Non-Government Personnel Attendance
The ESOH Training Symposium is not open to the public with attendance strictly controlled. Non-Government (i.e. contractor) personnel may attend the symposium only providing the following conditions are met:
1. If their company is an exhibitor. Each exhibitor receives three "exhibitor" quotas with their exhibit - additional personnel (beyond the three) may attend for an administrative fee of $125/per student, not to exceed a total of six students per booth. These quotas are issued with the exhibition confirmation package.
OR...
2. Are a FULL-TIME contract employee working in an Air Force organization supporting ESOH programs as a function of their duties AND are certified by their local installation environmental flight chief as requiring ESOH training. Examples include CMEs (Contract Manpower Equivalents), interns and overhires. NOTE : In all cases, the individual must work full-time on the installation and receive approval (validation) by the host CEV. In such cases, requests for quotas are submitted in writing to the Symposium Office for approval. There are no fees associated with these quotas.
OR...
3. Are retained by an official sponsor of the Symposium (ACC, AETC, AMC, AFSPC, AFRC,
ANG and AFCEE) to conduct a training course in support of the symposium. In such cases, individuals will be permitted to attend symposium courses when it does not interfere with official duties of designated symposium instructors. In these cases, the Curriculum Team Chair will issue them instructor quotas.
OTHER IMPORTANT INFORMATION:
4.1. With the exception of category 2 above, contract personnel and exhibitors will NOT receive individual class schedules. They will be provided a schedule of courses ( provided on-site - no advance copies ) and may attend courses on a space available basis.
4.2. Contract personnel will NOT be permitted to attend selected symposium courses where programming, contracting, and resources are addressed. These courses will be clearly identified at the symposium.
MAJCOM Staff Attendance
The ESOH Training Symposium is a training program developed and executed for the purpose of meeting the training requirements of INSTALLATION LEVEL personnel in a cost effective manner. As a matter of policy, MAJCOM staff attending the symposium regardless of command, position, office, or grade, are subject to taskings as deemed necessary to support the mission of the symposium. This policy applies to all MAJCOM staff members.
MAJCOM headquarters staff personnel must meet one of the following conditions and be approved by their MAJCOM Division Chief provided in writing (e-mail) to the Symposium Registrar. By attending, these individuals agree to abide by the conditions in this policy.
1. Instructors: Named to a specific course(s) contained in the official symposium curriculum or designated a sponsor for a course. Instructors must use only Instructor Quota Numbers. These unique numbers are critical in developing the final course schedule. If the individual is dual-hatted (i.e. instructor and team member) they MUST register as an instructor. Instructor quotas are controlled by the Curriculum Team Chair at (DSN) 574-9930.
2. Planning Team Member: Identified by their MAJCOM Functional Area (A7, A4, JA, SE and SG) to participate in the planning and execution of the symposium.
3. On-Site Support Team Member: Identified by their MAJCOM symposium POC specifically to provide "on-site symposium support " (10 per MAJCOM - in addition to the aforementioned planning team members). These individuals:
- Support the execution and day-to-day operations of the symposium on-site.
- May be HQs MAJCOM staff members, installation level personnel, etc.; any grade; and any functional area.
- Are full-time on-site symposium staff during the symposium event and report the Symposium Director (or delegated representative) for the duration of the event.
- See also, On-Site Team Responsibilities Policy.
*NOTE: Planning Team Members who are also instructors, with exception of the scheduled course(s) hours and applicable preparatory time, provide on-site support for the symposium staff when not teaching or preparing for their course.
Team quotas (category 2 and 3 above) are CONTROLLED and issued only by the Symposium Registrar at (DSN) 574-9775.
4. Functional Representative: These individuals include MAJCOM Senior Staff and/or those designated by their Command to represent their functional area in CE, JA, LG, PA, SE and SG. This also includes selected MAJCOM senior staff members (GM-14/LtC or higher) in a three-letter office symbol leadership capacity (i.e. MAJCOM A7A, SEG). Such individuals have the option to register as a student or a team member. As a student, they will be permitted to select courses and will receive a class schedule for the entire symposium. As a team member, they will only receive a master schedule of courses allowing them to select course periods on a space available basis. These individuals will not be required to provide on-site support. Quotas for these individuals are managed exclusively through the symposium office at (DSN) 574-9775.
FUNDING: All MAJCOM Staff are self-funded from their Directorate as a Staff Assistance/Support TDY providing direct support to installation personnel. There are no central symposium TDY funds.
Protocol/DV Designation
The ESOH Training Symposium is a training event designed and executed for the purpose of training INSTALLATION LEVEL personnel. As a matter of policy, attendance is controlled by demographic structure (functional area) of the student body and equally as important, rank/grade of attendees.
