Accounting Standards have been followed, subject to any material departures disclosed and explained in the financial statements;
- prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charitable company will continue in business.
The Trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charitable company and enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charitable company and the group and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
## **1.12 Audit Information**
In so far as each of the trustees are aware:
- a) there is no relevant information of which the charitable company’s auditor is unaware; and
- b) the Trustees have taken all relevant steps they ought to have taken to make themselves aware of any relevant audit information and to establish that the charitable company’s auditor is aware of that information.
Signed on behalf of the Trustees by:
………...................... Director P. Black 22 March 2023
7
## **RADIOLOGY AND ONCOLOGY CONGRESSES**
## **INDEPENDENT AUDITOR’S REPORT TO THE MEMBERS OF RADIOLOGY AND ONCOLOGY CONGRESSES**
## **Opinion**
We have audited the financial statements of Radiology and Oncology Congresses (the ‘parent charitable company’) and its subsidiary (the ‘group’) for the year ended 30 September 2022 which comprise Consolidated and Company Statement of Financial Activities, the Group and Company Balance Sheets, the Consolidated Cash Flow Statement and the notes to the financial statements, including significant accounting policies. The financial reporting framework that has been applied in their preparation is applicable law and United Kingdom Accounting Standards, including FRS 102 “The Financial Reporting Standard applicable in the UK and Republic of Ireland” (United Kingdom Generally Accepted Accounting Practice).
In our opinion, the financial statements:
- give a true and fair view of the state of the group’s and of the parent charitable company’s affairs as at 30 September 2022 and of the group’s income and expenditure for the year then ended;
- have been properly prepared in accordance with United Kingdom Generally Accepted Accounting Practice; and
- have been prepared in accordance with the requirements of the Companies Act 2006.
## **Basis for opinion**
We conducted our audit in accordance with International Standards on Auditing (UK) (ISAs (UK)) and applicable law. Our responsibilities under those standards are further described in the Auditor’s responsibilities for the audit of the financial statements section of our report. We are independent of the group and parent charitable company in accordance with the ethical requirements that are relevant to our audit of the financial statements in the UK, including the FRC’s Ethical Standard, and we have fulfilled our other ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion.
## **Conclusions relating to going concern**
In auditing the financial statements, we have concluded that the trustees’ use of the going concern basis of accounting in the preparation of the financial statements is appropriate.
Based on the work we have performed, we have not identified any material uncertainties relating to events or conditions that, individually or collectively, may cast significant doubt on the group and parent charitable company’s ability to continue as a going concern for a period of at least twelve months from when the financial statements are authorised for issue.
Our responsibilities and the responsibilities of the trustees with respect to going concern are described in the relevant sections of this report.
## **Other information**
The other information comprises the information included in the _Annual report of the Directors and Trustees and Financial Statements_ , other than the financial statements and our auditor’s report thereon. The trustees are responsible for the other information contained within the _Annual report of the Directors and Trustees and Financial Statements_ . Our opinion on the financial statements does not cover the other information and, except to the extent otherwise explicitly stated in our report, we do not express any form of assurance conclusion thereon. Our responsibility is to read the other information and, in doing so, consider whether the other information is materially inconsistent with the financial statements or our knowledge obtained in the course of the audit or otherwise appears to be materially misstated. If we identify such material inconsistencies or apparent material misstatements, we are required to determine whether this gives rise to a material misstatement in the financial statements themselves. If, based on the work we have performed, we conclude that there is a material misstatement of this other information, we are required to report that fact.
We have nothing to report in this regard.
**Opinions on other matters prescribed by the Companies Act 2006**
In our opinion, based on the work undertaken in the course of the audit:
8
## **RADIOLOGY AND ONCOLOGY CONGRESSES**
- the information given in the Trustees’ Annual Report, which includes the Directors’ Report prepared for the purposes of company law, for the financial year for which the financial statements are prepared is consistent with the financial statements; and
- the Directors’ Report included within the Trustees’ Annual Report has been prepared in accordance with applicable legal requirements.
## **Matters on which we are required to report by exception**
In the light of the knowledge and understanding of the group and the parent charitable company and their environment obtained in the course of the audit, we have not identified material misstatements in the Directors’ Report included within the Trustees’ Annual Report.
