Montreal, Canada SSUNS 2021 Format Empowering Youth Leaders Today - November 11-14, 2021
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November 11-14, 2021
Montreal, Canada
SSUNS 2021 Format
Empowering Youth Leaders Today
Letter from the Secretary-General of SSUNS 2021
Dear Delegates, Faculty Advisors, SSUNS Staff, and Friends,
My name is Skye Scruton, and I am the Secretary-General for
SSUNS 2021. For the last eight months, the SSUNS Secretariat
and I have been working toward creating a safe conference for
all. To do so, the staff planned three format options for SSUNS
2021: in-person, online, and hybrid options. To make the
decision, we have been monitoring the progression of the
COVID-19 pandemic, the vaccine rollout in the US and Canada,
Quebec provincial regulations on group gatherings, McGill
University’s format, and the operations of SSUNS stakeholders,
including the Sheraton Hotel in Montreal. After considering
these criteria, I am pleased to announce that SSUNS 2021 will
run in a hybrid format between November 11th and 14th at the Sheraton Hotel in Montreal
and via Zoom.
SSUNS will be respecting all provincial health guidelines to host our conference. This
includes that all delegates, faculty advisors, staff, and guests must be adequately vaccinated to
attend SSUNS in-person. Similarly, SSUNS will require all participants to wear a mask. All seating
at the conference will be separated by 1m, per provincial guidelines. The online spaces will serve
as an accommodation for delegations unable to attend due to school board restrictions,
immunocompromised delegates, or border/travel restrictions. As well, all events at SSUNS,
including workshops, speaker series, networking events, opening and closing ceremonies, and
social experiences, will be offered to both in-person and online delegates to ensure that all receive
an empowering SSUNS 2021 experience.
Our priority is the safety of our delegates and staff which is why we will be hosting a hybrid
SSUNS 2021. Model UN is designed to bring students together to learn about diplomacy, world
affairs, and cooperation. The spirit of MUN and, by extension, SSUNS resides in the connectivity
between delegates. The hybrid design has been planned around ensuring that the energy, creativity,
connection, and diplomacy of SSUNS delegates can thrive whether you are attending SSUNS in
Montreal or from your home.
In this packet, you will find all necessary information about the SSUNS 2021 format,
including our COVID-19 policy, financial and reimbursement plans, the method to shift your
delegation online if needed, and how both sides of our conference will be run.
Sincerely,
Skye Scruton
Secretary-General of SSUNS 2021
sg@ssuns.org | (438)-868-6587
Table of Contents LETTER FROM THE SECRETARY-GENERAL OF SSUNS 2021 ............................................................................. 1 COVID-19 HEALTH AND SAFETY POLICY ........................................................................................................ 4 VACCINATION STATUS ....................................................................................................................................... 4 VACCINE PASSPORT/ PROOF OF VACCINATIONS ...................................................................................................... 4 FACE MASKS & HAND SANITIZER ......................................................................................................................... 4 ENTERING AND EXITING COMMITTEE SESSIONS ....................................................................................................... 4 ELEVATORS AND ESCALATORS.............................................................................................................................. 4 DELEGATION MEET-UP SPOTS ............................................................................................................................. 5 PAPERLESS COMMITTEES .................................................................................................................................... 5 OPENING AND CLOSING CEREMONIES ................................................................................................................... 5 FINANCIAL REIMBURSEMENTS ..................................................................................................................... 6 SPECIALIZED PAYMENT PLAN............................................................................................................................... 6 REIMBURSEMENT POLICY SWITCHING TO ONLINE FORMAT ........................................................................................ 6 ALREADY REGISTERED DELEGATIONS NEEDING TO SWITCH ONLINE:......................................................................................6 NEW DELEGATIONS WHO NEED TO REGISTER FOR THE ONLINE EXPEREINCE ...........................................................................6 REGISTRATION POLICIES .............................................................................................................................. 6 REGISTRATION ................................................................................................................................................. 6 FALL FACULTY ADVISOR ROUNDTABLE ................................................................................................................... 7 SSUNS 2021 EXPERIENCE .............................................................................................................................. 7 IN-PERSON ..................................................................................................................................................... 7 COMMITTEE SESSIONS IN-PERSON................................................................................................................................7 DELEGATE EVENTS .....................................................................................................................................................7 ONLINE .......................................................................................................................................................... 8 COMMITTEE SESSIONS ONLINE ....................................................................................................................................8 ..............................................................................................................................................................................9 CHANGES IN THE FLOW OF DEBATE ONLINE ...................................................................................................................9 BLOCS AND BLOC BUILDING (ONLINE) ...........................................................................................................................9 DELEGATE EVENTS .....................................................................................................................................................9 IMPORTANT LINKS ..................................................................................................................................... 10 CONTACT INFORMATION ........................................................................................................................... 11
Covid-19 Health and Safety Policy
Vaccination Status
To maintain and respect the safety of everyone involved
in SSUNS 2021, we ask that everyone involved in the
conference (including all staff, faculty advisors, and
delegates) be adequately vaccinated according to
Canadian Public Health Guidelines. If you are unable to
get vaccinated, please get in touch with our Chargée
d’Affaires for further information on how we can
accommodate you.
