51¸£Àû

51¸£Àû/846 2 February 2018

University and College Union

Carlow Street, London NW1 7LH, Tel. 020 7756 2500, www.ucu.org.uk

ToÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌý Branch and local association secretaries

TopicÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌý 51¸£Àû Congress, 30 May-1 June 2018: Registration and arrangements

ActionÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌý Branch/LA secretaries are asked to register delegates attending Congress by the deadline of 25 April 2018 and pass relevant information on to delegates.

Summary ÌýÌýÌýÌýÌýÌý Congress registration informationÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌýÌý

 

51¸£Àû ANNUAL CONGRESS 2018, Wednesday 30 May – Friday 1 JuneÌý

ÌýManchester Central Convention Complex

DELEGATE REGISTRATION

Dear Colleague

1ÌýÌýÌýÌýÌýÌýÌý Congress Venue

51¸£Àû’s annual Congress will take place at the Manchester Central Convention Complex from Wednesday 30 May to Friday 1 June. Congress and Sector Conference sessions will be held at this venue along with lunchtime and early evening fringe meetings.

2            DELEGATE REGISTRATION

The deadline is fast approaching. Branches can register on line by going to and following the relevant link, or by going directly to:

Information about delegate entitlement for Congress and sector conferences, and other documents relating to Congress, can be found at

Note: a separate on-line registration form exists for members who are attending in a capacity other than that of branch or regional committee delegate (such as NEC members, trustees, delegates or observers from other national committees). These members will be contacted directly by email with a link to an alternative form. If you require further information please contact Sue Bajwa.

 

Branch/LA secretaries or administrators can also register delegates. If registration is completed by someone other than the delegate, please ensure that all the required details are obtained in order to complete the registration.

Delegates will receive email confirmation to say that their registration has been received.

The deadline for registration is Wednesday 5pm 25 April 2018.Ìý This has been set in order for us to ensure that all hotel accommodation and other facilities can be booked and all delegates can be provided with all relevant information in advance of the event.Ìý Your co-operation in meeting all deadlines is very much appreciated.

Once registered, if delegates are unable to attend, individual delegates or LA/Branch secretaries are asked to cancel registration, as early as possible by notifying Sue Bajwa, Conference Officer.

3            OBSERVERS

Observer places can only be considered for a member of a branch which cannot send a delegate to Congress because they are a small branch, in an aggregation for the purpose of Congress delegate entitlement, and another branch in their aggregation is sending a delegate.Ìý Requests for observer places on this basis must also have the support of the branch. For further details, please contact Sue Bajwa, Conference Officer.

3.1ÌýÌýÌýÌý Each regional committee region are now entitled to send 4 observers – 2 from FE & 2 from HE.

There is no opportunity for observer places (self-funded, branch-funded or centrally-funded) outside of these conditions.

4            SPECIFIC REQUIREMENTS

4.1        Dietary Requirements

Please give clear details on the registration form if you have any particular dietary requirements (e.g. vegan/halal/allergies etc.), so that we can accommodate your requirements.

4.2        Access Requirements

If you have any specific access requirements (e.g. hotel room near lift, documentation in Braille, audio loop, wheelchair access etc.) please provide us with full details on the relevant section of the registration form to ensure that we can make suitable arrangements to accommodate your requirements. Alternatively please contact Sue Bajwa, Conference Officer.

4.3        Partner Registration

If you intend for a partner to accompany you, it is important that you give their details on the relevant section of the registration form for 51¸£Àû information only.

 

Members must cover any costs incurred for partner accommodation and meals. You will be required to settle any additional costs for partners directly with the hotel prior to departure.Ìý Delegates’ partners have no right of access to the conference.

5            ACCOMMODATION

All accommodation will be booked by 51¸£Àû for delegates on a bed and breakfast basis.Ìý Delegates will be asked to indicate their requirements for accommodation when they register to attend Congress, and no further action is required from delegates or branches to book accommodation.

As in previous years, delegates from the same region will be put into the same hotel where possible.Ìý Delegates are urged to register as early as possible, and no later than the 25 April deadline in order to assist us in organising the accommodation in this way.

Delegates’ hotels will be confirmed by letter approximately 3 weeks ahead of Congress.Ìý However, an email to confirm accommodation requests will be sent out soon after registration. If you have not received confirmation a few weeks after your registration please contact Sue Bajwa.