We have nothing to report in respect of the following matters in relation to which the Companies Act 2006 requires us to report to you if, in our opinion:
- adequate and sufficient accounting records have not been kept by the parent charitable company, or returns adequate for our audit have not been received from branches not visited by us; or
- the parent charitable company financial statements are not in agreement with the accounting records and returns; or
- certain disclosures of trustees’ remuneration specified by law are not made; or
- we have not received all the information and explanations we require for our audit; or
- the trustees were not entitled to take advantage of the small companies’ exemption from the requirement to prepare a strategic report.
## **Responsibilities of trustees**
As explained more fully in the Statement of Trustees’ Responsibilities set out on page 7, the trustees (who are directors of the parent charitable company for the purposes of company law) are responsible for the preparation of the financial statements and for being satisfied that they give a true and fair view, and for such internal control as the trustees determine is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.
In preparing the financial statements, the trustees are responsible for assessing the group’s and the parent charitable company’s ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless the trustees either intend to liquidate the group or the parent charitable company or to cease operations, or have no realistic alternative but to do so.
## **Auditor’s responsibilities for the audit of the financial statements**
We have been appointed as auditor under the Companies Act 2006 and under section 151 of the Charities Act 2011, and report in accordance with those Acts and relevant regulations made or having effect thereunder.
Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor’s report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with ISAs (UK) will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these financial statements.
Irregularities, including fraud, are instances of non-compliance with laws and regulations. We design procedures in line with our responsibilities, outlined above, to detect material misstatements in respect of irregularities, including fraud. The extent to which our procedures are capable of detecting irregularities, including fraud, is detailed below:
We obtained a general understanding of the group’s legal and regulatory framework through enquiry of management in respect of their understanding of the relevant laws and regulations. We obtained an understanding of the group’s policies and procedures in relation to compliance with relevant laws and regulations. We also drew on our existing understanding of the charity regulation.
9
## **RADIOLOGY AND ONCOLOGY CONGRESSES**
We understand that the group complies with the framework through
- updating operating procedures and internal controls as legal and regulatory requirements change; and
- The Trustees' close oversight through regular board meetings.
In the context of the audit, we considered those laws and regulations which determine the form and content of the financial statements, which are central to the Group’s ability to conduct operations and where failure to comply could result in material penalties. We have identified the following laws and regulations as being of significance in the context of the group:
- FRS 102 and the requirements of the Companies Act 2006 and the Charities Act 2011 in respect of the preparation and presentation of the financial statements
- Health and Safety regulations, including building and fire safety; and
- Charity law and regulation
We performed the following specific procedures to gain evidence about compliance with the significant laws and regulations above:
- Making enquiries with management as to the risks of non-compliance and any instances thereof; and
- Reading minutes of meetings of those charged with governance.
The senior statutory auditor led a discussion with members of the engagement team regarding the susceptibility of the group’s financial statements to material misstatement, including how fraud might occur. The key areas identified as part of the discussion were management override of controls and revenue recognition, including the manipulation of revenue through fraudulent journal entries.
The procedures carried out to gain evidence in the above areas included:
- Testing of a sample of manual journal entries, selected through applying specific risk assessments applied based on the Group’s processes and controls surrounding manual journal entries; and
- Substantive work on revenue transactions.
A further description of our responsibilities is available on the Financial Reporting Council’s website at: www.frc.org.uk/auditorsresponsibilities. This description forms part of our auditor’s report.
## **Use of our report**
This report is made solely to the parent charitable company’s members, as a body, in accordance with Chapter 3 of Part 16 of the Companies Act 2006. Our audit work has been undertaken so that we might state to the parent charitable company’s members those matters we are required to state to them in an auditor’s report and for no other purpose. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than the parent charitable company, and the parent charitable company’s members as a body, for our audit work, for this report, or for the opinions we have formed.
