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JOINT CPA UK/BG IPU INTERNATIONAL PARLIAMENTARY CONFERENCEON GENDER AND POLITICS (6-8 NOVEMBER 2012)CONFERENCE INFORMATION FOR NOMINATING PARLIAMENTS AND DELEGATES1. INTRODUCTIONFrom6-8 November 2012the United Kingdom Branch of the Commonwealth Parliamentary Association (CPAUK) and the British Group of the Inter-Parliamentary Union (BGIPU) will host aConference on Gender andPoliticsat the Houses of Parliament, London.Each CPA UK and/or BGIPU member legislature is invited to nominateoneMember of Parliament to attend theConference. The total number of delegate places is120.Important note:Demand for Conference places is expected to exceed those available therefore legislatures areencouraged to submit their nominationsas soon as possible.This document includes:•Information about the Conference for Nominating Parliaments and Delegates•Delegate Biographical Details Form•Delegate Travel & Accommodation Details Form2. CONFERENCE SECRETARIATAll correspondence regarding the Conference should be sent to:[email protected]Telephone: +44 (0)20 7219 5373/ Fax: +44 (0)20 7233 1202Conference Website:www.parliament.uk/genderconference2012Gender and Politics Conference Team:Joint Project Managers: Helen Haywood and Ann Hodkinson (job share)Deputy Project Manager: Sophia Ostler (programme)Conference Officers: Gabriella Liberotti (logistics) / Rachael Cox (fringe events)Conference Assistant: Fiona Richards (delegate registration)1Pages 1-7Pages 8-9Pages 10-11
3. PROGRAMMEA copy of the Conference aim and objectives is enclosed and details of the Conference programme will bedistributed to delegates in advance of the Conference. The programme will facilitate wide and varied dialogue andknowledge-sharing through briefings, presentations, plenary discussions, workshops, working groups and fringeevents in themes around gender and equality, including representation & political life, economic empowerment,education, culture and the media.
The programme format will be as follows:Tuesday 6 NovemberMorning & Afternoon sessions (0900-1800)Wednesday 7 NovemberMorning & Afternoon sessions (0900-1800)Thursday 8 NovemberMorning & Afternoon sessions (0900-1800)Lunch– includedEvening EventLunch– includedEarly evening eventLunch– includedEvening Event
4. CONFERENCE VENUEThe Conference will take place in the Houses of Parliament, London, UK.It is likely that some of the evening fringe events may be held in other venues in London.5. LANGUAGESThe Conference will be conducted in English. There will be interpretation provided in themain conference roomonlyin:•••FrenchSpanishArabic2
Interpretation will only be available during plenary sessions and certain workshops which are held in the mainconference room.Official Conference materials (programme and delegate information) will also be available in these threelanguages.Regretfully, interpretation will not and cannot be provided at any of the fringe events.6. DELEGATE NOMINATIONSTo apply for a delegate place at theInternational Parliamentary Conference on Gender and Politics,nominating parliaments should complete the enclosedDelegate Nomination Formand return it to the Gender &Politics Conference Team as soon as possible, and by no later than:Friday 27 July 2012Nominations for places received after the27 Julydeadline are unlikely to be automatically accepted.If a nominating parliamenthas not selected its delegate by the deadline,the form should still be returned,indicating this, to ensure that a place is allocated.The Conference Team will send out notification of confirmed places duringthe week beginning 30 July.Nominating parliaments/nominated delegates should please consider the following:•Delegates should have a reasonable expectation of continuing in their parliamentary careers so that their
participation in the conference is worthwhile both to themselves and to their parliament.•
Delegates are expected to arrive for the start of the programme and to participate fully to its conclusion.
Nominations will only be accepted for delegates who will attend the entire programme (including evening events).•
As the conference days are long and include evening events, delegates must possess the stamina required to
participate fully.
Travel arrangements for delegates should not be made until receiving notification of a confirmed place.
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7. ADDITIONAL PLACESIn the unlikely event of all Conference places not being filled, additional places will be allocated to parliamentswhich have expressed an interest in nominating more than one delegate. A reserve list will be established andadditional places will be allocated once selection criteria have been applied (size of parliament, no. of women inparliament, political party representation in parliament, region).Wherever possible and relevant, additional delegates should be from a different political party from the firstnomination and in the case of bicameral parliaments, from the other chamber.Parliaments allocated a second place on the Conference will be invited to nominate an additional delegate at theearliest possible opportunity.8. VISAS8.01. For countries whose nationals require a visa to enter the UK, it is advisable to apply for itas soon aspossibleafter receiving notification of a confirmed place.Please check the visa processing times and ensureapplications are submitted in good time before planned travel to the UK.Information is available from the UK Border Agency about entry requirements for the UK.www.ukba.homeoffice.gov.uk/visas-immigration/9. SUBMISSION OF DELEGATE REGISTATION FORMSDelegateswill be required to submit biographical details, a digital photo and travel / accommodation details.Please complete the enclosed forms and note the requirements for photographs before sending with yourregistration forms:Picture Size:Passport sized, 45mm high by 35mm wideResolution:300dpi (Dots per inch)File format:Windows JPG (Also known as JPEG)Filename format:Forename_Surname_DOBThe photograph should be on a white background, showing head and shoulders only.There should only be one image per file.
