January 21st - 23rd
Westin Bayshore Hotel, Vancouver, BC.
OUR GATHERING is a venue for First Nations community leaders and government officials to discuss emerging issues, build relationships, promote partnerships and foster leadership for a sustainable future.
OUR GATHERING is co-hosted by the BC First Nations Leadership Council and the BC Region office of Indigenous Services Canada and the Treaty and Aboriginal Government-Negotiations West office of Crown-Indigenous Relations and Northern Affairs Canada. The event is by invitation only for delegates from all BC First Nations, with two delegates designated by the First Nation eligible for travel support. Travel expenses for any additional participants would be at the cost of the First Nation.
EVENT INFORMATION FOR REGISTERING DELEGATES
1) Event Dates and Location
Tuesday, January 21, 2020 – Westin Bayshore Hotel, 1601 Bayshore Drive, Vancouver, BC V6G 2V4
7:30 a.m. Registration opens with Hot Breakfast Buffet
8:30 a.m. - 5:30 pm Gathering, Exhibitors & Networking Event
(lunch & coffee provided)
Wednesday, January 22, 2020 – Westin Bayshore Hotel, 1601 Bayshore Drive, Vancouver, BC V6G 2V4
7:30 a.m. Hot Buffet Breakfast
8:30 a.m. - 5:00 pm Gathering & Exhibitors
(lunch & coffee provided)
Thursday, January 23, 2020 – Westin Bayshore Hotel, 1601 Bayshore Drive, Vancouver, BC V6G 2V4
7:30 am Hot Buffet Breakfast
8:30 am - 2:30 pm Gathering & Exhibitors
(lunch & coffee provided)
2) Who hosts this event?
The event is co-hosted by the First Nations Leadership Council (First Nations Summit, Union of BC Indian Chiefs and the BC Assembly of First Nations) and the Government of Canada (Indigenous Services Canada and Crown-Indigenous Relations and Northern Affairs Canada).
3) Where can I find the event agenda / program?
A detailed event program/agenda will be available closer to the date.
REGISTERING & ATTENDING
4) Who can attend?
The event is open to delegates selected by First Nations in BC, with two delegates designated by the First Nation eligible for travel support. Additional Nation-approved delegates are welcome to attend but travel costs will not be covered. For a Tribal Council representative to be eligible for travel, they must be appointed to represent a member First Nation as one of their two delegates eligible for travel. The event is not open to the media or general public.
5) I’ve been invited, how do I register?
An email will be sent to invited guests to register online. Deadline for registration is January 7, 2020. Invited delegates can register online or by downloading a PDF registration form found on this page.
6) Event Meals and Dietary Needs
Meals provided during the event are not eligible for reimbursement. Per diems for other meals are eligible for reimbursement to the two designated First Nation delegates only, and are listed in the Delegate Travel Claim Reimbursement form.
Dietary needs of those who have a medical condition and/or are vegetarian have been incorporated into meal planning. Should you have allergies, please indicate this in the event registration; other extraordinary dietary needs may not be accommodated.
Each delegate is eligible for up to three (3) nights for lodging (single or double occupancy, special rate of $174.00/night plus taxes, each additional guest over two people in the same room is $30.00/night plus taxes per person) with a fourth night possibly reimbursed, where travel logistics dictate.
Please make your guestroom reservations by no later than January 8, 2020.
Reservations for event will be made by individual attendees directly with the hotel HERE
Guestrooms for the two designated First Nation representatives will be paid for by the Our Gathering organizers. Additional room charges, however, are the responsibility of the delegate. If your First Nation has approved more than two delegates, the additional delegates must pay their own hotel room costs.
8) Booking Travel - Who makes my travel arrangements?
Individuals are responsible for coordinating and booking their own travel and accommodation arrangements. Westin Bayshore Hotel room bookings must be made using the THIS LINK
9) Can I get a travel advance?
Travel advances will not be issued.
SUBMITTING TRAVEL CLAIMS
10) How do I submit an expense claim?
Travel claim forms will be distributed onsite. Designated delegates must submit a Travel Expense Claim Form with receipts.
Standard rates for Travel:
• Breakfast: $20.35
• Lunch: $20.60
• Dinner: $50.55
• Private Vehicle: $0.54/km (taxes included) to a maximum of $400.00 for one return trip from residence to event. No other expenses will be reimbursed for travel in a private vehicle (e.g. fuel).
• Taxis: to/from YVR airport to hotel.
• Airfare: Lowest economy return flight
• Hotel: 3 nights accommodation, maximum daily rate of $174.00 (plus taxes) for single or double occupancy. Triple and Quadruple occupancy is available at $30.00 plus taxes per additional person – this is not an eligible cost.
11) I’d like to drive instead of flying.
If you intend to use your own car to travel to the event, you will be reimbursed the number of kilometres between your residence and your lodging and the event (refer to #10 for rates). No other expenses will be reimbursed for travel in a private vehicle (e.g. fuel).
12) What receipts are required?
No receipts are required for meal allowances. You cannot claim a per diem for a meal which was provided at the event. Examples of required receipts would be any eligible parking, eligible taxis or ferry costs.
13) Parking Costs?
The two designated First Nations delegates can request reimbursement for self-parking during the event dates. Receipts are required. No valet parking charges are eligible for reimbursement. Should you fly into Vancouver and rent a vehicle, vehicle rental and associated parking charges are ineligible.
14) Are incidental rates covered?
Incidentals such as gratuities, laundry, bottled water, telephone calls and other services are not covered and are not eligible for reimbursement.
15) Other Costs
Delegates will not be reimbursed for the following: travel time to or from the event, any expenses not specifically referenced in this document or on the travel form, or an incremental cost due to a change of plans or cancellation by the participant.
16) When must I submit my travel claim?
Eligible delegates are responsible for requesting reimbursement by submitting your travel Expense Claim with original receipts no later than FEBRUARY 14, 2020. Claims with required receipts can be forwarded to:
ATTN: Our Gathering, kexwkexwntsút chet, tə sq̓əq̓ip ct, Naut’sa mawt Tribal Council – Delta Office 330-6165 Highway 17A, Delta, BC V4K 5B8
Fax: (604) 943-5367
Questions can be directed to event coordinator: Allison Gavin at ; telephone: (604) 943-6712 or Toll Free: 1 (888) 382-7711