Executive Council Meeting / Presidents’ Conference of September 2025

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

Re: Executive Council Meeting / Presidents’ Conference of September 2025

The above-mentioned meetings will take place at the Ottawa Marriott Hotel at 100 Kent Street, Ottawa according to the following schedule.

Executive Council Meeting:

• The Executive Council meeting will be held from Monday, September 15 to Wednesday, September 17, 2025, in the Cartier III room (lower level). The arrival of the Executive Council Officers will be on Sunday, September 14^th and the departure on Sunday September 21^st.
• 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 25^th to Guylène Lepage at Lepageg@ute-sei.org.

Presidents’ Conference:

• The September 2025 Presidents' Conference will be held in a hybrid format (in person and virtual) from Thursday, September 18 to Saturday, September 20, 2025. The arrival of the participants will be on Wednesday September 17^th and the departure on Sunday September 21^st, no later than noon.
• For delegates/observers attending in person, the Conference will be held in the Victoria Ballroom of the Marriott Hotel. The hospitality suite will be in the Summit – level 29.
• 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 18^th from 1:15 pm to 5:00 p.m. (EST).

Friday September 19^th and Saturday September 20^th from 9:00 a.m. to 5:00 p.m. (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. (EST).

**Local Presidents

Agenda items, motions and supporting documentation

• Please send the agenda items and supporting documentation by no later than Monday, August 18^th 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 11^th.

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 Tuesday August 18^th 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 19^th.
• For claims received after that deadline, a cheque or direct deposit will be processed in the week(s) following the conference. Cheques that are mailed usually arrive in the mail within 10 business days.
• Monies paid by direct deposits 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 Monday August 11^th.
• 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 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 and Friday.
• Please be reminded that Emergency Information Forms will be available at the conference at the front table. If you have changes since your last submission or if you have not previously completed one, we encourage you to fill out a new form. Kindly return the completed form to Guylène Lepage at the start of the conference.
• We will provide a snack 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 Tuesday, August 12^th.
• Should a delegate/substitute/observer have to cancel participation, kindly inform Guylène Lepage at Lepageg@ute-sei.org  as soon as possible.
• All UTE events are scent - free.