Review of conference
25 April 2008 - BB/41/08
Background
ADC 2006 passed motion A126 which called for a review of conference and a report to ADC 2007. This review was carried out and a report was made to ADC 2007. The review had six recommendations and this Branch Briefing updates you on the work being carried out on these recommendations since ADC 2007.
Recommendations and actions
A large amount of work has been carried out with a number of Groups and Associations to rationalise their branch structures.
As a result of this work, the number of delegates eligible to attend ADC 2008 is 1459 which compares with 1528 for ADC 2007.
This contrasts with our research that shows the second largest TU conference (after PCS) is UNISON with 1,300 delegates for 1.3m workers.
There is scope for further branch rationalisation which could reduce the total number of Branches by around 50. However, conference will remain too big to move to the alternative free venues (see point 5).
The NEC continues to monitor these options in the light of the current work being done on branch reorganisation and on alternative venues. There has been no indication from Branches/Delegates that they wish to amend the current formula.
In view of our need to ensure that those members with caring responsibilities are not disadvantaged, it has been decided to continue with current practice.
Meeting this need was a key reason why the move to annual conferences was supported.
It has also been possible for ADC 2008 to provide accommodation for both the DWP and HMRC conference within the Brighton Centre. However, the position will be kept under review.
The need to prioritise the National Campaign has meant this aspect has not been further explored. One driver for this option was concern over a possible closure of the Brighton Centre; however, as yet no such closure has been announced.
Currently we are limited to one venue for conference which does not charge and is large enough to take our conference; that venue is Brighton.
This makes it difficult for those branches in the north of the country that have long journeys. It can also impact on those with caring responsibilities by extending the time away from home.
The aim of this review is to make conference accessible to all of our branches and to increase participation thus strengthening the link between branches and their principal policy making body. Conference is fundamental to union democracy and it is essential PCS allocates the necessary funding.
To take this forward we have carried out the most thorough review of conference since the inception of PCS.
Due to rule changes the size of conference has changed since PCS was formed.
Regrettably, we do not have pre–Commix figures but the potential number of delegates (those we have to plan around) and the actual number attending are set out below for the last 5 years:
| Year | Potential | Actual | Cost |
| 2004 | 1306 | 1058 | £730,722 |
| 2005 | 1579 | 1113 | £750,913 |
| 2006 | 1588 | 1129 | £839,658 |
| 2007 | 1528 | 1128 | £857,228 |
| 2008 | 1459 | tbc | tbc |
The Head of Membership, Balloting, and Events has carried out further research into alternative venues around the country. The most costly is Birmingham at £525,307. Bournemouth would be £138,650 but, like Brighton is on the south coast and would not widely alter the pattern of travel of delegates. The table below sets out some further costed examples:
| Main venue hire | Public transport travel costs | |
| Brighton | Free | £129,766 |
| Blackpool | Free | £76,500* |
| Glasgow | £250,275 | £105,000* |
| Manchester | £228,908 | £76,500 approx |
NB: * = Estimated figure not comparable to actual Brighton ‘07 cost above.
For each of the above venues that charge, we would need to locate a greater number of Group Conferences outside of the main venue.
The one identifiable saving of locating away from Brighton is the ability to reduce the overnight subsistence rate from £75 to £65 per night.
This could produce a saving of £55,000 (based on 1,100 delegates for 5 nights). However, this is less than 50% of the cost of the least expensive charging venue.
To use the other free venue in Blackpool delegate numbers would need to be reduced to 1,000.
Availability is also proving an issue since venues are booked for a number of years ahead.
The venue at Llandudno was visited, as this was the only one with available dates. This venue did charge. However, it also proved unsuitable, as it did not have the capacity to hold a conference of our size.
A growing bargaining agenda increases demand upon resources. Additional conference costs would need to be found through a corresponding reduction in other areas of expenditure. Before committing to additional costs it would be essential to consider and identify where savings could be made.
There is no escaping the fact that without either substantial additional costs in using venues that can meet our needs or by a reduction in the number of delegates attending conference, PCS will need to continue holding conference at Brighton.
A number of options were published in last years’ conference report (issued to delegates and branches) to achieve reductions. We are currently assessing what reduction might be required for alternative venues to become available. This will be published as part of the ongoing review.
This leaves PCS with three options in terms of a conference venue:
i) Hold conference at Brighton as long as the option is available
ii) Increase costs which requires a reduction elsewhere in expenditure
iii) Reduce the size of conference.
6. That the NEC continues to explore potential economies whilst ensuring this does not affect the democratic processes. These will include:
- Possible alternative hotel accommodation booking arrangement
- Cost of conference publications
- Cost of backdrop for both group and national conference
- Group Conference requirements.
The current hotel accommodation remains the best option when costs of additional meeting rooms are included in the overall cost.
Moves have been made to standardise the format of conference documentation to minimise costs.
Additionally a study of moving to a different, newspaper based format for the motions booklet is being explored for 2009.
The backdrops provided both for National and Group Conferences were changed three years ago and represent the best value for money available.
Bearing in mind the commitment to ensure no undermining of the democratic procedures group conference requirements cannot be reduced any further.
Seating
As branches would expect, each year we attempt to improve the presentation of all conference materials and respond to the concerns of delegates.
One feature of regular compliant is the space and comfort of the seating for delegates.
For health and safety reasons seating must be in blocks with a minimum spacing between blocks.
Conference arrangements staff aim to get the best possible lay out but are reliant on having an accurate picture of precisely how many will be attending. It is therefore, in delegates interests to ensure they register by the requested date.
For 2008, we have found an alternate supplier of seating, which we hope delegates will find provides greater comfort.
Conclusion
In summary:
- We continue to work on the accuracy of central records and effective branch structures
- We retain the current delegation formula
- Monday to Friday remains the best option for Group and National Conferences
- Concerns about the closure of the Brighton Centre have eased
- More venues will be explored during 2008
- We will continue to investigate savings in publications and postage.
Conference is the supreme policy making body and a union is always stronger when decisions affecting members are based on that important principle of union democracy.
Any change to the size of conference will require a two thirds majority of voting delegates who will want to assess the impact upon branch representation and the conduct of conference business.
Branches will wish to consider this report and the options it sets out.
Chris Baugh, assistant general secretary
PCS poll
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