<p> World Blind Union Office 1929 Bayview Avenue Toronto, ON M4G 3E8</p><p>Telephone: 1-416-486-9698 Fax: 1-416-486-8107 E-mail: [email protected] www.worldblindunion.org</p><p>WBU Internal Procedure</p><p>Hosting of WBU Officers & Executive Meetings Guidelines & Check List</p><p>Author: Penny Hartin, CEO Approval: October 2007 - Executive Committee London, England</p><p>Executive Summary</p><p>A checklist and guidelines to be used to inform local host organizations about the requirements for hosting WBU Officers and Executive Committee meetings. A sample registration form is included.</p><p>Purpose of Guidelines These guidelines are intended to inform the local host organization about the requirements for hosting WBU Officers and Executive Committee meetings and to set out mutual expectations for arranging the meetings.</p><p>In order to facilitate the process for local organizers, as well as for those travelling to the meeting, the President will finalize the schedule of meetings as early as possible, but no later than five months prior to the meeting. </p><p>Accommodations The host organization is responsible for securing hotel accommodations for delegates and guests. In order to secure best possible rates, it is preferable for the host to book hotel accommodation early – as soon as possible following confirmation of the meeting dates and approximate number of attendees. Normally the host will book rooms on behalf of delegates. It is acceptable to request delegates to provide a deposit for their first night accommodation either by major credit card or wire transfer. Hotels must be willing to accept major credit cards for settlement of accounts by delegates.</p><p>Other issues to consider regarding hotel bookings: it is recommended that breakfast be included in the hotel rate, although depending on the hotel, this is not always possible. Some delegates use guide dogs and so the hotel must be informed of this and confirmation provided that guide dogs will be accepted.</p><p>The meetings may be held either at the premises of the host organization or the hotel. This decision is at the discretion of the host organization based on meeting room requirements, availability and suitability of meeting space, travel arrangements to and from the hotel and so forth.</p><p>Letters of Invitation for Visa requirements Many countries require entry Visas for travellers from various countries of the world, particularly for those travelling from developing countries. The host organization will need to issue formal letters of invitation, generally on their organization’s letterhead, to the individual traveller in order to facilitate this visa process. It is the responsibility of the individual travelling to inform the host organization of their Visa requirements and details to be included in their letter of invitation. A fax copy of the letter of invitation is generally acceptable.</p><p>Transportation The provision of transfers for delegates to and from the airport is helpful but not a requirement unless there are safety and security concerns that indicate special transportation arrangements. It is helpful to provide delegates with information about approximate travel times from the airport to the hotel as well as the approximate cost.</p><p>2 Social events/tours/local activities One of the primary reasons that the WBU meets in different parts of the world is to get to know our local hosts and learn about programs offered to blind and low vision persons in the area. Therefore, it is always appreciated when optional tours of local programs are offered as well as a social event that includes representatives from the local organization. Often these events are hosted by the local organization(s); however the WBU is open to cost sharing as appropriate.</p><p>It is often helpful for the host to arrange for volunteers to be available to assist with these activities as well as other aspects of the meeting. It is particularly helpful if volunteers can be available to provide assistance if any meals are served buffet-style, and during the breaks. Also, many delegates attend the meetings without a guide and thus the availability of volunteers to accompany delegates to make minor purchases, for example, is very much appreciated. </p><p>Financial Arrangements The cost of hotel accommodations, meeting rooms, meals and break costs should be communicated with the President and Treasurer before any contract is signed. Normally the host sponsors the cost of meeting rooms and breaks, but where this is problematic, then the WBU may support this cost. In addition, the Treasurer will make arrangements with the Host for payment of accommodations and meals for sponsored delegates. All non-sponsored delegates will be responsible for paying their own accommodations and meal costs.</p><p>The host organization should prepare a budget outlining costs for accommodations, meals, breaks, transportation if applicable and other costs and submit it to the Treasurer for approval at least three months prior to the meeting. The budget should include costs for all items and indicate those which will be borne by the host organization and those borne by the WBU.</p><p>MEETING CHECKLIST</p><p>Accommodations  Hotel rooms blocked  Hotel acceptance of guide dogs</p><p>3  Rooming list provided to hotel  Meetings rooms booked  Arrangements made for set up  Arrangements for microphones (including at least one cordless) for Officers/Executive committee meeting  Availability of Internet/WIFI  Electrical power for participant equipment during meetings  Break refreshments</p><p>Delegate support  Registration form sent  Invitation letters issued for Visas  Airport transfers arranged (if being provided)  Agency tours arranged  Social event  Communication with delegates regarding local arrangements  Recruitment of volunteers to support meeting  Invitation to Honorary Life Members & Louis Braille Medallion recipients from Region to social event  Invitation to Gold, Diamond and Platinum Sponsors from Region to social event</p><p>Communications with President/Treasurer/treasurer/CEO  Meeting budget (3 months prior to event)  Hotel accommodations proposal  Payment requirements</p><p>SAMPLE REGISTRATION FORM</p><p>NAME: COUNTRY OF RESIDENCE: </p><p>EMAIL ADDRESS:</p><p>TELEPHONE:</p><p>MOBILE TELEPHONE:</p><p>MEETINGS YOU ARE PARTICIPATING IN: Committee Delegate__Observer__</p><p>4 Committee Delegate__Observer__ Committee Delegate__Observer__ Committee Delegate__Observer__</p><p>Will you be accompanied by a guide or interpreter? Yes No </p><p>Name of guide/interpreter</p><p>Will your guide be attending meetings with you? Yes No</p><p>Arrival and Departure Information</p><p>Arrival Date: Time: Airline & flight no: </p><p>Departure Date: Time: Airline & flight no: </p><p>Accommodation Requirements Please indicate the following re your hotel requirements:</p><p>Name: Arrival date: Departure date: Type of Room: Single ____ Double ______Sharing with </p><p>Smoking_____ Non-Smoking____</p><p>Do you have any special requirements?</p><p>Are you travelling with a guide dog?</p><p>Do you require an official invitation letter to obtain an entrance Visa? If so, please email requirements separately.</p><p>5 Payment Information (Include if appropriate) A one night’s deposit will be charged to your credit card or must be sent via wire transfer to the account indicated below:</p><p>Credit Card type: Credit Card number: Name on card: Expiry date:</p><p>Bank wire transfer information:</p><p>Please return this registration form by ______by email or fax to: </p><p>6</p>