Observers to CEIU’s 2011 convention

Locals and Regions wishing to sponsor the attendance of observers to the 2011 CEIU convention are asked to inform interested members of the opportunity and to ensure that they apply in a timely fashion.

Please note the information set out in the following letter from National President Jeannette Meunier-McKay as well as the instructions found in the Information for Observers document below.

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May 10, 2011

Observers
2011 CEIU Convention

As you know, our Convention is being held in Halifax, NS, from September 16 to 20, 2011. Delegates have already been elected in most electoral districts and a list was published March 2011; it will be updated periodically.

In order for us to begin making various arrangements, we would appreciate it if you would give the attached information package to any member in your Local / Region wishing to attend the Convention as an observer; this package contains various information, forms to complete, etc.

Please note that members’ attendance at the Convention can be sponsored by either the Local or the Region; to this end, a ‘’Notification for Members Wishing to Attend Convention as Observers’‘ form is to be completed and signed by the Local / Region. This also means that the sponsoring body accepts responsibility for all expenses which may be incurred by the observer. By signing the form, the Local / Region agrees not only to assume all costs, but also authorizes the CEIU National Office to recoup from its Local / Regional rebate any expense incurred by the member which has not been paid. Obviously this matter should be fully discussed with, and explained to, the member beforehand.

Should you have any questions in this regard, do not hesitate to contact me.

In solidarity,

Jeannette Meunier-McKay,
National President

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CEIU 12th National Triennial Convention
Halifax, NS
September 16 – 20, 2011

Information for Observers

1. General

The CEIU Twelfth National Convention will be held from September 16 to September 20, 2011, at the Halifax World Trade and Convention Centre (WTCC). Convention proceedings are scheduled to begin at 9:00 am on September 16, and adjourn at 12:00 noon on September 20.

2. Registration

All delegates, observers and guests must officially register at the Convention.  Registration will be on Thursday, September 15, from 12:30 pm to 8:00 pm and again on Friday morning, September 16, from 8:00 am to 9:00 am.  Registration will take place at the Halifax WTCC in rooms 304-305.

3. Notification Forms

Members wishing to attend the Convention as observers can be sponsored by their Local or by their Region.  The attached form must be completed and signed by the sponsoring body and forwarded along with a cheque to cover the registration fee of $150.  This form, along with the cheque made payable to ‘’Canada Employment and Immigration Union’‘ must be returned to the CEIU National Office as soon as possible, but no later than June 22, 2011.  Members can, of course, attend the Convention on their own and not be sponsored by their Local or their Region; in such a case, the Notification Form must clearly indicate this.

 4. Travel arrangement

Travel arrangements for observers can be made in one of two ways:

(a) The National Office will be making air travel arrangements for all accredited delegates through its official travel agent, Executive Worldwide Travel, and can forward travel arrangements requests to them for observers as well.  In this case, the attached form must be completed and returned to the National Office as soon as possible but no later than June 22, 2011.  National Office will not accept any financial responsibility for the observers and their guests (spouses, etc).  Observers will therefore have to make arrangements directly with the travel agency for payment.

or

(b)    Observers may also make their own air travel arrangements; they can deal with their own travel agent, with Executive Worldwide Travel, or deal directly with the airline.  However, it should be noted that Air Canada has been appointed the Official Airline for the Convention and we would refer you to the attached for information concerning savings, toll-free number, etc.  If you use Air Canada, please remember to quote the promotional code # in order to benefit from any savings applicable.

 5. Ground Transportation – Halifax Airport

We will be offering ground transportation from and to the Halifax Airport at a lower cost than what the shuttles and taxis charge.  Please refer to form CEIU/C15-11 for further details.

 6. Accommodations

All accommodation arrangements must be made through the CEIU National Office as the National Office is responsible for providing a full rooming list to the hotel indicating arrival and departure times.  To this end, the attached ‘’Request for Reservations’‘ form must be completed and sent to the CEIU National Office no later than June 22, 2011.

Delegates, guests and staff attending the Convention will be staying at either the Delta Barrington or the Delta Halifax.  Rooms can be paid for by credit card or by cash and are $209 (single/double) plus applicable taxes per night.  

It should be noted that smoking rooms are only available at the Delta Halifax.  Those attending that have mobility issues and identify them on the proper form, will be given priority for the Delta Barrington which is located a bit closer to the WTCC than the Delta Halifax.

Registration as an observer does not automatically give you a room at the hotel.  The attached form (Request for Hotel Reservation) must be completed and returned as soon as possible.  Rooms available to observers will be assigned on an individual first-come / first-serve basis.  Please remember that we have a limited number of rooms.

The rooming lists will be sent to you in August confirming in which of the two hotels your reservation has been made.  We will make every effort to respect your wishes, but we cannot guarantee that you will necessarily be staying at the hotel of your choice.

High speed internet access will be available and included in all guestrooms.  

 7. Convention Kits

Convention kits, the cost of which is covered by the registration fee, will be comprised of a quality briefcase, a 3-hole binder holding the list of delegates, the Resolutions, the Committee Reports, the President’s Report, the National Executive Vice-President’s Report, the Convention Programme, the Rules of Order, CEIU By-laws, Regulations and Policies, PSAC Constitution, pen, etc.  As you know, the Convention kit is an essential tool for all observers wishing to follow the proceedings of our Convention.  The kits can be obtained during Convention registration.

 8. Insurance

All accredited delegates and observers have a coverage of $50,000 during the Convention.

 9. On-site Child Care

The CEIU will be providing child care facilities at the Convention in accordance with CEIU policy # 4.  The attached form must be completed and returned to the CEIU National Office as soon as possible but no later than July 18, 2011.  In order to guarantee these services, the CEIU will require a $25 deposit which will be refunded following the Convention.  The deposit is non-refundable if the registration is cancelled after August 8, 2011.

It should be noted that child care facilities are provided free of charge to accredited delegates.  Should the CEIU incur additional child care costs by extending the child care facilities to observers, then observers requesting the service will be asked to reimburse such additional costs on a shared pro-rata basis.

10. Expenses

The CEIU National Office will not accept any financial responsibility for observers.  All expenses for observers are the responsibility of the sponsoring body where applicable.  Observers are encouraged to discuss this matter fully with their Local President or their National Vice-President.  If there is no sponsoring body, then all expenses are the SOLE responsibility of the observer.

DON’T FORGET TO:

 1. Complete and return the signed ‘’Notification for Members Wishing to Attend Convention as Observers’‘ form to the National Office by June 22, 2008 along with a cheque in the amount of $150 made out to the ‘’Canada Employment and Immigration Union’‘.

 2. Complete and return the ‘’Request for Hotel Reservations’‘ and the ‘’Request for Travel Reservations’‘ forms to the CEIU National Office by June 22, 2011.

 3. If you would like on-site child care services, complete and return the ‘’Child Care Registration’‘ form, along with a cheque in the amount of $25, to the CEIU National Office no later than July 18, 2011 made out to the ‘’Canada Employment and Immigration Union’‘.

 4. Complete and return by July 18, 2011 the ‘’Request for Accommodation of a Disability’‘ if applicable.

Should you require additional information, please contact Brigitte Jean-Duguay at (613) 236-9634 ext 233, by fax (613) 236-7871 or by email jeanb@ceiu-seic.ca .