Guidelines
For WEA Conference Participants
WORKERS’ EDUCATIONAL ASSOCIATION
4 Luke Street, London, EC2A 4XW
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Notes on these Guidelines
These three documents are intended as guidance for members on the normal procedures to be
followed before and during Association Conferences. They are not detailed regulations,
covering all possible circumstances.
The Governing Document of the Workers’ Educational Association, which includes the
regulations by which the Association operates, is available from:
WEA Association Services
4 Luke Street
London
EC2A 4XW
For ease of reading, the terminology used in the following pages refers to people and
organisations in English Regions. The guidelines also apply to the equivalent people and
organisations in WEA Scotland, e.g.
WEA in England
Equivalent for WEA in Scotland
Region
Regional Committee
Regional Office
Regional Director
Regional Chair
WEA Scotland
WEA Scotland Committee
WEA Scotland Office
WEA Scotland Director
WEA Scotland Convenor
Branch
Branch
Branch Chair
Local Association
Secretary – Local Association Secretary
Local Association Convenor
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Writing motions and amendments for conferences
Why do we need to write motions and amendments?
If a group of members wants the WEA to:
 make amendments to its constitution (governing documents), or
 develop or change its policy on a particular issue, or
 give a priority to campaigning on an important issue
they need to formulate a motion for debate at an appropriate conference or meeting.
The motion needs to be worded in such a way that it generates a constructive debate and, if
passed, be acted upon in a way which benefits the Association. Branches submitting motions
must also send a copy to their own Regional Committee, via their Regional Office.
What makes an effective motion?
An effective motion should:
1.
2.
3.
4.
always include a proposal for something to be done
normally include some brief background information
cover only one main topic
not ask for actions to be taken which are against charity, company or other
law or are inconsistent with the current WEA Governing Documents (Articles
of Association and Regulations), except motions promoting amendments to
these documents
5. not demand that an action be taken by an external organisation, when the
WEA has no power to make such a demand
6. be clear and unambiguous
7. use appropriate terminology
These points are best illustrated by examples of what to do, or not do:
1. always include a proposal for something to be done
The motion should include wording such as “This conference asks …” or “This conference
recommends ...”. A motion which says (for example) “This conference deplores the cuts in
funding for adult education …”, without calling for any action, such as a campaign, is a “pious
motion” and would be ruled out of order.
2. normally include some brief background information
It is helpful to other delegates if you explain, briefly, the reason for putting forward the motion.
3. cover only one main topic
A motion which raises a number of different issues will probably give rise to a long and
confused debate. If you propose a long list of unconnected actions, it is possible that many of
the delegates who agree with most of the motion will object to at least one of the proposed
actions and will vote against the motion or abstain. It may be appropriate to split it into separate
motions.
4. do not ask for actions to be taken which are against charity, company or other
law or are inconsistent with the current WEA Governing Documents, except
motions promoting amendments to these documents
A motion which calls for action which is against current charity, company or other law will be
ruled out of order. For example: “This conference proposes that learners with disabilities be
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excluded from field trips, because of risks to their health and safety.” would be ruled out of
order.
A motion promoting an amendment to the WEA governing documents will be ruled out of order
if it is against charity law.
A motion at a Regional or Branch meeting would be out of order if it proposed an action which
could only be approved by WEA Council or Trustees.
5. do not demand that an action be taken by an external organisation, when the
WEA has no power to make such a demand
A motion which demands that an action be taken by an external organisation, e.g. a
Government Department, is impracticable since the WEA has no power to make such a
demand.
6. be clear and unambiguous
You may be very involved with the issue which is the subject of the motion, but other delegates
may not understand exactly what you mean. Before you submit the motion, ask someone who
is less involved to read it through. An example of a motion received in 2007 which was ruled
out of order is: “The compulsory number of twelve members be lowered and the reintroduction
of retired pensioners benefit”.
7. use appropriate terminology
A motion would be considered to be out of order if it referred, for example, to “the NEC” or “the
Association Committee” instead of “WEA Council” or “Trustees”.
What about amendments to motions?
Similar rules apply to amendments, with one important addition. A “negative amendment”, that
is one which reverses the original meaning, is not allowed and will be ruled out of order. An
example of a negative amendment is:
Motion:
This Conference recommends that membership of the WEA in England will remain free of
charge.
Amendment:
After “will” in line 1 insert “no longer”.
