UNITERRA LEADERSHIP MEETING 2015 LOGISTICS GUIDE

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1 UNITERRA LEADERSHIP MEETING 2015 LOGISTICS GUIDE Dear Leadership Meeting participant, Congratulations on representing your Local Committee at this year s Leadership Meeting! Sponsored by the Uniterra Program, every year the Leadership Meeting brings together over 75 youth leaders from our Canadian Local Committee network to train and build their leadership skills with WUSC. Please read this logistics guide carefully as the following information is very important for your arrival and participation at our 3 day meeting. IN THIS GUIDE: 1. LEADERSHIP MEETING TRAINING OVERVIEW 2. OTTAWA ARRIVAL, REGISTRATION AND DEPARTURE INFORMATION 3. ACCOMMODATION 4. MEALS 5. TRAVEL ARRANGEMENTS FOR ALL 6. USEFUL ADDRESSES AND EMERGENCY CONTACTS 1. LEADERSHIP MEETING TRAINING OVERVIEW Leadership Meeting 2015 is from Saturday, August 22 nd to Monday, August 24 th in Ottawa-Gatineau. While students will be staying overnight at the University of Ottawa residences, conveniently located in the heart of downtown Ottawa, training will be held every day at the Université du Québec en Outaouais (UQO) in Gatineau, Quebec. Every morning participants will be bussed as a group from the University of Ottawa to the beautiful UQO campus in Gatineau that has great training facilities and outdoor space to hold our hands-on workshops and leadership sessions. The UQO campus is a 15 minute bus drive from the University of Ottawa. Participants are expected to be in Ottawa on Friday, August 21 st in order to register on site between 4pm and 9pm and be ready to begin training the following morning at 7:50 AM sharp. If you think you will be arriving later than 9:00 PM on Friday, August 21 st please contact us at campus@wusc.ca. More detailed information on the Leadership Meeting schedule will be given to you in the coming weeks. This guide will give relevant logistical information for your arrival to Ottawa, registration, as well as accommodation and meals. 1

2 2. OTTAWA ARRIVAL REGISTRATION AND DEPARTURE INFORMATION Arrival in Ottawa: All participants are expected to arrive in Ottawa on Friday, August 21 st in the late afternoon/evening. Registration Friday night for all participants: You are asked to register in person between 4pm-9pm at the University of Ottawa Residence Complex (90 University Private: Click for a map and address) where you will be staying if you have travelled from out of town. Our WUSC Campus Engagement team will be near the front desk to greet you and get you set-up for the next three days! It is also your first opportunity to meet other participants. We will provide registered participants with a pizza dinner on site, starting at 6pm. Ottawa-Gatineau area participants are also invited to register Friday night and to eat with us. Those who must arrive after 9:00 PM due to travel arrangements (i.e. flights or bus that arrive to Ottawa later than 9pm) will receive instructions at the University of Ottawa Residence Complex front desk when they get in. An envelope with instructions will be left with your name on it please ask for it at the front desk. IMPORTANT: All participants should register between 4:00 pm and 9:00 pm on Friday, August 21 st. A registration desk will be set-up in Lounge 140 (past the main reception desk see address below). University of Ottawa Residential Complex, 90 University Private Ottawa (ON), K1N 6N5 NB: Instructions for inner-city traveling from the Ottawa Bus Station, the Ottawa Train Station, or the Ottawa Airport to the University of Ottawa will be provided in a separate document. Departure from Ottawa to hometown: Leadership Meeting officially ends at 3pm on Monday, August 24 th. The large majority of participants will be bussed back to the University of Ottawa where they will make their own way to their separate departure location (mainly the bus station or airport) via local transportation. A few participants whose flights or bus departures are closer to 3 pm and that will need to leave Leadership Meeting a bit early will share a coordinated taxi from UQO, the site of Leadership Meeting 2015, to their shared departure location (mainly bus station or airport). The WUSC Campus team will arrange the taxis for you: you will be given more information about this during the training. 2