The deadline for submitting these details isMonday 8 October.
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10. ACCOMMODATIONAllnominating parliaments/delegates to the International Parliamentary Conference on Gender and Politics will beresponsible for bookingand paying foraccommodation in London.Delegates should expect to book accommodation for 4 nights:Monday 5 NovembertoThursday 8 Novemberinclusive.During the Conference dates, the following rates are available for Conference delegates:
TheDoubletree by Hilton Hotel London - Westminster(4 Star)http://doubletree1.hilton.com/en_US/dt/hotel/LONWMDI-DoubleTree-by-Hilton-Hotel-London-Westminster-/index.do30 John Islip Street, London SW1P 4DDTel: +44 (0)207 630 1000 Fax: +44 (0)207 233 7575Conference Rate:£215 per nightincluding VAT and breakfast
For reservations please email:[email protected]STATING THE FOLLOWING REFERENCE:ABGA12
Premier Inn London County Hall(3 Star)http://www.premierinn.com/en/hotel/LONCOU/london-county-hallBelvedere Road, London SE1 7PBTel: +44 (0)871 527 8648 Fax: +44 (0)871 527 8649Conference rate:TO NOTE:* If you wish to take advantage of the Conference rate (£157.20 per night) please indicate this on yourNominationformand we will send you a booking form which should be completed and returned to the Conference Team nolater thanFriday 5 October.The allocation of rooms available at the Conference rate will be released after thisdate. Rooms booked at the Conference rate are non-refundable 28 days prior to the first night of the reservation.Subsequent name changes will be allowed.5£157.20*per night including VAT room only(Breakfast £8.95)
BOOKING DIRECTLY WITH HOTEL: You can book rooms directly with the Premier Inn London County Hall byusing their website. HOWEVER, the market rate at time of booking will apply. Rooms can be cancelled up to 24hours before the start of the booking.Both hotels are in the vicinity of the Houses of Parliament where the Conference will be held. Transport will beprovided at both hotels to and from the Conference venue.All allocations of rooms will be released 28 days prior to the start of the Conference onMonday 8 October 2012.Any parliament that has not arranged accommodation for their delegate before this date will not benefit fromnegotiated rates at the official hotels and availability of accommodation cannot be guaranteed. This is a busyperiod in London and available accommodation in Westminster is likely to be limited and expensive.In no circumstances will CPA UK/BGIPU guarantee rooms or accept liability for cancellations and no shows.11. FUNDINGNominating parliaments/delegates will be responsible for:•••••Booking and paying for accommodationTravel to and from the UKTransport to and from the UK point of arrival and their London hotelAll subsistence costs outside the official programmeAll Personal expenses during the Conference period (laundry, telephone, room service, bar bills etc.)
12. SPOUSES/ACCOMPANYING PERSONSCPA UK/BGIPU do not invite spouses, children or accompanying persons to attend its events.
13. WITHDRAWALS & LIABILITIESNominating parliaments are requested to inform CPA UK/BG IPU immediately if a delegate cancels or will notarrive as scheduled for any reason. Please note that once nominating parliaments have committed to delegateattendance at the Conference and arrival details have been received, any cancellation fees or liabilities incurred bythe conference hosts as a result of a delegate failing to arrive or departing early will be passed on to the nominatingParliament for reimbursement to CPA UK/BG IPU. In accepting a Conference place the nominating parliamentaccepts all such liabilities.6
14. SUMMARY OF KEY DATES:JULY:Friday 27week beginning 30OCTOBER:Friday 5Monday 8Premier Inn booking form return deadlineAllregistration forms return deadline including:•••Monday 8Delegate biographical detailsDelegate travel detailsPhotoNomination form return deadlineConference Team to send out notification of confirmed places
Deadline for booking theDoubletree by Hilton Hotel London –
Westminsterat Conference rateAll unallocated accommodation at conference hotels at conference rates will bereleasedNOVEMBER:Monday 5Tuesday 6 –Thursday 8Friday 9Conference arrival day (registration opens at Conference hotels)Conference ProgrammeConference departure day
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