Executive Council Meeting / Presidents’ Conference - September 2023

To: Executive Council 
Alternate Regional Vice-Presidents 
Local Presidents 
UTE Staff

Re: Executive Council Meeting / Presidents’ Conference - September 2023

The above-mentioned meetings will take place at the Delta Hotel at 101 Lyon Street, Ottawa according to the following schedule.

Executive Council Meeting:

The Executive Council meeting will be held from Tuesday, September 19 to Wednesday, September 20, 2023, in the Panorama room. The arrival of the Executive Council Officers will be on Monday, September 18th, and the departure on Sunday September 24th.

• Please take note that the meeting will be held in person from 9:00 a.m. to 5:00 p.m. Eastern Standard Time (EST). There will be a lunch break from 11:45 a.m. to 1:15 p.m. and health breaks from 10:15 a.m. to 10:30 a.m. and 3:00 p.m. to 3:15 p.m.  
• Executive Council Officers, please send your reports, motions, agenda items, and supporting documentation by no later than Monday, August 28th to Guylène Lepage at Lepageg@ute-sei.org.

Presidents’ Conference:

• The September 2023 Presidents' Conference will be held in a hybrid format (in person and virtually) from Thursday, September 21st to Saturday, September 23, 2023. The arrival of the participants will be on Wednesday, September 20th and the departure on Sunday, September 24th no later than noon.
• For delegates/observers attending in person, the Conference will be held in the International Ballroom of the Delta Hotel. The hospitality suite will be in the Pinnacle – Penthouse Level.
• For delegates/observers who are participating virtually, the link will be sent to you the week prior to the conference.
• Please take note that the hours of the conference (in both formats) will be: 
  Thursday, September 21st from 1:15 to 5:00 p.m. (EST). 
  Friday September 22nd and Saturday September 23rd from 9:00 a.m. to 5:00 p.m.
  There will be a lunch break from 11:45 a.m. to 1:15 p.m. and health breaks from 10:15 a.m. to 10:30 a.m. and 3:00 p.m. to 3:15 p.m.  (EST)

**Local Presidents

Agenda items, motions and supporting documentation

• Please send the agenda items and supporting documentation by no later than Monday, August 28th to Guylène Lepage at Lepageg@ute-sei.org to ensure translation and distribution in each participant’s conference kit.
• A short summary of your items is required. The summary will be transcribed in the minutes as submitted.

Hotel room reservations

• The Local Presidents are automatically registered as delegates. Hotel accommodations are made for you and will be charged to a master account. You are responsible, however, to pay your own personal and incidental expenses.
• For those Local Presidents who are not attending the conference, please make sure to notify Guylène Lepage at Lepageg@ute-sei.org of the name of your alternate no later than 12:00 p.m. on Monday August 28th.

Virtual participation

• For delegates who chose to participate virtually, please inform and submit a personal email address to Guylène Lepage at Lepageg@ute-sei.org no later than 12:00 p.m. on Monday August 28th to ensure that we do not make a room reservation on your behalf and to also make sure that you effectively receive the link to participate at the conference.

Expenses

• An advance cheque or an electronic transfer of funds will be sent to you under separate cover. All other monies owed will be paid at the conference if an expense claim is submitted prior to 11:45 a.m. on Friday, September 22nd.
• For claims received after that deadline, a cheque or direct deposit will be processed the following week. Cheques that are mailed in the week following the conference usually arrive in the mail within 10 business days the following week.
• Monies paid by direct deposit are usually processed on the same day, and depending upon your financial institution, are usually deposited to your account on the day that the transfer has been completed.
• UTE will not pay any per diem to delegates attending the Presidents' Conference virtually as they will be attending from home.

**OBSERVERS

• Locals wishing to bring to Ottawa or virtually register an observer(s) to the Presidents’ Conference are required to submit the name(s) and personal email address(es) directly to Guylène Lepage at Lepageg@ute-sei.org no later than 12:00 p.m. on August 14th.
• Guylène Lepage will respond to each email request to ensure that all observers are registered, and that hotel accommodation is done accordingly or that the link is transmitted. Please contact her if you do not get a response.
• Hotel reservation requests received after this date will be subject to hotel space availability.

Please take note of the following important details:

• For any changes with your reservations, please contact Guylène Lepage at Lepageg@ute-sei.org.
• You are reminded that the Presidents’ Conference ends at 5:00 p.m. on Saturday.  All delegates are required to attend until the official adjournment. For those attending the conference in person, any early departures that are not approved by the President or Vice-President responsible for Finance may result in the loss of per diem.
• For delegates attending the Presidents' Conference, UTE National will reimburse the full day's salary for Thursday & Friday.
• You are reminded to complete the Emergency Information Form that will be included in your information package at the conference and return it to Guylène Lepage at the beginning of the conference.
• We are arranging for individually prepared snacks for participants in the hospitality suite on Wednesday night. Should you have any dietary restrictions or limitations, please advise Guylène Lepage by email at Lepageg@ute-sei.org no later than Friday, September 8th.
• Should a delegate/substitute/observer have to cancel participation, please inform Guylène Lepage at Lepageg@ute-sei.org as soon as possible.
• Please note that depending on the progression of pandemic variants, the wearing of a mask may become mandatory.
• All UTE events are scent-free.

In Solidarity,

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Marc Brière
National President