BC First Nations Community Economic
Development Forum

“Restoring a Working Culture”

January 17 & 18, 2007

Eligible Travelers

Attendance at the forum is by invitation only and is non-transferable.  Only approved travelers representative of B.C. First Nations and Tribal Councils will have travel costs reimbursed.  Due to the nature of the Forum we ask that all participants be prepared to attend the full two-day event.

Invited travelers are:

• First Nation Bands – two (2) representatives who are either the Chief or a Councilor (Band leadership)

• Tribal Council – one (1) representative who is on the Board of Directors AND is not a staff member (i.e., executive administrator, program manager).  This representative must be from the Tribal Council's member Bands chief and council - it can not be a staff member.

 ***At this time, the forum is unable to accept attendance application by invited guests – i.e., non-Chief and Council or Tribal leadership.

Deadline – Registration and Air Travel Booking

The deadlines for participation in the forum are:

• CLOSED on January 12, 2007 at 4:30 p.m.– Check this website on January 14, 2007 to see if you've been registered.

Questions

Questions can be directed by email to:  bcforum@designingnations.com  

Getting to the Forum

Travelers must travel using the most economical travel form.

1.      GROUND TRAVEL – when traveling by ground, you will be paid mileage based on the attached rate sheet.  Distance will be set using on-line travel distances to/from Vancouver (i.e., Merritt to Vancouver return).

2.      AIR TRAVEL – will be paid directly by the event Hosts through the official Forum travel agency.  Air travel will be booked at lowest fare (no first, executive or business class travel is permitted) to have you arrive no sooner than the evening / afternoon of January 16 and departing after the forum on January 18 departing the hotel after 3:30 p.m. – to arrive home on January 18 (as possible).

     Once your completed registration is received, please contact the forum coordinators (tel 604-913-1905) to get information on how to book your air travel.

YOU MUST USE OUR FORUM TRAVEL AGENT

3.       OTHER TRAVEL AGENCIES – Air travel booked with other travel agencies is not eligible for refund.

4.       TRAVEL CHANGES – once air travel is booked you are responsible for paying any change fees – this is non-refundable.  The travel agent will request you pay all change costs directly at the time of request.

5.       BOAT / FERRY TRANSPORTATION – please produce the receipt when you register at the forum and indicate if it is one-way or return transportation.

6.       HIGHWAY TOLL – please provide the receipt when you register at the Forum.

7.       RENTAL VEHICLES – are non-eligible for reimbursement.

8.       FLYING VS DRIVING – all delegates whose travel is being reimbursed must travel by the most economical form.  If you choose to drive and air travel is less expensive than ground travel (i.e., meals, mileage, and accommodation) then the lowest economical air travel rate will be paid.  For example, someone traveling from Williams Lake is required to travel by air; if the lowest available fair as identified by the Coordinators is less than the cost of ground travel then the lowest air fare rate will be paid.

9.       EXTENDING YOUR STAY – should you wish to arrive or depart Vancouver on days earlier than January 16 and later than January 18, you may request the travel agent book your flight accordingly.  Extra costs are the traveler’s responsibility (i.e. additional nights, meals, parking, etc.).

Accommodations

10.   BOOKING ACCOMMODATIONS – your accommodations (including applicable taxes) will be booked and paid directly by the forum at the BEST WESTERN RICMOND HOTEL & CONVENTION CENTRE, 7551 Westminster Highway, Richmond, B.C. where the Forum is held.  In most cases, accommodations will be booked for two nights arriving January 16 and departing January 18, 2007, unless flight availability dictate otherwise.

11.   CHECK-IN DEPOSIT – when you check-in at the hotel, you will be asked to provide a credit card for security for extra costs (i.e., access to telephone, internet, restaurant charges, etc.).  If you do not have one, you will be required to provide a CASH deposit of $25.00 per night; any unused balance will be returned to you at checkout.

12.   OTHER ACCOMMODATIONS – pre/post event – during the event, accommodations at other facilities (private or public) is not eligible.  Should travel dictate extra nights accommodations be provided (i.e. air transportation schedules or distance), approval must be obtained in advance.

13.   ROOM PREFERENCE – when registering for the forum, please indicate your room preference.  Rooms are for single/double occupancy, non-smoking/smoking (there is a limited number of ‘smoking’ rooms available).  Extra charges are the traveler’s responsibility (i.e., telephone, movies, incidentals, internet, special services, etc.)REMINDER: Coordinators will book your accommodations directly.

Getting to / from Vancouver Airports

14.   AIRPORT SHUTTLE – Travelers are required to take the Best Western complimentary airport shuttle from:

• Vancouver Airport – runs every 15-minutes

• Vancouver Airport South Terminal – call the hotel upon your arrival to arrange for pickup – tel. 604-273-7878.

15.   GROUND / TAXI TRANSPORTATION TO / FROM THE VANCOUVER AIRPORT AND BEST WESTERN RICHMOND HOTEL – will not be reimbursed.

16.   HOMETOWN AIRPORT PARKING – a receipt must be provided when you register for the forum.

Driving?  Parking at the Best Western Richmond Hotel

17.   HOTEL PARKING – If you are driving to the Forum, parking may be provided complimentary by the hotel.  Please indicate on your registration form to allow the event Coordinates to arrange for advance complimentary hotel parking or to get approval for reimbursement of parking as an allowable cost.

Meals and Incidentals

18.   MEALS – meals not included in the forum will be paid at federal government per diem rates (receipt not required) using the departure/arrival times for eligibility.  Meals provided at the forum that are not eligible for per diem are:

• January 17 – continental breakfast, buffet lunch, two refreshment breaks and dinner banquet (plated service)

• January 18 – continental breakfast, buffet lunch, two refreshment breaks

 19.   SPECIAL FOOD REQUIREMENTS – Forum menus have been developed to accommodate diabetic and pre-identified food allergies (if you have food allergies, please indicate this on the invitation confirmation form).

20.   INCIDENTALS – no incidentals will be covered.

Travel Reimbursement Payment – On-Site

21.   TRAVEL REPAYMENT – Reimbursement / payment of pre-approved eligible costs will be paid on-site – visit the registration desk beginning January 17 afternoon to pick up your organization’s travel cheque (one cheque will be issued per organization – i.e. where there is more than one approved traveler per organization).  At that time, you will be asked to sign an “Individual Letter of Agreement” (ILA) confirming that you are the traveler and the travel costs are valid.

22.   CHEQUES PAYABLE TO – cheques will only be made payable to the Band or Tribal Council you are representing, not to individual travelers.

Travel Rates

23.   The following travel rates will apply to all approved travel where travel begins or ends after the time indicated.

       Breakfast....................... $12.50          9:00 a.m.

       Lunch.............................. $12.00       12:00 noon

       Dinner............................. $33.60        6:00 p.m.

       Mileage.......................... $0.475         per km

*Rates include applicable taxes

24.   ACCOMMODATIONS (outside area) – must be pre-approved and must not exceed $99 per night single/double occupancy plus taxes.

O'Neil Marketing & Consulting and Numa Communications Ltd.

#409-100 South Park Royal, West Vancouver, BC  V7T 1A2     Tel (604) 913-1905     Fax (604) 913-1906    Email:  info@designingnations.com

Last revised: September 7, 2008