## Andrew Bond
Andrew Bond (Mar 24, 2023 17:58 GMT)
Andrew Bond
Senior Statutory Auditor, for and on behalf o **f CLA Evelyn Partners Limited** Statutory Auditor Chartered Accountants
45 Gresham Street London EC2V 7BG Date
10
**RADIOLOGY AND ONCOLOGY CONGRESSES Financial Statements Year ended 30 September 2022**
## **Consolidated and Company Statement of Financial Activities (Incorporating an Income and Expenditure Account) For the year ended 30 September 2022**
|
**Note**
**INCOME**
**Income from**
Investment income from subsidiary
Interest income from banks
**Income from Charitable Activities**
UKIO
**Total Income**
**EXPENDITURE**
**Charitable activities**
Publication of Conference papers
UKIO
4,5
(Release of) / provision for impairment
loss on Loan to Subsidiary
10
**Total Expenditure**
**Profit / (Deficit) for year**
Fund balance brought forward
**Unrestricted funds Balance carried**
**forward at 30 September**
Company Registration
Number 04075344|**Company**
**2022**
£
**5,214**
**2,623**
**7,837**
**-**
**7,837**
**1,500**
**38,996**
**(206,644)**
**(166,148)**
**173,985**
**339,802**
**513,787**|Company
2021
£
3,288
1,812
5,100
-
5,100
1,320
42,780
24,204
68,304
(63,204)
403,006
339,802|**Group**
**2022**
**£**
**-**
**2,622**
**2,622**
**830,808**
**833,430**
**1,500**
**652,583**
**-**
**654,083**
**179,347**
**339,800**
**519,147**|Group
2021
**£**
-
1,812|
|---|---|---|---|---|
|||||1,812
237,469|
|||||239,281|
|||||1,320
300,314
-|
|||||301,634|
|||||(62,353)
402,153|
|||||339,800|
||||||
The notes on pages 14 to 19 form part of these financial statements.
11
## **RADIOLOGY AND ONCOLOGY CONGRESSES Financial Statements Year ended 30 September 2022**
## **Balance Sheets As at 30 September 2022**
|**Notes**
**Fixed Assets**
Investment
8
**Current Assets**
Debtors
10
Cash at bank and in hand
**Creditors:**Amounts falling
due within one year
11
**Net Assets**
**Reserves**
Unrestricted funds
Carried Forward|**Company**
**2022**
**£**
**2**
**174,177**
**357,908**
**532,087**
**18,300**
**513,787**
**513,787**|Company
2021
£
2
111,436
238,773
350,211
10,409
339,802
339,802|**Group**
**2022**
**£**
**-**
**97,942**
**609,884**
**707,826**
**188,679**
**519,147**
**519,147**|Group
2021
£
-
86,742
303,319|
|---|---|---|---|---|
|||||390,061
50,261|
|||||339,800|
|||||339,800|
## **Small Company Exemption**
The financial statements have been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies and in accordance with the Financial Reporting Standard 102.
The financial statements were approved by the Directors and authorised for issue on 22 March 2023, and signed on its behalf by:
………………………………….
## **P. Black**
Chairman of the Board
John Kotre John Kotre (Mar 24, 2023 13:55 GMT) …………………………………. **C. J. Kotre** Honorary Treasurer
Company Registration Number 04075344
The notes on pages 14 to 19 form part of these financial statements.
12
**RADIOLOGY AND ONCOLOGY CONGRESSES Financial Statements Year ended 30 September 2022**
## **Consolidated Cashflow Statement For the year ended 30 September 2022**
|Net cash provided / (used in) by operating activities
Change in cash and cash equivalents in the reporting period
Cash and cash equivalents at the beginning of the reporting period
Cash and cash equivalents at the end of the reporting period
**Reconciliation of net expenditure to net cash flow from operating activities**
Net income / (expenditure) for the reporting period
(Increase) / decrease in debtors
Increase / (decrease) in creditors
Net cash provided by / (used in) operating activities
**Analysis of cash and cash equivalents**
Cash in hand
Total cash and cash equivalents|**2022**
**£**
**306,565**
**306,565**
**303,319**
**609,884**
**2022**
**£**
**179,347**
**(11,200)**
**138,418**
**306,565**
**609,884**
**609,884**||2021
£
(121,190)
(121,190)
424,509
303,319
2021
£
(62,353)
59,649
(118,486)|
|---|---|---|---|
|||||
|||||
|||||
||||(121,190)|
||||303,319|
||||303,319|
13
**RADIOLOGY AND ONCOLOGY CONGRESSES Notes to the Financial Statements For the Year Ended 30 September 2022**
## **1 Accounting Policies**
- a) Company information
- Radiology and Oncology Congresses is a company limited by guarantee domiciled and incorporated in England and Wales. The registered office is Fairmount House, 230, Tadcaster Road, York YO24 1ES.