Because the symposium is a school, vice conference or convention, and the target audience is base-level worker/middle management, the presence of senior officers/civilians is a distraction and tends to intimidate students. The result impairs the quality of the training experience of the attendees for which the symposium was developed. To maintain a "school" environment, the focus must be to minimize disruption of students . Such distractions include intimidation of junior students in the presence of senior officers/civilians (0-6+). For this reason:
1. Protocol and DV designations are limited to General Officers/Senior Executive Service Civilians and MAJCOM Directors and above.
2. All other attendees, regardless of grade or position are classified as a student, instructor, symposium staff, or exhibitor. This includes Wing, Group, and Squadron leadership.
3. Any attendee in the grade of 0-6/GM15/NSPS Equal not designated a DV must be coordinated in advance with the Symposium Office prior to registration.
3.1. 0-6/GM15/NSPS Equal (except sponsoring MAJCOM staff members) are DISCOURAGED from participating in the symposium. This event is a school/training environment where students are base-level worker/middle management. To ensure a quality learning environment, we hope to limit distractions and conditions that may intimidate students.
3.2. If, after reviewing this policy, a 0-6/GM15/NSPS Equal make the decision to attend:
3.2.1. The symposium asks Senior Officers/Civilians remain sensitive to their presence and impact on the classroom environment.
3.2.2. Where practical, remain in the back of classrooms
3.2.3. Notify the Operations Center of any issue requiring attention (classroom/instructor/student)
4. Designated DVs are managed exclusively by the Symposium Protocol Team. The Protocol Team will coordinate all air travel, ground transportation, lodging, and escort matters directly with the DV's staff OPR.
4.1. The Protocol Team will:
- Coordinate registration of DV in Symposium System and Pre-Register DV
- Coordinate Flight/Arrival and Departure Arrangements with the DV's office
- Provide transportation to/from airport
- Arrange hotel accommodations
- Provide Symposium DV materials/references
- Assign (if applicable) an Escort
- Provide clearinghouse of DV schedule(s)/activities
4.2. The Symposium maintains a secure/private DV Center with administrative support, DSN/commercial links, computer DSN/commercial access, printing/coping services, PC and printer, general admin supplies, and private meeting room for 2-15 individuals. This center is a CONTROLLED AREA and is open only to DVs, or by personal invitation of a DV.
Non-ACC, AETC, AMC, AFSPC, AFRC, ANG and AFCEE Attendance
The ESOH Training Symposium is sponsored by ACC, AETC, AMC, AFSPC, AFRC and AFCEE. The courses and events associated with the symposium are developed specifically by these commands for the purpose of economizing base-level ESOH training requirements for installation CE, LG, OG, JA, PA, SE, and SG. The symposium must not be confused with other conferences or events either within or outside of DoD. Attendance is CLOSED to the public and non-sponsor command personnel, and is CONTROLLED. Advance registration is required to attend the symposium - there is NO on-site registration.
In cases where space can accommodate and additional costs are not incurred, a limited number of quotas may be available to other attendees. The following guidelines provide details on how to access these "Other Quotas".
1. A total of 10 quotas will be issued to each non-sponsor MAJCOM upon request, for immediate use. These quotas will be issued only to a central POC at each MAJCOM CEV (or equivalent) office.
1.1. MAJCOMs must request their 10 quotas by e-mail only to the symposium office at sympo@langley.af.mil
1.2. Distribution of these quotas are the sole responsibility and discretion of the receiving MAJCOM.
1.3. The symposium office will not issue quotas directly to students.
2. On 15 December 2009 (not before), additional quotas may be requested (in writing) by e-mail to the symposium office at sympo@langley.af.mil or by fax to (757) 764-9775.
2.1. These quotas will only be issued on a SPACE-AVAILABLE BASIS after 15 Dec 2009. No requests will be accepted prior to that date.
2.2. Available "extra" quotas will be issued using the first-come-first-serve system
regardless of MAJCOM.
3 . Quotas are issued on the understanding that they are to be used by installation level personnel. All other agencies (outside of MAJCOMs) are invited to participate in the symposium as an exhibitor and must abide by the limitations set-forth by the exhibition program and policies.
Student Quota System
The ESOH Training Symposium is sponsored by specific commands and AFCEE. The courses associated with the symposium are developed specifically for the purpose of economizing base-level training requirements for their command's installation CE, LG, OG, JA, PA, SE, and SG. Attendance is strictly CONTROLLED and CLOSED to the public.
Each sponsoring command issues quotas proportionate to their resource investment. Actual number of quotas are determined and validated annually by the four MAJCOMs. Quota numbers are then assigned, distributed, and managed by the symposium Registrar. Each quota is individually assigned and coded to correspond to the target student's command, base, and functional area.
Other attendees shall not exceed 10% of the total attendance and include MAJCOM/AF/DoD Staff, regulators and other attendees.
