PROTOCOL AND GENERAL GUIDELINES FOR HOSTING OF CARIBBEAN PUBLIC SERVICES ASSOCIATION ANNUAL CONFERENCE
Introduction
The CPSA Annual Conference is hosted by affiliates on a rotating basis, and in the territory of the sitting President. Conference is a convergence of Public Service Unions of the Caribbean region and has become a conduit for promoting regionalization and a powerful medium for building solidarity among these Unions. Over the years there has been variations in the organizing and hosting of conference, a situation which lends itself to less inclusion and belonging by affiliates. The Conference is required to be pitched at a sustained elevation with components so uniformed consistently suspended by some core values and benchmarks; un-deterred by location or host. These guidelines are intended to help in removing that perception by setting standards which can be followed by all.
SECRETARY GENERAL OF CONFERENCE
Article 4 of the standing orders of the CPSA conference states that the General Secretary shall act as the Secretary General for the Conference which means that he/she has full responsibility for that event. The affiliate(s) hosting conference is therefore required to give unwavering support to the General Secretary and to cooperate with him/her in the organizing and implementation process. Therefore they are required to collaborate in putting together all aspects of the programmes. Final approval shall be given by the General Secretary guided by the Executive Committee.
The General Secretary is guided by Article 7(1) of the standing orders which states in part; that a final conference agenda shall be adopted by the first working session of conference.
CONFERENCE ORGANIZING COMMITTEE (COC)
Immediately following the conclusion of conference the affiliate which is suppose to host the next conference shall ensure the establishment of a Conference Committee which shall be chaired by its President or his/her nominee. This committee shall meet as frequently as possible to plan for conference and the Chairperson shall keep the General Secretary updated on the outcome of meetings. He/she shall also be informed or advised of situations or development which may affect the successful hosting of Conference, and shall take steps to address that issue, and if necessary to advise the Executive of the need to change the venue.
No later than six (6) months prior to Conference the COC shall provide the General Secretary with a Budget.
The General Secretary shall liaise with the COC in proposing a theme and sub-theme and identifying resource persons and affiliates for the various conference workshops and forums, as well as proposing registration fees and other costs to participants/observers attending Conference.
No later than 3 months prior to Conference the General Secretary shall ensure that the draft conference programme is made available to all affiliates for their feedbacks and comments.
The printing of all conference documents shall be the responsibility of the host affiliate, who shall also be responsible for identifying and informing affiliates of hotel accommodation, local transportation arrangements, conference venue and social activities.
The COC shall liaise with the General Secretary regarding the recording of minutes, and shall ensure that same are submitted to the General Secretary at most two (2) months following the conclusion of Conference. The COC shall appoint liaison officers to each delegation.
ROLE OF LIAISON OFFICERS
Liaison Officers shall ensure that members of the delegation to whom they are assigned are provided with adequate information of local situations to assist in making their visit enjoyable and with little or no mishaps. They shall assist with return travelling arrangements, and shall provide information with regard to shopping, banking transaction, health services and other pertinent matters.
OFFICIAL INVITATIONS TO GUESTS AND SPEAKERS
This is the responsibility of the General Secretary; however to expedite the process he may delegate that responsibility to the host affiliate.
REGISTRATION
The COC shall ensure that registration of Conference participants is done at a time and in a manner which will not create any obstruction or disruption or delay to Conference. The Head of delegation or his/her nominee shall be responsible for registration of participants and payment of the registration fee.
The President and the General Secretary of CPSA are exempted from paying registration fee.
CONFERENCE MATERIAL
The COC shall package and issue conference materials (e.g. Minutes, Financial Statements, Newsletter/Magazine, Stationery, T-shirts, etc) to registered delegates and observers.
HEAD OF DELEGATION
The head of delegation shall be determined by each affiliate and if not the President or General Secretary of the Union, the person so appointed shall be offered similar courtesies deserving of a President.
The Head of Delegation shall be briefed by the President and General Secretary of CPSA of relevant changes to Conference matters. He/she shall bring greetings to Conference at the formal opening ceremony and shall ensure that his/her Union’s delegates are in attendance throughout Conference and take part in voting.
He/she shall bring to the attention of the General Secretary any matter which in any way affects his/her delegation.
He/she shall ensure that members of his/her delegation abide to Conference Standing Orders and all other rules and established practices.
TRANSPORTATION TO & FROM AIRPORT
The host affiliate shall make local arrangement to transport delegates to and from the airport.
Affiliates wishing to make alternate arrangement shall inform the host no later than one month prior to conference.
PUBLIC RELATIONS
The host affiliate shall coordinate all local publicity and promotion with regard to Conference. It should ensure as far as possible both the President and the General Secretary of the CPSA that are involved in any media engagement which forms part of conference activities.
PAYMENT OF AFFILITIONS
Affiliates are strongly discouraged from making payments of affiliation fees at conference. This should be paid in advance of conference and in accordance with the provision of the constitution.