- b) Accounting Convention
The accounts have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015) (“Charities SORP (FRS 102)”), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) and the Charities Act 2011.
Radiology and Oncology Congresses, and the group which it heads, meets the definition of a public benefit entity under FRS 102.
The financial statements have been prepared on the historical cost convention. The principal accounting policies adopted are set out below.
- c) Going Concern
The Group ran a full congress July 4th-6th 2022 in Liverpool. As detailed herein, the result for the year ending September 30[th] 2022 was a significant profit of £179 K which has increased the Group reserves to £519 K. Looking ahead and building on the success of the 2022 Congress we anticipate running the 2023 event, in the same venue and in the same format, albeit with a more modest expectation for profits.
In the light of the success and financial profitability of the 2022 congress and the plans for the 2023 congress, the Directors are of the opinion that there is reasonable assurance that the Group will be able to continue as a going concern for at least the twelve months following the approval of these accounts. Accordingly, the financial statements have been drawn up on the going concern basis.
- d) Consolidation
Radiology and Oncology Congresses owns the whole of the share capital of ROC Events Ltd. The Directors have elected to prepare consolidated accounts and the group financial statements consolidate the financial statements of the company and ROC Events Ltd. The whole of any profit of ROC Events Limited, which would otherwise be subject to corporation tax, is donated to Radiology and Oncology Congresses.
- e) Income
## _Activities in furtherance of the charity's objectives_
Events income is accounted for in the period in which the event takes place.
## _Investment income_
Investment income is account for on an accruals basis.
- f)
- Fund accounting
General funds are available for use at the discretion of the Directors in furtherance of the objectives of the charity.
14
## **RADIOLOGY AND ONCOLOGY CONGRESSES Notes to the Financial Statements For the Year Ended 30 September 2022 (Continued)**
## g) Expenditure
All expenses are accounted for on an accruals basis. Expenditure incurred in connection with the specific objects of the charity is included under the heading charitable expenditure.
Expenditure is classified by the category of activity for which it is used rather than by type of expense. Allocation is on an actual basis, or where this is not possible, on an estimated usage basis.
- Charitable activities expenditure include both the direct costs and support costs relating to those activities.
- Governance costs include those incurred in the governance and strategic management of the organisation including costs associated with meeting constitutional and statutory requirements.
- • Support costs, including Governance costs, are allocated to cost categories based on direct costs in those categories.
Liabilities are recognised as soon as there is a legal or constructive obligation committing the charity to the expenditure.
- h) Cash and Cash equivalents
Cash and cash equivalents include cash in hand and at bank, and deposits held at call with banks.
## i)
## Financial Instruments
- The Group has elected to apply the provisions of Section 11 ‘Basic Financial Instruments’ and Section 12 ‘Other Financial Instruments Issues’ of FRS 102 to all of its financial instruments.
Financial instruments are recognised in the group’s statement of financial position when the company becomes party to the contractual provisions of the instrument.
Basic financial assets, which include trade and other debtors and cash and bank balances, are initially measured at transaction price including transaction costs and are subsequently carried at amortised cost using the effective interest method unless the arrangement constitutes a financing transaction, where the transaction is measured at the present value of the future receipts discounted at a market rate of interest.
Basic financial liabilities, including trade and other creditors, are initially recognised at transaction price unless the arrangement constitutes a financing transaction, where the debt instrument is measured at the present value of the future payments discounted at a market rate of interest.
Debt instruments are subsequently carried at amortised cost, using the effective interest rate method.