What will happen to our motion or amendment?
You must submit your motion or amendment by the specified deadline. The regulations now
allow you to submit it on an electronic version of the official form, as an email attachment. You
must include the name and contact details of a voluntary officer who will be able to respond
promptly to any communications from Standing Orders Committee (SOC).
SOC will decide whether your motion or amendment is “In Order” for inclusion on the
Conference Agenda. They may suggest alterations to the wording to make it in order, but they
will not alter the sense of the motion or amendment.
For further details see the guidance document on “The role of the Standing Orders Committee
(SOC) in dealing with motions and amendments for conferences”.
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The role of the Standing Orders Committee (SOC) in dealing
with motions and amendments for conferences
What is SOC’s aim when dealing with motions and amendments?
SOC’s main aim is to produce a programme of business for conference with motions and
amendments which will enable effective debates to take place on issues of importance to the
WEA. SOC aims to reach agreement with sponsors of motions and amendments on how these
will appear on the programme of business.
Motions and amendments must be “In Order”
According to the WEA’s Governing Document, SOC is responsible for considering all motions
and amendments to decide whether they are in order for inclusion on the Conference Agenda.
A motion or amendment is not in order if it:
 prejudices or undermines the status or reputation of the Association under charity, company
or other law, or is inconsistent with current charity, company or other law
 is inconsistent with the current WEA Governing Documents (Articles of Association and
Regulations), except motions promoting amendments to these documents
 does not deal with matters concerning the object, principles, powers and organisation of the
Association, educational and related policies, or the efficiency and effectiveness of the
Association
 commits any expenditure or application of assets of the Association
Will SOC make changes to motions*?
SOC will make minor changes to the wording of a motion to:
 make it appropriate for the conference, e.g. change “this branch proposes” to “conference
proposes”
 correct names of government departments or other organisations where they have been
changed recently
 make minimal changes to wording so as to clarify the sense of the motion, or to correct
spelling and grammar
Will SOC make major changes to motions*?
Where necessary, SOC will contact the sponsors of a motion to:
 propose a change to the wording which makes the motion in order for inclusion on the
agenda (see above)
 request that the sponsors remove wording which makes the motion impracticable, e.g. if a
motion demands that an action be taken by an external organisation, when the WEA has no
power to make such a demand
 request that the sponsors add, amend or remove wording, if the sense of the motion is very
unclear or ambiguous, to the extent that SOC cannot understand the sponsors’ intention
This does not remove the responsibility of sponsors to take care, when wording
motions, to make their meaning clear.
Reasons for the required changes will be clearly stated, with reference to the relevant regulation
or law, as appropriate. If, after discussions, SOC and the sponsors are unable to agree on
changes to the wording, SOC can in appropriate cases amend, composite or withdraw a motion
or amendment without the sponsor’s consent.
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Will all motions* which are in order be debated at the conference?
With the recent increases in attendance and in numbers of motions submitted to our conference
it may be impossible, in future, to debate every motion with sufficient time for members to
express their views.
SOC decides the order in which motions appear on the programme of business for debate on
the floor of conference. Where appropriate, they will consult other bodies (i.e. staff or voluntary
governance) within the Association, when prioritising motions for debate.
Any motion not debated because of lack of time will not be ignored, but will be remitted to the
WEA Council and the appropriate Governance Committee for consideration; a written report on
its outcome and actions taken by trustees will be presented to the following conference.
Will SOC combine motions* which are on the same subject?
Motions on the same subject should only be combined (composited) if this does not have a
detrimental effect on the ability of the Association to take decisions on policies etc.
 There may be several motions submitted on the same subject which propose very similar
actions. In this case SOC will produce a composite, with all the sponsors consulted for
approval of the wording.
 If there are several motions on the same subject, with some common elements, but
proposing different actions, SOC will group them together on the programme of business so
that they can be dealt with together. Each motion will be moved and formally seconded and
there will be a common debate. Each motion will then be voted on separately. This will
prevent the same debating points being raised several times, possibly by the same people.
 If there are several motions on the same broad subject, with no common elements and
proposing actions which may conflict with each other, SOC will group them together on the
programme of business. Each motion will be moved, formally seconded, debated and voted
on separately.
If too many motions are combined, the resulting composite may be lengthy, with a list of
proposed actions. The risk is that conference delegates may agree with most of these actions
but, if they disagree strongly with just one part of the proposal, they will vote against the
composite and cause it to be lost. This may prevent a number of important and welcome
proposals being adopted.

