DAOD 2009-0, Conferences


1. Introduction

Date of Issue: 1999-01-15

Application: This is an order that applies to members of the Canadian Armed Forces (CAF) and a directive that applies to employees of the Department of National Defence (DND).

Supersession: NDHQ Policy Directive P3/92 - DND/CF Conference Policy

Approval Authority: This DAOD is issued under the authority of the Vice-Chief of the Defence Staff (VCDS).

Enquiries: Directorate National Defence Headquarters Secretariat (D NDHQ Sec)


2. Definitions

conference (conférence)

A conference is a formal gathering in one location where participants discuss, contribute to, or are informed about matters of common interest (i.e. acquire skills and knowledge and by implication enable people to maintain skills and knowledge).

The following are not conferences:

  • work-planning meetings that are program oriented;
  • technical advisory committee meetings where the participants are directly involved in resolving problems related specifically to work normally assigned to them; and
  • training seminars or courses.

international conference (conférence internationale)

International conferences involve representatives of the federal government and the governments of one or more foreign countries.

level 1 advisors (conseillers principaux)

Level 1 Advisors are identified in the Position Equivalency Table in Support of the Delegation Matrix, Delegation of Authorities for Financial Administration for DND and the CF (A-FN-100-002/AG-006).


3. Policy Direction

Policy Statement

3.1 Conference sponsorship and attendance must be directly related to program objectives of the DND and the CAF and must be conducted with diligence and financial restraint.

3.2 The levels of hospitality accepted or offered must follow the DAOD series 1017, Hospitality in Canada.

Requirements

3.3 Sponsorship of conferences must be pre-authorized by the Deputy Minister (DM). Where hospitality funds required for the conference exceed $5,000, Ministerial approval is required. Accordingly, approval for sponsorship of conferences must be sought well in advance of the event.

  1. Participation must be co-ordinated to ensure that:
    1. the DND and the CAF are not over-represented and thus, subject to public criticism; and
    2. attendance is limited to the minimum number necessary to meet the objectives of the DND and the CAF.
  2. Conferences that can be forecasted must be included in business plans.

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4. Authority

Authority Table

4.1 The following table identifies the authorities responsible for implementing the policy.

The ... has/have the authority to ...

Cabinet

  • approve major conferences with wide international, financial or other implications (see Cabinet Directive 47).

Minister

  • approve sponsorship of conferences where required hospitality funds exceed $5,000.

DM

  • approve sponsorship of conferences where required hospitality funds do not exceed $5,000; and
  • approve the attendance and related expenses of accompanying persons and other persons at conferences.

VCDS

  • administer the conference policy.

Level 1 Advisors

  • approve attendance at conferences.

D NDHQ Sec

  • issue instructions to implement conference policy.

5. References

Acts, Regulations, Central Agency Policies and Policy DAOD

  • Once-only Guidelines from Treasury Board articulated in the letter of 18 July 1997 from Mr. Jean-Claude Bouchard, Chief Human Resources Officer, (TB Secretariat) to Mr. Robert M. Emond, ADM(Fin CS)
  • Cabinet Directive 47, approved by Cabinet on March 25, 1976, Representation of the Government of Canada at International Conferences: Procedures for Approving Delegation

Other References

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