Vaccine Passport/ Proof of Vaccinations
We will have the advantage this November of making
use of the convenient Quebec Government Vaccination
Passport. Delegates will either be able to upload their
Quebec QR code through the app “VaxiCode” on their
phones to gain access to the Sheraton and different places in Montreal!
Students from outside of Quebec, or who did not get vaccinated in Quebec, can still participate!
They will need to show proof of vaccination from their province or country with one piece of ID
(Passport, Medicare etc.). As the Quebec government comes out with more information pertaining
to the vaccine passport, we will keep you all updated!
Face Masks & Hand Sanitizer
Delegates will be responsible for providing their own government
approved face masks, to be worn for the entirety of the conference. This
includes all common spaces, even when seated. Hand sanitizer will be
provided in committee rooms and in all common spaces.
Entering and Exiting Committee Sessions
While the conference has had two blocks with separate start and finish
times in the past, SSUNS 2021 committees will be a part of one of four
blocks with different committee session times, to eliminate crowding in
front of committee rooms before and after committee sessions.
Punctuality will be of the utmost importance this year, to ensure that
common spaces remain free, and allow for distancing according to the
Quebec Government Public Health Guidelines.
Elevators and Escalators
Elevator use will be restricted to accessing hotel rooms. All committee
rooms will be accessible via escalators, and we ask that delegates refrain
from using the elevators to go to their committee, to avoid crowding
around the elevator lobby areas. The capacity of each elevator is set at
4 people to avoid crowding, which should be taken into
consideration when calculating wait times to get to events
and committee sessions. We also ask
that adequate social distancing to be
maintained between people while on
the escalators.
Delegation Meet-up Spots
Both to avoid crowding and to create
a more seamless experience for all
delegations, we will assign meet-up
spots for larger delegations to go to
at the end of committee sessions and
events. We ask that delegates and
staff keep the lobby clear and meet up either at their designated spots (on floors accessible via the
escalators), outside of the hotel lobby, or directly in the hotel rooms.
Paperless Committees
SSUNS 2021 has gone paperless this year! Beyond the advantage of being more eco-friendly, this
ensures that there will be no contact between people within their committees, as there will be no
physical written notes or staff circulating in the committee rooms to pass them around. Delegates
will be responsible for providing a device to work on during the conference. However, if a delegate
cannot bring a device they can and should still participate in SSUNS 2021! The SSUNS Secretariat
will be able to work with delegates to find all suitable equipment for committee sessions. Please
reach out to our Chief of Operations for more information if you or one of your delegates will need
to borrow a computer or other equipment at ops@ssuns.org.
Opening and Closing Ceremonies
Our opening ceremony this year will
be streamed in real time to the
committee rooms. This allows more
time to get acquainted with your
dais and fellow delegates and limits
the number of larger assemblies
happening during the conference.
The closing ceremony will happen
in person, to allow for delegations to
gather to celebrate the end of the
conference and to hear about award
winners! In accordance with Quebec Public Guidelines on Indoor Gatherings, the ceremony will
happen in two separate rooms. It will be a fully seated event, with mandatory masks on even when
seated, with different entrance and exit times for different delegations. Awards will be given out
and photos will be taken in separate rooms after the ceremony, to avoid crowding and maintain
social distancing
Financial Reimbursements
Specialized Payment Plan
Our current payment policy requires that all delegations pay their fees within 30 business days
(about 42 regular days). However, this year, to allow for more flexibility, we are introducing a
Specialized Payment Plan. This provision establishes a customizable payment plan for those
delegations with valid reasons for delaying their payment.