* Any reference to “motions” implies “motions and amendments”
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Speaking to motions and amendments at conferences
This guidance is designed for delegates who lack experience or confidence in
speaking in debates at large conferences.
Does your branch or region have a motion* on the Agenda?
A delegate from the branch or region which proposed a motion (the sponsor) MUST be in the
conference hall to move it. If the Standing Orders Committee (SOC) is made aware prior to the
opening of conference that no such representative will be present to move it, they may permit
another accredited delegate to move it. If you are a regional delegate you cannot move your
own branch’s motion unless permission is given as above.
If your branch has submitted a motion but is unable to attend the conference, you
must tell your Regional Director or Chair so that they can arrange to notify SOC
and find another delegate to move the motion.
How can you speak effectively in the debate?
At our conference, all motions and amendments will be formally seconded, i.e. without a
speech. This does not prevent other delegates speaking in support. Remember that a wellpresented argument on a controversial subject can sway the opinions of otherwise uncommitted
delegates. The following points are important:
1. Starting off
Always address the president and conference and introduce yourself e.g. “President, delegates:
Jane Smith, Loamshire Branch.”
2. The introduction – tell them what you are going to say
If you are not the mover, say whether you are speaking for or against. Then, briefly introduce
your points.
3. The argument – say it
It is advisable to limit your speech to a few key points. Write clear notes and use them to help
you keep to the point.
4. The conclusion – tell them what you said
Summarise the points. Your last line should be “Conference, please support (or reject) this
motion (or amendment).”
5. Should you write out your speech and read it?
If you read your whole speech it can sound very flat and lifeless. If you are not a confident
speaker, write out and rehearse the first few sentences to start you off.
6. Don’t exceed the time allowed
Movers of motions are allowed 3 minutes and other speakers 2 minutes. If the warning light
comes on, move swiftly to your conclusion. If the final light comes on, finish your sentence
immediately.
Speakers who try to continue after this time may lose the support of delegates for an otherwise
valid argument.
WARNING – If speaking time limits are reduced during the conference, revise
your speech accordingly.
7. Don’t repeat points
If someone else has already made the point you were going to make, don’t repeat it unless you
have something significant to add. If you have nothing new to say, do you really need to go to
the rostrum?
8. How many times can you speak?
With one exception, a speaker can speak only once in the debate in any one motion. The
mover of the motion has “the right of reply” only if other speakers have spoken against the
motion or have raised points which need to be addressed.
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Rules for debating motions*
Association Conference has rules, or standing orders, to ensure that all motions are debated
fairly and a wide range of views is heard. These rules are operated by the President and SOC.
The sequence to be followed in debating a motion
1.
2.
3.
4.
5.
6.
7.
8.
9.
The mover of the motion makes a speech.
The motion is seconded formally.
If there is an amendment, the mover of the amendment makes a speech.
The amendment is seconded formally.
The amendment is debated and voted on**.
Steps 3-5 are repeated for any other amendments.
The substantive motion, i.e. incorporating any amendments, is debated.
The mover, if necessary, exercises his/her right to reply.
The substantive motion is voted on**.
** Delegates vote by raising their coloured voting cards or using electronic voting pads. The
use of electronic voting pads allows votes to be counted quickly when there is no clear majority
visible from the card votes.
What if there are several amendments to the same part of a motion?
The amendments are taken in the order in which they occur in the wording of the original
motion. Depending on the wording of the motion and amendments, SOC may rule that if one
amendment is carried then another amendment falls e.g. if the first amendment removes the
wording which the second amendment proposes to amend.
What if the branch/region proposing the motion agrees with the
amendment?
Amendments are often not controversial and the mover may indicate that their branch/region is
willing to accept an amendment. In this situation, the amendment should still be moved,
seconded, debated and voted on.
What if there are several motions or amendments with similar
content?
SOC may invite sponsors of motions and amendments to create a composite, i.e. a single
motion which incorporates all the significant points. If the sponsors cannot agree on a
composite or if the motions are not sufficiently similar to composite, SOC may recommend that
the motions be moved separately, with a common debate.
For further details see the guidance document on “The role of the Standing Orders Committee
(SOC) in dealing with motions and amendments for conferences”.

* Any reference to “motions” implies “motions and amendments”
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