Trade creditors are obligations to pay for goods or services that have been acquired in the ordinary course of business from suppliers. Accounts payable are classified as current liabilities if payment is due within one year or less. If not, they are presented as non-current liabilities. Trade creditors are recognised initially at transaction price and subsequently measured at amortised cost using the effective interest method.
15
**RADIOLOGY AND ONCOLOGY CONGRESSES Notes to the Financial Statements**
## **For the Year Ended 30 September 2022 (Continued)**
## **2 Critical Accounting Estimates and Judgements**
In the application of the Charity’s accounting policies, the Trustees are required to make judgements, estimates and assumptions about the carrying amount of assets and liabilities that are not readily apparent from other sources. The estimates and associated assumptions are based on historical experience and other factors that are considered to be relevant. Actual results may differ from these estimates.
The estimates and underlying assumptions are reviewed on an ongoing basis. Revisions to accounting estimates are recognised in the period in which the estimate is revised, if the revision affects only that period, or in the period of the revision and future periods if the revision affects both current and future periods.
There are no estimates and assumptions that have a significant risk of causing a material adjustment to the carrying amount of assets and liabilities.
## **3 Members' Guarantee**
Radiology and Oncology Congresses is a company limited by guarantee in England and Wales and has a licence to dispose of the word “limited” in its title. The members are: The British Institute of Radiology, The College of Radiographers, and the Institute of Physics and Engineering in Medicine. In the event of a winding up, the liability of the three members would not exceed £1 each.
## **4 Analysis of Charitable Expenditure**
|Publishing current year’s conference papers
UKIO 2020 (note 5)
Publishing prior year’s conference papers
UKIO 2020 (note 5)|**2022**
**£**
**£**
**£**
**£**
**Direct**
**Admin**
**Governance**
**Total**
**1,500**
**-**
**-**
**1,500**
**604,175**
**9,411**
**38,997**
**652,583**|
|---|---|
||**605,675**
**9,411**
**38,997**
**654,083**|
||2021
£
£
£
£
Direct
Admin
Governance
Total
1,320
-
-
1,320
247,822
9,712
42,780
300,314|
||249,142
9,712
42,780
301,634|
The Group employed no staff in the year (2021: none).
## **5 Expenditure by the Group**
## **United Kingdom Imaging and Oncology Congress**
|**United Kingdom Imaging and Oncology Congress**|||
|---|---|---|
|Direct Venue Costs
Other Event Costs
**Total UKIO Costs**|**2022**
**£**
**51,817**
**552,359**
**604,176**|2021
£
51,817
196,005|
|||247,822|
16
## **RADIOLOGY AND ONCOLOGY CONGRESSES Notes to the Financial Statements**
## **For the Year Ended 30 September 2022 (Continued)**
|**6**
**Deficit on Ordinary Activities - Group**
The deficit is stated after charging:
Auditors' remuneration: Audit (excluding VAT)
Non-Audit (excluding VAT)
Directors’ and Officers’ Insurance|**2022**
2021
**£**
£
**14,500**
12,000
**1,250**
1,000
**2,516**
2,138|
|---|---|
## **7 Trustees' Remuneration**
No Trustee received any remuneration during the current or previous year. Travel expenses of £5,872 (2021: £967) were reimbursed to 4 (2021: 2) trustees. The Trustees are considered to be the charity’s key management personnel.
## **8 Fixed Asset Investments**
## **Group investment – company**
ROC Events Limited is a wholly owned subsidiary by way of a gift of shares. The company’s registered address is Fairmount House, 230 Tadcaster Road, York, YO24 1ES, its Company number 06722032; it carries out trading activities and its profits are donated to the parent company.
The company has authorised share capital of 100 shares at £1 of which currently only 2 have been issued.
