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Conference briefings

Conference 2008 - ADC 06/08

Conference is the largest gathering of PCS representatives in the union’s calendar and its powers are set out in principle rule 2 and supplementary rule 6. It is the principal policy making body of the union and every branch is encouraged to be represented.

This year’s annual delegate conference will be held in Brighton, beginning on the morning of 21 May and closing at lunchtime on 23 May. Start and finishing times will be confirmed with the publication of standing orders committee report number 1.

Group conferences will be held on the Monday and Tuesday 19 - 20 May.

Accessibility

Women, black and disabled members are often under represented amongst delegates to conference. Branches are encouraged to make every effort to ensure that delegations include members from under represented groups.

Please let members know that we will do everything possible to meet any particular needs. The conference venue is equipped to meet most requirements. It is accessible to those with mobility impairments. Signers will be provided.

If members have any particular needs they, or their branch secretary, should contact Theresa Busby (contact details below) as soon as possible. The more notice we have the better able we shall be to seek to meet members’ requirements. It would also be helpful if you could attach a note to the delegate notification form setting out any particular requirements.

Creche facilities

Crèche Facilities will be provided for any delegate who is unable to make suitable child care arrangements at home and would otherwise be prevented from attending conference. A registration form is attached to the expenses claims form and should be returned to the crèche providers, Nipperbout.

Please note that children will only be accepted if they are registered in advance of conference, Nipperbout will confirm receipt of registration forms as they are received, please contact them on 01296 712 658 if you have not heard back within seven days of posting. Carers may be re-imbursed and further information, you can access expenses forms and a factsheet on the conference forms page.

Babysitting services

Bunnies of Brighton offers babysitting services upon request, please contact Elaine Johnson on tel: 01273 505001. It is strongly advised that you book this service at least 7 days in advance and that payment will be expected on the night. It is the responsibility of the individual to request CRB checks when arranging this service.

Conference representation

Conference representation is determined by the union’s rules, in particular supplementary rules (SR) 6.11 to 6.17

The number of delegates a branch may send to 2008 annual delegate conference is determined by the number of fully paid-up members (excluding those 3 months or more in arrears with subscriptions) the branch had on 31 December 2007. Supplementary rule 6.13 sets out the formula as below:

Rule 6.13 branches may send delegates to delegate conferences on the following basis:

Up to 250 members: 1 Delegate
251 – 500: 2 Delegates
501 – 1000: 3 Delegates
1001 – 1500: 4 Delegates

Plus one delegate for each complete additional 1000 members.

Branch secretaries must complete and sign the branch delegate nomination form (ADC/05/08), available on the conference documents page. All delegate nominations and any changes must be authorised by the branch secretary or another elected official in the absence of the branch secretary.

Time off to attend conference

Arrangements for special leave, etc within your department/employer will apply. If you require advice contact your group, bargaining unit or regional centre or office.

Accommodation and travel expenses

As normal, delegates will be responsible for making their own accommodation arrangements. Further information to help with this is enclosed. Centralised travel booking arrangements will again apply for delegates. Information is attached to the expenses claims form. Subsistence for annual delegate conference delegates will be paid for up to three nights, including the night of Tuesday, 20 May where necessary. Further information, including claim forms, are available on the conference forms page. Delegates should travel home on 23 May after conference closes.

Claims for attendance at group conferences only should be made to groups.

Observers at the annual delegate conference

Branches may send observers. Please note that rule SR 6.37 specifies that there will be 30 paid observers and that the expenses for other observers must be met solely from funds raised by the branch’s or the individuals own activities.

Find out more about the arrangements for applications for trainee delegates and paid observers.

Observers must have credentials to enter the conference hall. Please note that requests for observer credentials do not need to be made prior to conference. Credentials will be available from the PCS conference help desk in the Brighton centre during the registration times below.

Delegate registration

Times are:

Sunday 18 May 11.00am to 8.00pm

Monday 19 May 09.00am to 8.30pm

Tuesday 20 May 09.00am to 8.30pm

Delegates will be expected to register for annual delegate conference during the times stated above. Please note that delegates will not be able to register prior to the start of conference on Wednesday morning 21 May.

If there is a particular reason that a delegate is unable to register during these times – please contact Theresa Busby on 020 7801 2810 e-mail theresa.busby@pcs.org.uk to make alternative arrangements.

Conference credentials

Further information, attendance cards and badges will be sent to delegates approximately 2 weeks before annual delegate conference.

If you have any queries relating to this circular or any other queries relating to conference please contact the conference arrangements office on the numbers below.

Please ensure your branch membership is represented and that you register your delegates in good time.