3 3. ACCOMMODATION For out-of-town participants: Out-of-town participants for the 2015 Leadership Meeting will be staying at the University of Ottawa Marchand Residence, connected to the Residential Complex (same address as the Friday registration see page 2 of this document). The majority of participants will be sharing a double room with another participant of the same gender they identified in the registration form. As there will be many participants staying at the University of Ottawa residences, we ask that everybody is respectful of the rooms and building, and of one another s personal space. Noise should be kept to a minimum, particularly after 11pm. Please remember to be respectful, particularly if you will be arriving in your room late at night: you are sharing your space with another individual. It is possible to arrive earlier than Friday or to stay longer than Monday in Ottawa, but please note that you will be responsible for your own accommodation and expenses until the Leadership Meeting begins Friday evening and ends on Monday afternoon. WUSC Campus will not coordinate any accommodation logistics outside of the training days. About the accommodation residences: The University of Ottawa Student Residences is ideal for our participants, as they are conveniently located in the heart of downtown Ottawa and are within the budget of this national training sponsored by a major Canadian development program, Uniterra. The double rooms are furnished with one or two single beds, a desk and chair, and an armoire for each guest. These residences are not air-conditioned and have separate men s and women s washrooms on each floor. Towels, bed linen, shampoo and hand soap are provided. You have access to a large laundry room ($) located on the main floor and a common kitchen area with stove-tops and microwaves. Each room is equipped with a telephone with free local calls and high-speed Internet connectivity. For Ottawa-Gatineau area participants: There is no planned overnight accommodation for participants who live in the Ottawa-Gatineau region. Participants are however warmly invited to join all out-of-town participants for breakfast every morning at the University of Ottawa at 7am but they will need breakfast tickets to access the cafeteria. You can pick up your breakfast tickets at the Registration desk on Friday evening (see page 2). Following breakfast, a bus will depart from the University of Ottawa Marchand Residences (90 University Private) every morning at 7:50 am sharp to head to the Leadership Meeting training site in Gatineau. Ottawa-Gatineau area participants are strongly encouraged to take the bus with other participants to ensure they arrive on time. If they miss this bus, they will be expected to make their own way at their own cost to Leadership Meeting training site. 3

4 4. MEALS Fair Trade coffee and tea health breaks and lunches will be provided throughout the Leadership Meeting training hours (2 breaks and one lunch per day). We will have taken into consideration any dietary needs you have indicated in your online registration form. Water will be accessible throughout the training. We strongly encourage all participants to bring a travel mug and reusable water bottle to minimize our environmental impact during our three days of training! Evening meals: Participants from out of town will receive a modest per diem (allowance) amount of $15 per night for evening meals (Saturday and Sunday) at their down discretion. Those with late-departing evening flights on Monday will receive an additional evening meal per diem/allowance. You will receive a personalized letter explaining your per diem allocation when you register in person Friday night: not all members will receive the same per diem amounts due to the various scheduling of long-distance traveling. If you have questions once you receive your allowance details, please see a WUSC staff member. 5. TRAVEL ARRANGEMENTS FOR ALL WUSC will arrange and/or reimburse your mode of transportation depending on how far away you are located from Ottawa. Participants who live more than 850km away from Ottawa (by ground transport) are eligible for a flight. Please review which situation applies to you below: 1) TRANSPORTATION BY BUS Participants residing less than 850km away from Ottawa (by ground transport), will be eligible for bus transportation (this applies to members residing in parts of Ontario and Quebec). If you are taking the bus to Ottawa, you will need to make your travel arrangements yourself and pay for the ticket up front. NB Please use your student card for a student discount: Every year, savings on travel bookings permit us to ensure more students can attend our national training! Please make sure your bus arrives in the early evening on Friday, August 21 st, so that you may register with us the night before Leadership Meeting begins. Keep your receipt and we will reimburse you as soon as possible after the Leadership Meeting. We will not be able to reimburse bus tickets without receipts under any circumstances. If you wish to take the train or a car (see page 5 for car) and you live within the 850 km eligibility radius from Ottawa (including Toronto) we will only reimburse you the cost equivalent to that of a student bus ticket, and you will pay the difference in cost if there is any. This follows standard Canada Revenue Agency rules that WUSC must follow. PLEASE NOTE: We will not cover taxis or public transportation from your house to your main point of departure towards Ottawa (e.g. from your house to the Bus Station or Airport in your hometown). This applies for your return trip as well (main point of arrival in your home city to your house). 4