Reimbursement Policy Switching to Online Format
Already registered delegations needing to switch online:
If your delegation needs to attend the online aspect of the conference, we kindly request that you
complete this SSUNS Online Request Form. Completion of this form guarantees our ability to
reduce your invoice payment from the in-person price ($95-110) to the online price ($30). The
form also allows us to reserve online committee spots for your school in its entirety or select
delegates who are unable to travel. If you have any additional questions or concerns, please email
our Chargée d'Affaires Anjali Mehindiratta at schools@ssuns.org .
New delegations who need to register for the online experience
Once your registration process is complete at https://www.ssuns.org/register-1 you will be
invoiced for the delegate experience you choose (online or in-person), for any questions about
your invoice please email our USG finance Avneet Bhabra at finance@ssuns.org.
Registration Policies
Registration
To register your delegation please visit
https://www.ssuns.org/register-1 and fill out the
registration form. On the form starting September 1st
you may indicate if your delegation will be attending
SSUNS 2021 in-person at the Sheraton Hotel, or
online via Zoom.
If your delegation has already registered, and you
would like to transition your registration from in-
person to online, you do not need to re-register, you
must only fill out SSUNS Online Request Form by
October 1st at the latest. If you have any questions
about the registration process, please do not hesitate
to email our Chargée D'Affaires Anjali Mehindiratta
at schools@ssuns.org.
Fall Faculty Advisor Roundtable
The SSUNS Secretariat would like to provide faculty advisors the opportunity to discuss and ask
questions about what SSUNS 2021 will look like in the hybrid format. As such, we would like to
invite you to attend our roundtable event on Thursday, September 16, 2021 at 6:30 pm EST.
Feedback, comments, and concerns from our SSUNS community are essential to the success of
our conference. To attend, please fill out this registration form.
The Roundtable Event will consist of a presentation from the SSUNS Secretariat on the hybrid
model and safety protocols for the event, followed by a Q&A and discussion period. The link to
the Zoom event will be sent on the morning of September 16th. We look forward to hearing from
you soon!
SSUNS 2021 Experience
In-Person
The entire SSUNS staff and Secretariat has been working diligently to make the in-person side of
SSUNS 2021, safe, fun, and empowering for all delegates! Below you can find all of the
information for how SSUNS in-person will be run and create an experience unlike any other Model
UN conference!
Committee Sessions In-Person
Delegates at SSUNS 2021 can expect a thrilling Model UN experience this year! We are offering
20 committees in person, where delegates will be able to debate in-person with their peers, feel the
energy of fast paced crisis updates, and join together to write up ground-breaking resolutions! With
props, microphones, and placards delegates will be thrilled with the extra safe, extra fun in-person
experience. Closer to the conference we will be releasing ROPs (Rules of Procedures) for delegates
to know in our delegate handbook. For more information contact committees@ssuns.org, or see
paperless format for more information!
Delegate Events
In-person events will run as they have in
previous iterations of SSUNS bringing
back the in-person SSUNS spirit to
delegates this year! At all events we will
be taking the necessary precautions to
ensure the safety of all delegates and staff.
These precautions include the mandatory
mask regulations, sanitation stations, and
social distancing (See Covid-19 Health
and Safety Policy for more information).
SSUNS 2021 will feature the Delegate
Gala Event, Delegate Networking Event, and Delegate Walkway. Delegates will be attending these
events in small cohorts to ensure safe social distancing practices, following provincial guidelines.
Online
SSUNS 2021 online experience has been built
around maintaining the spirit of SSUNS, and
delegates who will be participating online will
have the same opportunities as their in-person
peers from the comfort of their homes.
Committee Sessions Online
At SSUNS 2021 our online delegates will not be
missing out! We have carefully curated a way
for Model UN to transition seamlessly online! We do this by training our staff and limiting the
number of platforms delegates must use throughout the duration of the conference. Below you may
find a table will all platforms and how to use them.
Software/ Platform Purpose When Will This Be In Use?
Zoom Will be used to run committee Any time the committee is in
sessions. Break out rooms will session.
be used for all committees with
pre-made blocks.
Slack Will be used for all conference Any time during the conference.
communication. Delegates will Slack can be used to
use Slack to pass notes between communicate with delegates and
each other, pass notes to their members of the Secretariat
dais, as well as to contact the (USG Committees, and
USG Committees and respective Committee Deputy) at any time;
Committee Deputy. Slack will can be used to communicate
also be used for Crisis unmods. with the Dais at any time the
Contrary to SSUNS 2020, this committee is in session.
year slack will also be used to
send crisis notes and write
directives.
