The 14th IARU Region 3 Conference, 12 -16 October 2009, Christchurch, New Zealand


	INTERNATIONAL AMATEUR RADIO UNION REGION 3 FOURTEENTH REGIONAL CONFERENCE

	12 - 16 October 2009	Christchurch, New Zealand

Last Updated: 1 September 2009

It is my great pleasure to formally invite IARU Region 3 member Societies to participate in the 14th IARU Region 3 Conference to be held in Christchurch, New Zealand from 12th to 16th October 2009. This Conference is cordially hosted by the New Zealand Association of Radio Transmitters (NZART). Since the Conference is the supreme authority of the IARU Region 3, each Member Society should participate in it by all means possible, to decide our future policies for our administrative, operational and technical, and financial matters. As well, we will elect our officers for the next three-year period.
1.	DATE:
	October 12th (Monday) at 09:00 local time to October 16th (Friday), 2009
2.	VENUE:
	Scenic Circle Cotswold Hotel 88-96 Papanui Road, Christchurch 8540, New Zealand Phone: +64 (0)3 355 3535 Fax: +64 (0)3 355 6695 E-mail: cotswold @ scenic-circle.co.nz
3.	CONTACT PERSON in NZART:
	Mr. Terry D. Carrell, ZL3QL, NZART E-mail: tcarrell @ xtra.co.nz
4.	INITIAL AGENDA:
	The initial agenda of the Conference is attached for your consideration. (HTML version)
	If your Society has matters to raise that are not covered in it, please advise me of your proposed agenda items by return email or post. Deadline date: 10 April 2009
5.	CONFERENCE DOCUMENTS: Updated: 14 October 2009
	Member Societies are cordially invited to submit proposals, information papers and reports, including those on the activities of your Society in the past three years. Documents are preferably sent in electronic form (MS Word file) using the Conference document template, and are to be submitted to: secretary@iaru-r3.org When laying out the document format, please use A4 (29.7cm x 21cm) size paper with 3 cm or more margins on all four sides. For the first Title page, the Top Margin should be 6 cm or more to allow for a Title Block. Please do not put page headers/footers. Deadline date of your submission at the Secretariat: 14 July 2009 Dispatch date from the Secretariat to your Society: 13 August 2009 Please note that documents received will also be posted progressively on the IARU Region 3 web site, in the lead up to the Conference. Some extra details and information about drafting your Society Report, and documents in general, are listed in "Section 11. NOTES" following.
6.	DELEGATE TO CONFERENCE:
	Please advise me of the details of your delegation (Delegate and any Observer(s)) as soon as your delegation is formed. In forming a delegation and notifying it to the Secretary, the notification letter should be signed by TWO responsible officers in your Society. (Clauses 14 and 15 of the Constitution refer). Also, may I remind you that each Member Society that has paid all its subscriptions then due shall have one vote at Plenary Meetings of the Conference. (Clause 14). The expenses for all Society delegates and observers are to be met either by the Society concerned, or the delegates/observers, and will not be met from the IARU Region 3 funds. (Clause 14).
7.	DELEGATE MEETING: Sunday, 11th October 2009, at 19:00, Marlowe Room
	Delegates from all Member Societies attending the Conference are requested to attend the Delegate Meeting (a meeting of "Delegates") which is scheduled to meet at the venue at 19:00 local time on October 11th (Sunday evening before the Conference opening). (Paragraphs 5.3.1 to 5.3.2.5 of the General Regulations refer).
8.	PROXY:
	It is recognized that it is not possible for all Member Societies to send a Delegate. In case your Society is unfortunately not able to send a delegation, you should consider allocating your vote by proxy to a Delegate from another Member Society that is attending the Conference. This allows your Society to be represented at the Conference, and for you to vote on any Conference recommendations and to take part in any election ballots. If you wish to allocate your proxy according to Clause 15, 17A, B, C and 18 of the IARU Region 3 Constitution, then it is your responsibility to take the initiative with early action. You should contact and agree with the Delegate of the selected Member Society that he is willing to represent you. You must keep in mind that your proxy is valuable. It is best cast by a person in a Society that understands and is aware of your situation. This includes your priorities and problems, your views on IARU Region 3 affairs, and your economy and social issues. That Delegate (or other person) appointed as your proxy should hold full voting privileges in the selected Member Society. Written directions for voting may be provided to the proxy holder on key conference agenda items and issues that are important to you. The completed sample proxy form "Appointment of Proxy" should be sent to the Secretary IARU Region 3, with a copy sent to the Delegate of the Member Society selected to hold your Society's proxy. The form must be signed by two responsible officers of your Society and clearly show their names, callsigns and positions. The Secretary will confirm receipt of the Form. Please follow-up if no confirmation is received within a reasonable time. If for any reason you do intend to send a delegate to the Conference at the last minute, please let the Secretary of IARU Region 3 know immediately and I will withdraw the "Appointment of Proxy".
9.	GUIDELINES FOR HOSTING THE NEXT CONFERENCE:
	In case your Society is intending to offer to host the next IARU Region 3 Conference, please study the attached "Guidelines for Hosting an IARU Region 3 Conference", in which all the items and requirements are described for your consideration.
10.	OTHER "GENERAL INFORMATION" FROM NZART:
	The following General Information (GI) will be provided soon directly from the NZART to all recipients of this Formal Invitation:
	a)	Conference Registration Form
	b)	Hotel room rates and reservation procedures. As the cost for the venue hotel is reasonable, no lesser-cost hotel is provided.
	c)	Visa and entry requirements for New Zealand. Please allow enough time to obtain a visa for entry into New Zealand.
	d)	Arrival, departure and transportation
	e)	Local information (Climate, currency/money exchange, electricity, Internet access, etc.)
	f)	Ladies program
	g)	Tourism information
	h)	Conference special amateur station (if any)
	i)	Other items
11.	NOTES:
	11-1	Society Triennial Report: When writing your Society's activity report, it is requested that the following topics be covered:
		a)	Membership --- Number of transmitting/associate members, and statistics showing membership fluctuations in recent years;
		b)	Relationship with your Administration, WRC-11 preparation and implementation, etc.;
		c)	Major events worth special mention;
		d)	Amateur bands used in your country including the band plans, and the (calling) frequencies for emergency communications, especially in the 15, 17, 20, 40 and 80 meter bands, adopted by your Society.
	11-2	If your Society will allow direct communications with the author of a paper, please identify the author's name, call sign and contact information in that paper.
	11-3	In submitting your papers, please note the following, to assist in understanding and smooth passage:
		a)	The contents should be concise as far as possible;
		b)	Please make clear the nature of the paper - report, information, or proposal (amendment to the Constitution/General Regulations, recommendation or resolution);
		c)	In the case of a recommendation or resolution, please make this in a clear and concise form, able to be voted on. It may consist of Considering (Noting) parts and Recommend or Resolve parts.
I am looking forward to hearing from your Society soon about your attendance, and sincerely hope to see you in Christchurch.
Sincerely yours,
Jay S. Oka, JA1TRC Secretary

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International Amateur Radio Union Region 3

e-mail: secretary@iaru-r3.org