5 2) AIRPLANE **Please read the following instructions carefully** Participants residing more than 850km away from Ottawa (by ground transport) are eligible to travel to Leadership Meeting 2015 by flight. WUSC has its own travel agency through which air travel arrangements are made. Over the course of the summer, if we have not already, we will be contacting those participants who are eligible to travel to Ottawa by flight with a possible travel itinerary. You are responsible for approving this itinerary within 24 hours so that we can go ahead and book the tickets. Please check your and answering machines regularly over the next few weeks so we are able to contact you when needed. Once your flight itinerary is confirmed, you will receive your ticket electronically. This e-ticket will be your airplane ticket. Print a copy of your ticket and bring it with you to the airport along with a valid government-issued ID (with photo identification) with you to the airport that matches the name on the ticket. ***Please keep your boarding passes as you will be asked to provide them. Missing your flight: If you miss your flight, we encourage you to try and reschedule for the next available one directly at the airport. Any cost incurred for changing this flight will be your responsibility. We will not cover fees for changing a flight. Make sure you double-check your travel details and arrive early (at least one hour in advance) to avoid this unfortunate situation! Baggage Space and Fees: IMPORTANT! Baggage fees are not covered by WUSC. We encourage you to use a carry-on luggage to avoid having to pay up front for this cost. If you choose to pay for a checked luggage at the airport, it will be at your own cost. Remember to pack light and to leave some room in your baggage to bring back a hefty WUSC package with you (promo material and WUSC t-shirts). For most domestic flights, you are entitled to 2 carry-on baggage (1 standard item and 1 personal item). It is however your responsibility to double-check the airline s policies around luggage. PLEASE NOTE: We will not cover taxis or public transportation from your house to your main point of departure towards Ottawa (e.g. from your house to the Bus Station or Airport in your hometown). This applies for your return trip as well (main point of arrival in your home city to your house). 3) TRANSPORTATION BY CAR If you are driving to Ottawa, we will cover travel costs at a rate of.32$/km. We will only reimburse the cost incurred if it is equal or less than the cost of a bus ticket (at student rate). 5

6 PLEASE NOTE: We will not cover taxis or public transportation from your house to your main point of departure towards Ottawa (e.g. from your house to the Bus Station or Airport in your hometown). This applies for your return trip as well (main point of arrival in your home city to your house). LOCAL TRANSPORTATION FROM YOUR ARRIVAL POINT IN OTTAWA TO THE OTTAWA UNIVERSITY RESIDENCES You will receive a detailed schedule and directions to the University of Ottawa from your arrival location in early August. You may also Google map your point of arrival (Ottawa Bus Station, Ottawa Train Station, Ottawa Airport) to the University of Ottawa campus Marchand Residences (see page 2 for map). Please Note: Taxi fees will only be reimbursed under the following conditions: - If your departure flight or departure bus reaches Ottawa after 10:00 PM; - If your return flight or return bus reaches your destination after 10:00 PM; - If you have an unforeseen emergency (N.B. being late for a bus does not count as an emergency). 6. USEFUL ADDRESSES AND EMERGENCY CONTACTS Leadership Meeting Accommodation: University of Ottawa Residential Complex 90 University Private Ottawa, Ontario K1N 6N5 Front Desk: Leadership Meeting Training Site: Université du Québec en Outaouais (UQO) 283 Alexandre Taché Boulevard Gatineau, Québec Room : 4 If you have any questions, do not hesitate to contact us. We are here to help. Campus Engagement team ext (toll free) (613) campus@wusc.ca 6

7 Emergency contacts, in Ottawa only! Please only use these phone numbers during Leadership Meeting if there is a Leadership Meeting related pressing question that needs to be answered (e.g. you have lost the address to the Ottawa University residences and don t know where to go). If you need to reach someone from the WUSC campus team before Leadership Meeting, use the contact information below. Cathy Alajouri (during the day on Friday August 21 st only - until 9pm): Alexandra Baril (during the day, including after 10pm): Follow our Leadership Meeting 2015 Facebook event page for more details leading up to our training and to connect with other WUSCers: on.fb.me/1srwwn3 We look forward to seeing you at Leadership Meeting 2015! Working alongside you, The Campus Engagement Team 7