If you make a cancellation four weeks or more before Congress, it is likely (but not certain) that we can make arrangements so as not to incur accommodation costs.Ìý Cancellations made less than four weeks before Congress will usually require the union to pay the full cost of accommodation.

Hotels will usually request credit card details on arrival. This is the usual practice of many hotels as you will be charged for any extra costs incurred during your stay (e.g. newspapers/phone calls etc.). Any hotel extras should be settled by delegates prior to departure and if not, will be invoiced to delegates by the hotel.Ìý Please also see the expenses section below.

6            EXPENSES including travel

Reasonable travel and subsistence expenses will be paid to cover costs necessarily incurred in attending Congress, including delegates’ travel from work or home addresses within the UK, the Channel Islands and the Isle of Man. These expenses will be met centrally by 51¸£Àû.ÌýÌý Receipts must be submitted in respect of all expenses claimed, whether travel or subsistence.Ìý An expenses claim form specific to Congress will be made available to delegates.

Delegates are asked to minimise their expenses wherever possible, including booking advance travel tickets and fixed times.

Hotel accommodation for delegates will be paid for directly by 51¸£Àû; other necessary subsistence costs (such as evening meals) will be reimbursed to delegates in accordance with the expense claim form.

 

 

 

7ÌýÌýÌýÌýÌýÌýÌý Congress papers – reducing printed paperwork

Recent Congress feedback has shown that some delegates would like to receive less paper before and at Congress. This year, all Congress papers will be available to download from a dedicated page on 51¸£Àû’s website. Papers will be uploaded as they become available. In addition, an email will be sent to all delegates on 17 May, when all advance papers are expected to have been uploaded, reminding them where the papers can be found.

Only delegates who indicate, in response to the relevant question on the on-line registration form, that they do want to receive a hard copy of the Congress mailing, will receive a mailing of all Congress papers, which will be posted on Friday 19 May.

All delegates will be sent a hard copy of their accommodation details approximately three weeks before Congress, along with a document that sets out practical information about Congress attendance.

The final bound agenda of motions and amendments will be available for all delegates to collect on arrival, as in previous years.

8ÌýÌýÌýÌýÌýÌýÌý CHILDCARE FACILITIES

A crèche/kids’ club will be provided during the hours of Congress Business and official fringe meetings, and there will be no charge for this facility. Please indicate on the registration form if you require this service, and the relevant forms will be sent out to you. Please make sure that we are notified of your requirements by the deadline of 25 April 2018.

Alternatively, members may claim a dependants' allowance to contribute to additional care expenses incurred directly in relation to attendance at Congress. Details of the scheme are available upon request from Sue Bajwa.

9ÌýÌýÌýÌýÌýÌýÌý MEALS

Lunch will be provided for all delegates at the Congress venue.Ìý Evening meals will need to be paid for by delegates and claimed back after Congress.

10ÌýÌýÌýÌýÌý FRINGE & SOCIAL EVENTS

A welcome reception will take place at the venue on the evening of Tuesday 29 May from 19:00. Delegates are asked, when registering, to indicate if they wish to attend.

There will be a delegate dinner for all delegates on Thursday 31 May at the Hilton Hotel with a drinks reception from 19:30. Delegates must register in advance for this.

Fringe meetings will take place on Wednesday and Thursday lunchtimes.

 

11ÌýÌýÌýÌýÌý COMMITMENT TO ATTEND

By registering for this event, you are committing 51¸£Àû to spend money in order to support your attendance. If you require hotel accommodation, 51¸£Àû will need to pay for this in advance. 51¸£Àû wants as many members as possible to participate in its events, but in doing so, urges members to give their full commitment to attend.

If, subsequent to your registration, unforeseen circumstances force you to cancel your attendance, please contact Sue Bajwa, as early as possible. Failure to either attend or cancel your booking will be reported to your branch or local association.

Early cancellation may allow another member to participate in your place, and will save the union’s resources.

 

12ÌýÌýÌýÌýÌý FURTHER ENQUIRIES & CONTACT DETAILS

Catherine Wilkinson (cwilkinson@ucu.org.uk)

Congress arrangements: Sue Bajwa (sbajwa@ucu.org.uk)

Congress business: (motions, amendments and standing orders):

Kay Metcalfe, Constitution & Committees (kmetcalfe@ucu.org.uk)