||**Company**|**/ Charity**|
|---|---|---|
||**2022**|2021|
|Total investment|**£2**|£2|
The following information has been extracted from the financial statements of ROC Events Limited for the year ended 30 September 2021:
|Aggregate Assets
Aggregate Liabilities
Reserves
Total Income
Total Expenditure
Profit / (loss) for year|**2022**
**£**
**349,036**
**(343,673) **
**5,363**
**830 808**
**(618,801)**
**212,007**|2021
**£**
151,289
(357,933)
(206,644)
237,469
(261,673)
(24,204)|
|---|---|---|
17
**RADIOLOGY AND ONCOLOGY CONGRESSES Notes to the Financial Statements For the Year Ended 30 September 2022 (Continued)**
|**10**
**Debtors**
Trade debtors
Amounts owed by group undertakings
Less: Provision for doubtful debts
Prepayments and accrued income
VAT repayment|**Company / Charity**
**Group**
**2022**
2021
**2022**
2021
**£**
£
**£**
£
**-**
-
**11,331**
11,152
**173,295**
318,080
**-**
-
(206,644)
**-**
-
**882**
-
**1,083**
47,740
**-**
-
**85,528**
27,850|
|---|---|
||**174,177**
111,436
**97,942**
86,742|
The carrying value of the loan to the subsidiary undertaking ROC Events Limited was previously considered to be impaired to reflect the fact that cumulative losses in 2019/20 and 2020/21 had resulted in a net deficit as of September 30[th] 2021 of £206,644 for which recovery had been considered unlikely. In view of the ROC Events Limited’s return to solvency it is considered that there is no longer any impairment and the provision has been written back. ROC continues to provide a loan to ROC-Events Limited in order to provide the latter with working capital. ROC Events Limited runs the annual UKIO congress, which is a charitable activity.
|**11**
**Creditors**
Trade creditors
Deferred Income and Accruals
**12**
**Financial Assets**
**Carrying value of Financial Assets**
Financial assets at amortised cost
**Carrying value of Financial Liabilities**
Financial liabilities at amortised cost|**Company / Charity**
**2022**
2021
**£**
£
**-**
-
**18,300**
10,409|**Group**
**2022**
2021
**£**
£
**159,582**
29,817
**29,097**
20,444|
|---|---|---|
||**18,300**
10,409|**188,679**
50,261|
||**Company / Charity**
**2022**
2021
**£**
£
**174,177**
111,436
**18,300**
10,409|**Group**
**2022**
2021
**£**
£
**11,331**
11,152
**188,679**
50,261|
18
## **RADIOLOGY AND ONCOLOGY CONGRESSES Notes to the Financial Statements For the Year Ended 30 September 2022 (Continued)**
## **13 Taxation**
Radiology and Oncology Congresses has charitable status and is exempt from capital and income taxes on its charitable activities.
## **14 Committed Expenditure**
As at 30 September 2022, the group had entered into contracts in respect of the 2023, 2024 and 2025 events; the commitment was £428,694, excluding any inflationary increments for the 2024 and 2025 expenses. Post year end, the Group entered into further contracts which increased the commitment by £178,905.
## **15 Related Party Transactions**
On June 3[rd] 2020 the Company granted to its subsidiary ROC Events Limited an unsecured loan facility for an amount of £500,000 repayable on demand at an interest cost charged interest at a rate of 1% plus the Bank of England base rate on outstanding balances.
With effect from April 1[st] 2020 the Company Secretarial functions for both the Company and its subsidiary ROC Events Ltd. are subcontracted to the Institute of Physics and Engineering in Medicine, one of the Charity’s three members. The 2021/22 fee was £12,542 (2020/21: £14,140), of which £3,316 (2021 - £3,089) was unpaid as at the year end.
19
## ROC 2022 accounts
Final Audit Report
2023-03-24
Created: 2023-03-23 By: Claire Sharpe (Claire@ipem.ac.uk) Status: Signed Transaction ID: CBJCHBCAABAAKGltk93ul_9ElZZ_mJWaQ0IQ-l65V9uj
## "ROC 2022 accounts" History
Document created by Claire Sharpe (Claire@ipem.ac.uk)
2023-03-23 - 4:52:47 PM GMT
Document emailed to pam.black@ukio.org.uk for signature
2023-03-23 - 4:54:34 PM GMT
## Email viewed by pam.black@ukio.org.uk
2023-03-24 - 7:59:33 AM GMT
Signer pam.black@ukio.org.uk entered name at signing as Pamela Lesley Black 2023-03-24 - 8:04:47 AM GMT
## Document e-signed by Pamela Lesley Black (pam.black@ukio.org.uk)
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## Agreement completed.
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