Funding for symposium attendees is the responsibility of each installation. MAJCOMs may issue specific guidance or funding information. The symposium does not fund attendees.
TARGET STUDENTS (GOALS):
MAJCOMs are asked to practice cross-functional distribution of quotas to the installation team. The goal of the symposium is to train the "base team" - this is the foundation to the success of the symposium and is critical to its continued success. It is important to note, this is NOT a Civil Engineering training opportunity. This IS a base training opportunity to provide ESOH training the entire base team. The largest groups are Logistics* as the process owners, Civil Engineers who provide oversight and prevention. These groups are seen as equal partners comprising an average of one-third of the quotas each. In order to ensure bases include each key component of their base team, one quota is provided to the Bioenvironmental Engineer (SG), Ground Safety Office (SE), Environmental Attorney (JA), and Public Affairs Office (PA). Other suggested targets include one from each base contracting office and services squadron.
Logistics includes all maintenance activities, operations personnel, as well as supply, trans, and Cons.
NOTE: As a general rule, a typical base should issue no less than one quota for each SE, SG, JA, PA, and SV with equal (1 for 1) quotas for LG and CE. Each base distribution should mirror closely to the above chart.
On-Site Registration
- All symposium attendee must be registered PRIOR TO ARRIVAL at the symposium site. There is no on-site registration.
- Any military or DoD civilian traveling to the symposium without pre-registering and securing a conformation of their individual registration, are doing so under false pre-tense, and will not be permitted admission to the symposium.
- Any deviation to this policy (less exception below) requires the approval of the Symposium Chairperson or his/her absence, the Symposium Director.
AUTHORIZED EXCEPTION: Individual substitutions will be permitted on-site if the individual is an authorized substitute for a NAMED and EXISTING student registered for the symposium. Such substitutions must be previously approved by the registered student’s installation CEV Flight Chief either in writing or in person at the time of substitution. Substitutions are a name change ONLY and the new student must adhere to the class schedule provided for the individual for which they are substituting. No class deviations are permitted.
- If it is determined the an individual is not an authorized symposium participant, the following procedures will be accomplished:
- Verify with the Registration Database that the individual is not registered (verify using last name, first name (including possible phonic spelling errors), organization, functional area and installation).
- Obtain a copy of the individual’s TDY orders.
- If no orders, obtain a photocopy of the individual’s military or DoD civilian I.D. card and hotel location/room number.
- Notify the Symposium Director or an Assistant Director.
- Assistance will be provided in securing an immediate return to their home station. The symposium team will assist in adjusting the individual’s return flight, hotel reservations, and transportation to the airport.
- The Symposium is not responsible for any early hotel, transportation, or other fees as a result of the enforcement of this policy.
Cell Phones and Pagers
The ESOH Training Symposium is a formal training environment. In order to ensure the best possible training atmosphere, the following policy applies to ALL SYMPOSIUM ATTENDEES :
Applies: Monday-Friday, 0800 - 1800 hrs
All Phones, Pagers, Palm PCs, and other related instruments with ringers, alarms, etc. must either:
Be turned OFF (or)
Be in vibrate mode (or)
Ringer turned OFF (for models with other means of getting
your attention - i.e. blinking light).
Under NO CIRCUMSTANCE shall any communication equipment be used in a classroom or general session area. Hallways and other public area are acceptable providing this does not disrupt activities in adjacent areas:
--Don't answer a call in the classroom - either wait until outside or take the call later
--Do not conduct cell phone conversations at or near a classroom entrance while a class is in session - go to an area where your conversation will not be monitored or disruptive to a classroom
In cases where an emergency situation requires you to answer a cell phone call, the user must EXIT the classroom and use only in an area that will not disrupt any nearby classroom or general session area.
Emergency calls should be directed ONLY to the Symposium Operations Center.
Guest Passes
When a student, instructor, or staff member is traveling with a guest who is not an official participant in the symposium, they may PURCHASE a guest pass.
Guests are limited to spouses, significant others, children/other family members, with proof of affiliation to the registered attendee. Because the symposium is not open to the public, non-family guests are not permitted. NOTICE: This does not apply to exhibitors - exhibitor guests must register at the Exhibit Registration Booth - separate fees apply).
The guest pass permits general access to the symposium to attend any public session or activity (see below), but may not enter classrooms. To gain access to the symposium area(s), the name badge is required to avoid being escorted off the property by security.
$35.00:
• Name Badge
• Entry to Exhibit Hall
• Sunday Reception
• Monday Icebreaker
$50.00:
• Same as $35 plus a lunch ticket.
CASH ONLY - No Refunds - Non-Transferable
The registered symposium attendee MUST accompany the guest at guest registration and have their registration package received at symposium registration. Their symposium identification number is required to purchase a guest pass and must be accompanied by proof of family affiliation to the registered attendee.
