1. General
Conference sponsorship and attendance should be directly related to government objectives. Sponsorship should be exercised with
probity and restraint in mind; attendance should be limited to the minimum necessary to meet objectives. Where feasible,
consideration should be given to co-ordinating participation to ensure that the Government of Canada is not over-represented and
thus, subject to public criticism. The provisions of the Treasury Board's Hospitality Policy and Travel Directive continue to apply
to conferences sponsored by the departments and agencies.
2. Sponsorship of Conferences
Ministers are vested within their area of responsibility with the authority to sponsor conferences and are accountable for any
subdelegation of this authority.
Furthermore, Ministers, Deputy Ministers and Agency Heads must adhere to Cabinet Directive No. 47 (and its subsequent amendments,
if any) where sponsorship of an international conference or conferences with wide international, financial or other implications are
being proposed. Care should be exercised to seek Cabinet approval and concurrence of the department of Foreign Affairs and
International Trade, where appropriate.
Consultations with the Federal-Provincial Relations Office (FPRO) and possibly Cabinet approval may be required where sponsorship
of a federal-provincial conference or attendance by officials at such a conference could have significant policy implications for
the government or result in discussions of major policy issues.
3. Attendance of Conferences
Ministers are vested within their area of responsibility with the authority to approve attendance at conferences in Canada or
abroad and are accountable for any subdelegation of this authority.
4. Costs and the Use of Facilities
Conferences sponsored by departments and agencies should use the most economical location and preferably existing government
facilities. Approval of the Deputy Minister or agency head is recommended where the use of non-governmental facilities is being
considered. In all cases, adequate provision must have been made in departmental budgets before conference sponsorships are
initiated.
5. Funding and Administration
Various funding options other than the use of appropriations are available when sponsoring conferences. Departments are
encouraged to consult the Information Bulletin (Nov. 1, 1995) on this issue produced by the Financial Authorities Division of the
Financial and Contract Management Sector (TBS).
6. Monitoring
Departments should establish controls to assess that all proposed conference sponsorship and attendance at conferences are
consistent with the requirements of their conference policy. Departments should assess, from time to time, the effectiveness and
adequacy of the policy and the degree of compliance with it.
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