For General Assemblies and
Specialized Agencies
resolutions will be submitted
through slack and developed on
delegate’s personal or school
google drive accounts. All
resolutions must be shared with
the committee email.
Committee Email Will be used for the submission Before and during the
of position papers prior to the conference.
conference.
Changes in the Flow of Debate Online
This year, the flow of debate in the online General
Assemblies, ECOSOCs, and Specialized Agencies will be
changing. The former half of the committee schedule will
run normally. Changes will occur in the latter half of the
conference. Committees will no longer be participating in
mergers and will be focussing more heavily on the
amendment process. Writing and submitting functions
will remain the same, however the dais will take greater
care in expanding the process to include more for and
against speeches, and post-amendment moderated
caucuses. The flow of debate in Crisis Committees will
remain the same as previous years.
Blocs and Bloc Building (online)
All online General Assemblies, ECOSOCs, and
Specialized Agencies will have pre-set blocs this year.
Delegates will have access to their blocs approximately one week prior to the conference. They
will be available on both the website and within a committee’s respective Google Drive. Delegates
will not be permitted to change blocs unless there is a concern relating to domestic or foreign
policy. However, a large part of the conference this year is providing delegates with an opportunity
to develop their interpersonal, diplomacy, and conflict resolution skills in situations that they are
placed into, so it is encouraged that delegates stay where they are placed.
Delegate Events
Online delegate events will offer a rewarding experience to all participants! Delegates will have
various opportunities to interact with their peers, our staff, and SSUNS stakeholders at many of
the networking events, and be able to socialize at the Delegate Gala Event. SSUNS 2021’s online
option will feature the virtual versions of the Delegate Gala Event, Delegate Networking Event,
and Delegate Walkway. To make your SSUNS experience as easy as possible all SSUNS events
will take place over Zoom to minimize platform confusion.
Important Links
Bellow you can find all important links to examine before SSUNS 2021! Note, these links are the
same as the ones that can be found throughout the document.
• Canadian Public Health Guidelines: https://www.canada.ca/en/public-
health/services/diseases/coronavirus-disease-covid-19/vaccines.html
• Quebec Government Vaccination Passport: https://www.quebec.ca/en/health/health-
issues/a-z/2019-coronavirus/progress-of-the-covid-19-vaccination/covid-19-vaccination-
passport
• Government approved face masks: https://www.canada.ca/en/public-
health/services/diseases/2019-novel-coronavirus-infection/prevention-risks/about-non-
medical-masks-face-coverings.html
• Quebec Government Public Health Guidelines: https://www.quebec.ca/en/health/health-
issues/a-z/2019-coronavirus/progressive-regional-alert-and-intervention-system/map-of-
covid-19-alert-levels-by-region
• Quebec Public Guidelines on Indoor Gatherings: https://www.quebec.ca/en/health/health-
issues/a-z/2019-coronavirus/progressive-regional-alert-and-intervention-system/map-of-
covid-19-alert-levels-by-
region?gclid=Cj0KCQjwjo2JBhCRARIsAFG667WNbL1ph2Su0Y-
eMqvnvRLUay_VUm47xSOmBj6sFhdJXM48vn_IRx4aAmg_EALw_wcB
• Specialized Payment Plan:
https://docs.google.com/forms/d/e/1FAIpQLSfI47OePibcZBNyR4e6MgGmbbrGuLd8lrL
sc9MzgFZMgy_hGQ/viewform
• SSUNS Online Request Form:
https://docs.google.com/forms/d/e/1FAIpQLSfKTzBctcGzkShrjlM8-
jvxsuRH5vYnZefozUxKqhFD8wbltw/viewform?usp=sf_link
• Registration: https://www.ssuns.org/register-1
• Faculty Advisor Fall Round Table Registration Form:
https://forms.gle/zykzgg27US4q85cu8Contact information If you have any questions related to the conference, format, registration, or just general inquiries do not hesitate to reach out to the Chargée d’Affaires Anjali Mehindiratta at schools@ssuns.org. If you have questions related to your payment, reimbursement, or any of our financial policies do not hesitate to reach out to the USG Finance Avneet Bhabra at finance@ssuns.org.
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