Guidance for Congress Voting Members

If you’ve not voted before, here’s a quick best-practice guide for what to do and what to expect.

Familiarise yourself with the whole agenda 
The Congress Chair can decide to change the order of debates during the event itself. This is to ensure Congress always reflects the most important issues of the day, and to make time for emergency agenda items to be debated. Don’t get caught out – be clear on what each agenda item is about. 

Read the background information
This will give you an unbiased, four-country perspective of each issue being debated. We’ll publish this information here around six weeks before Congress. You’ll also find this information printed in your Congress Guide, available when you arrive.  

Talk to the members of the group you’re representing 
Find out the views and feelings of your branch, forum or representative committee, so you can represent them accurately.  Speak with other voting members from your branch, forum or committee  Gauge the sense of feeling among your fellow voting members. Together, you’ll need to agree your voting strategy.

Test electronic voting
This year, we'll be asking you to vote using your smartphone or tablet. Before Congress, please test electronic voting on your device, so that you know what to expect. Your delegate pack, which we'll send to you before Congress, will take you through step-by-step instructions. More information on electronic voting can be found below. 

Relax and look forward to your Congress experience 
We take care of everything else. We’ll pay for your travel to and from Congress. For the days that you’re voting, we’ll also book and pay for your accommodation, provide you with a voucher towards the cost of your lunch and pay for incidental expenses (in line with our expenses policy). We’ll also pay for your meals at Congress evening social events. 

Find your seat!  
There are areas set aside for all voting members. You’ll find seating plans in your Congress Guide and our staff will help you find your seat.  

Vote on resolutions 
You’ll be asked to vote ‘For’ or ‘Against’ each resolution. You can also ‘Abstain’.  

Voting will take place electronically. To take part, you'll need:

• a smart phone or tablet. If you don't have one, please contact us as soon as possible on 0345 772 6100 
• your delegate badge number, provided in the delegate pack we'll send to you ahead of Congress
• the QR code in your delegate pack or this link: bit.ly/Congressvote1

When a resolution is called, you'll need to scan the QR code on your delegate pack. Alternatively, you can enter the website address: bit.ly/Congressvote1. The relevant debate will appear for you to vote on. 

For some votes, for example on procedural items or to accept an emergency item onto the agenda, the Chair of Congress might ask you to vote by holding up the 'For', 'Against' or 'Abstain' pages in your delegate pack. This might also happen as a back-up to electronic voting if the WiFi goes down.

If a vote is too close to call, the Chair may decide to call a vote using the voting cards provided in your delegate pack. Voting cards may also be used for sensitive votes if the Chair feels it's appropriate. If this happens, the Chair will provide further instruction. 

If you don’t have a smartphone or tablet, or feel you won't be able to take part in electronic voting for any other reason, please contact us on 0345 772 6100.

Read your delegate pack when it arrives for information on voting and more, and remember to bring it with you to Congress.

As a funded voting member, we ask that you’re in the main hall at all times on the days you’re funded to vote. 

Don’t be shy! 
Contributing to a debate at Congress is a fantastic opportunity to get your opinion out there. And it’s crucial for a good debate that as many views as possible are shared. Approaching the podium for the first time can be a daunting experience, but you’ll soon discover that everyone who contributes – especially first-time speakers – receives a very warm welcome. 

Share your experiences with other members of your branch, forum or representative committee. Attend a branch committee meeting and talk about the issues raised in the debates. And let us know how you found Congress 2023. We’re always eager to hear from our members.

Expense claims

Members can use the below documents to submit Congress expense claims:

• Congress 2023 expense claims guidance for funded members
• Congress expense claim form

Travel disruption on Friday 12 and Saturday 13 May

Although most members will be travelling to Brighton on Sunday 14 May, you may find your travel is impacted by the train strikes announced for Friday 12 and Saturday 13 May.

Please keep checking your rail operators’ websites for the latest information to keep yourself up to date with the situation. If you’re changing trains, make sure you check each operators’ website.

Most train lines will allow you to use your booked ticket at an alternate departure time, so please try to do this in the first instance. If you’re late arriving to Congress, we’ll understand!

If you have to make other travel arrangements, please consider the following:

• Coach travel – Several coach services operate direct to Brighton (including from London Victoria coach station). If you purchase a coach ticket please claim back the cost using the Congress expenses form. 

• Car sharing – We’ll pay mileage and parking (in line with the Expenses Policy) if you have to drive because of train disruption. However, please consider car sharing where possible. Parking is limited and very expensive in Brighton, so please check that you have a car parking space at your hotel before travelling.

• Refunds – If you’re unable to travel by train then either a) do not collect your ticket from the ticket machine or b) return your ticket to the RCN staff member or department who booked it for you. We’ll be able to claim a refund in each case. You should not claim a refund yourself.

• Hotels – If you’re arriving to Congress on a later day than planned due to the disruption, please let the staff member who booked your accommodation know as soon as possible. Again, we might be able to claim a refund or reallocate your room. We’re unable to book additional nights at this late stage due to our hotel room allocations.

• Our staff – At this late stage, our staff will not be able to change existing tickets for everyone. Please be considerate and do your best to make your own alternative arrangements if you need to. 

• If you need help when on route or experience a very short notice cancellation, then please call our travel provider Click on 0121 368 1666 for help.