Registration FAQ

Why do we need to register people to attend National Conference?

Every year 1,200 people register for National Conference. For each person who attends Conference we need to know some basic information. This information helps the Events Team to ensure the correct credentials are issued at Conference, pick up any access or dietary needs, help people with childcare, gain consent for under 18s to attend and make sure everyone who needs one gets a bed for the two nights!

This means that we ask for a lot of information at the point of registration and this means that the process is a little bit complex. Below we’ve added some information to help explain what information we need and why we need it.

Who needs to be registered to attend National Conference?

Everyone who attends National Conference MUST be registered.

Everyone who is going to be attending National Conference must be registered whether they are attending as a Delegate, Observer or Visitor. The NUS Events Team cannot register people on your behalf.

When is the registration deadline?

If your delegation want to take part in the Priority Ballot and/or require accommodation organised by NUS you need to register them by 10 March 2017. Anyone registered after this date will not be able to take part in the Priority Ballot. This also is the final deadline for accommodation requests and no accommodation will be booked for registrations after this date.

Registration for National Conference will remain open for a further three and a half weeks. This will be for attendance at conference only – people registered after this date will not be able to take part in the Priority Ballot and NUS will not be able to organise their accommodation. Therefore if you book your attendees on this option the union will need to arrange and pay for their accommodation.

The final deadline for all completed registrations is: 5 April 2017

Is accommodation included?

If your delegation require accommodation organised by NUS you need to register them by 10 March 2017. This is the final deadline for accommodation requests and no accommodation will be booked for registrations after this date.

Registration for National Conference will remain open for a further three and a half weeks. This will be for attendance at conference only – if you book your attendees on this option the union will need to arrange and pay for their accommodation.

Is there a deadline for the Priority Ballot?

If your delegation want to take part in the Priority Ballot you need to register them by 10 March 2017. Anyone registered after this date will not be able to take part in the Priority Ballot.

Registration for National Conference will remain open for a further three and a half weeks. This will be for attendance at conference only – people registered after this date will not be able to take part in the Priority Ballot.

The final deadline for all completed registrations is: 5 April 2017

What is the single room supplement?

To maximise participation at National Conference, NUS pays for delegate attendance and accommodation based on twin occupancy.

The accommodation rates for night before accommodation, Observers and Balcony Visitors are average rates that NUS pay for hotels for the rooms. These rates are passed on to our unions.

We understand that some attendees would prefer to have single accommodation so this can be added on for an additional cost – called a single room supplement.

This is calculated based on the difference NUS is charged for a single room and a twin room. This figure is then doubled to reflect the increased cost for the requestor and the increased cost of the additional room NUS has paid for the individual they would have twinned with.

What if I don’t have complete information about my delegation?

Any registration made without basic personal information will NOT be deemed to be completed and we will not accept the registration if this information is submitted to us after the deadline.

In certain exceptional circumstances Unions may need to make a registration under AN Other (e.g. if your elections fall after the registration deadline) and we will consider reserving spaces without attendee information. You will need written authorisation from the Events team to do this. Please email events@nus.org.uk to discuss

We need to know exactly who is coming to National Conference to ensure that each delegation is within their entitlement and complies with the NUS Fair Representation Policy.

We also need to know personal contact details of delegates so we can send out the Priority Ballot and any extra requirements so we can make arrangements to meet these in a timely manner.

This means we need all the fields in our online form filled in for each attendee. We cannot accept registrations without basic attendee information (e.g. registering attendees as AN Other).

 

What is my NUS Secure Code?

Each Union has been issued with a unique Secure Code in July 2016. This was emailed out to your President and CEO/General Manager/SSLO/LVP You will need this in order to register your delegation, submit motions and amendments.

If you have lost your Secure Code your CEO/General Manager/SSLO/LVP can ask for the Code to be reissued to them by emailing Customer Services customerservices@nus.org.uk

You need your Secure Code to register

 

Can I register on behalf of people?

Yes. Many registrations for National Conference are made by Students’ Union staff on behalf of the delegation. If you are the member of staff registering your delegation please remember to:

  • Gather information about each attendee in advance of registering (see below for a checklist)
  • Make each registration using the attendees email address NOT your own or a generic SU email address. This is because we need the attendees email address to communicate with the attendee and if they are a Voting Delegate send them the Priority Ballot)
  • Fill in your details when prompted so that we can contact you if neccesary

Confirmation emails will be sent to both you and the attendee.

What is my union’s delegate entitlement?

Delegate Entitlement is the number of free delegate places each Students’ Union is permitted to send to National Conference. Delegate entitlement is based on how many students are at the institution.

You will only be able to register the number of delegates that you are entitled to send to conference. You can check your Delegate Entitlement here

Can I bring Observers?

