Procedure for requesting for Videoconference Hearing (VCH) at the PCG Vancouver conference room

1. Fill-out the Videoconference Hearing Request Form and email it to notarials@vancouverpcg.org with email subject/title: “Request for Videoconference Hearing [Last Name, First Name of Requesting Party].
2. The Consulate will confirm by email the availability of its premises on the proposed dates and time of the hearing. Kindly refer to the https://www.worldtimebuddy.com/ in choosing the VCH schedules.
3. Once the date has been confirmed, the Requesting Party shall file the necessary Motion to the Court for the conduct of VCH at the Consulate indicating the agreed date and time.
4. Submit the Court Order by email to the Consulate. The Order should be received by the Consulate at least three (3) working days before the scheduled VCH.
5. Upon receipt of the Order, an official confirmation letter will be sent to the Requesting Party.
6. On the day of the VCH, the Requesting Party (or his/her witness/es) is required to be at the Consulate premises at least one (1) hour before the scheduled VCH.
7. The Requesting Party (or his/her witness/es) shall present his/her valid passport at the Consulate’s Window 7 for verification of identity and he/she will be endorsed to Window 8 for payment of fees.
8. Fees for the use of the Consulate’s Conference Room and Certificate are as follows:

IMPORTANT REMINDERS

1.  The VCH may be scheduled during the Consulate’s office hours (9:00 AM to 6:00PM) from Mondays to Fridays, except during declared holidays. Due to the time difference between the Philippines and Vancouver, and subject to the yearly observance of the Daylight Saving Time, VCH may only be conducted at the Consulate between 5:00 – 6:00 PM during spring (8:00 – 9:00 AM Philippine time); and 4:00 – 6:00 PM during fall (8:00 – 10:00 AM Philippine time).
2. Requesting Parties are urged not to schedule the hearing on Mondays (Philippine time) as it would fall on a Sunday in Canada.
3. The motion for the conduct of VCH at the Consulate should be filed by the Requesting Party only after the Consulate has agreed to the proposed date and time of the VCH.
4. It shall be the responsibility of the Requesting Party to provide the Court and the counsels with copies of the official confirmation letter from the Consulate.
5. The Requesting Party shall be responsible in bringing his/her own laptop/devices (and other accessories) with pre-installed software duly approved by the Court, as well as mobile WI-FI or pocket WI-FI device for internet access during the VCH.
6. The Requesting Party (or his/her witness/es) shall be responsible in setting-up his/her own devices and internet connectivity. The Consulate will provide technical assistance when necessary.
7. The duty of the Consulate’s representative/Legal Officer is limited to verifying the venue and acknowledging the presence of the Requesting Party (or his/her witness/es) at the venue.
8. The Requesting Party (or his/her witness/es and companions) shall, at all times, respect and abide by the Consulate’s security and safety protocols and shall conduct themselves in an orderly manner while inside the Consulate premises.
9. In the event of postponement of the scheduled VCH, it shall be the responsibility of the Requesting Party to promptly inform the Consulate in writing.

For strict compliance.