Information kit for observers

1. General

The CEIU Eleventh National Convention will be held from September 12 to September 16, 2008, at the Hilton Lac-Leamy in Gatineau. Convention proceedings are scheduled to begin at 9:00 am on September 12, and adjourn at 12:00 noon on September 16.

2. Registration

All delegates, observers and guests must officially register at the Convention. Registration will be on Thursday, September 11, from 1:00 pm to 8:00 pm and again on Friday morning, September 12, from 8:00 am to 9:00 am. Registration will take place at the Hilton Lac-Leamy (Boardrooms: Julien, Gagnon and Walker).

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 20, 2008. 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 arrangements

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 20, 2008. 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. 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 20, 2008.

Delegates, guests and staff attending the Convention will be staying at the Hilton Lac-Leamy. Rooms can be paid for by credit card or by cash.

Registration as an observer does not automatically give you a room at the Hilton. The attached form (Request for Hotel Reservation) has to 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.

6. 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 Report, 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.

7. Insurance

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

8. 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, 2008. 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, 2008.

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.

9. 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 20, 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’‘ form, to the CEIU National Office by June 20, 2008.

3. If you wish the National Office to forward your air travel requests, complete and return the “Request for Travel Reservations’‘ form no later than June 20, 2008.

4. 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, 2008 made out to the “Canada Employment and Immigration Union”.

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

Attachments:

• Form C6-08 (Observer Registration)
• Form C13-08 (Request for Hotel Reservation)
• Form C12-08 (Request for Travel Reservations)
• Form C8-08 (Child Care Registration)
• Air Canada Travel Information Sheet