Yes. Each affiliated Union is entitled to bring up to three Observers. Observers have access to conference floor and speaking rights, but can't vote. More information on Observers can be found on this page

Observers are charged a fee, except for if you have a delegate entitlement of one (in which case you get a free Observer place).

I am a Student Union staff member. How do I register?

Please register as a Balcony Visitor. Student Union staff members can't attend as Observers and don't have access to conference floor. However you can still attend conference and watch proceedings from the balcony as well as attending fringes and exhibitions. Balcony Visitor places are charged a small admin fee.

What is Fair Representation and what does it mean for my delegation?

At National Conference 2014, delegates passed a policy to ensure that delegations to National Conference would be made up of ‘at least 50% self-defining women, rounded down’.

What this means is that half of your Delegates (i.e. those with voting rights) MUST self define as women. This can be rounded down. So if you have a delegate entitlement of 5, you would need to send 2 women to Conference. DPC will be very strict in enforcing this, so you need to make sure you are within this rule when registering. If your delegation does not meet the Fair Representation policy we won't be able to confirm your delegation and you won't be able to attend conference.

There is a guide to Fair Representation which can be accesed here

Registration checklist

What information do I need to complete a registration?

When you are registering yourself or on behalf of others you will be required to fill in the following information so please make sure you’ve collected it all before you start.

  • First Name
  • Surname
  • Job Title (put in ‘student’ or the position they hold if they are an elected student representative)
  • Students’ Union
  • Email address
  • Mobile number
  • Emergency contact name – this should be a 24 hour emergency contact for a family member – not a student union contact
  • Emergency contact telephone number – this should be a 24 hour emergency contat for a family member – not the Student Union telephone number
  • Gender (We need to know that 50% of your Voting Delegates self-identify as Women)
  • Dietary requirements e.g. Vegetarian, Halal, Kosher and also any allergies (please include how severe these are) – this information will be passed to the hotel in respect of breakfast
  • Access needs e.g. accessible bedroom, documents in different formats, coloured paper, interpreter, enabler,
  • If their access needs requires an enabler then they need to provide the following details for enablers and sign enablers protocol
  • What support the enabler will provide
  • Name of enabler
  • Enablers email address
  • Enablers phone number
  • Child care if needed
  • Whether they are HE or FE –Only FE individuals can be an FE delegate, only HE individuals can be a HE delegate. Please read the Delegate Entitlement Document if you are unsure or need further information – this is particularly important for unions that have both FE and HE students.
  • How the delegate was selected e.g. election by cross campus ballot
  • Named delegate leader

I am registering someone who is under 18. What do I need to consider?

If you are between the ages of 16-18 years old and booking onto this event you should ensure you follow the procedures your union/college have in place for parental consent. If you are required to bring a guardian with you then please make this known, giving full details of name and relationship. You will also be required to complete a consent form when registering for the event. Link to form

How can I let NUS know about an attendee’s access needs?

Please give information in the relevant box on the registration form, specify what facilities your delegate requires in order for them to fully participate in this event. Advance notice of access requirements allows the necessary arrangements to be made in good time.

Please state all such requirements when registering by 10 March 2017. Full details are necessary.  Please phone 0300 303 8602 or email events@nus.org.uk if you wish to discuss your access needs further. We cannot guarantee access requirements will be met if not received by this time. You should send your access needs even if you have previously attended NUS events.

I need childcare. Are you able to provide it?

To enable all delegates to participate in our democracy, NUS provides childcare support at our democratic events. The policy applies to delegates who have children between the ages of 1-13 years old. Please note that children are not allowed on conference floor. This provision is not available to Student Union staff.

If childcare is required this shouuld be stated at the point of registration. You will be able to download a Childcare Request Form detailing the support we offer. This form must be submitted to the Events team by 10 March 2017. We cannot guarantee childcare requirements will be met if not received by this time.  Please phone 0300 303 8602 or email events@nus.org.uk if you wish to discuss your childcare needs further.

I’ve missed both deadlines for registration. Is there anything I can do?

The date given under registration procedures is the absolute deadline for receiving registration documentation duly completed giving us the necessary information to proceed. 

It is felt you are being given fair warning in relation to lateness and therefore we will not accept any registration after the published deadline.

I need to cancel a place at the Conference. What is your cancellation policy?

In the event of your institution having to cancel your registration, you must contact NUS events (events@nus.org.uk) prior to the event. All contact details can be found on your booking confirmation and www.nusconnect.org.uk.  

A place cancelled after the registration deadline will be charged except in exceptional circumstances, and at the sole discretion of NUS.

Cancellation charges reflect the costs incurred by NUS in booking accommodation, catering and venues. After the registration deadline your institution will incur 100% cancellation fee.

My question has not been answered. Can I contact you?

Absolutely! Please phone 0300 303 8602 or email events@nus.org.uk and we will be happy to help.