> For the complete documentation index, see [llms.txt](https://public.euroavia.eu/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://public.euroavia.eu/miscellaneous/bylaws-subpages/5-definition-of-bodies-and-events/5.1-the-general-meeting.md).

# 5.1 The General Meeting

## 5.1 The General Meeting (also referred to as “EUROAVIA Congress”)

At the beginning of a meeting of the EUROAVIA Congress, the following Congress officials shall be appointed by the Chairman:

1. two (2) minute takers, who have to be present during the entire business meeting;
2. two (2) representatives to check the minutes, who have to be present during the entire business meeting;
3. two (2) full associates to count the votes.

### 5.1.1 The Annual Meeting of the EUROAVIA Congress (AMEAC)

**5.1.1.1 Terms**

The Annual Meeting of the EUROAVIA Congress shall take place within the two (2) weeks preceding the start of the Business Year on October first.

**5.1.1.2 The minimum agenda**

The AMEAC agenda shall contain at least:

1. opening;
2. approval of the agenda;
3. approval of the minutes from the previous EUROAVIA Congress;
4. International Board Business Report and Financial Report;
5. Auditor’s report;
6. presentation of the Business and Financial Plan;
7. handover of the International Board;
8. Working Group’s reports;
9. Committee’s reports;
10. distributed local reports of the (Prospective) Affiliated Societies / (Prospective) Adjunct Members;
11. the Election of the auditors;
12. the Election of the Affiliated Society to host the next meeting of the EUROAVIA Congress;
13. Hikkeli Mikkeli;
14. closure.

### 5.1.2 The Electoral Meeting of the EUROAVIA Congress (EMEAC)

**5.1.2.1 Terms**

The Electoral Meeting of the EUROAVIA Congress shall take place within the two (2) weeks preceding or following the start of the second half of the Business Year on April first.

**5.1.2.2 The minimum agenda**

The EMEAC agenda shall contain at least:

1. opening;
2. approval of the agenda;
3. approval of the minutes from the previous EUROAVIA Congress;
4. International Board Midterm Business and Financial report;
5. election of Designated International Board members;
6. Working Group’s reports;
7. Committee’s reports;
8. distributed local reports of the (Prospective) Affiliated Societies / (Prospective) Adjunct Members;
9. announcement of the Affiliated Society to host the next meeting of the EUROAVIA Congress;
10. Hikkeli Mikkeli;
11. closure.

### 5.1.3 The Extra Meeting of the EUROAVIA Congress (ExMEAC)

**5.1.3.1 Terms**

1. Every meeting of the EUROAVIA Congress which is not an Annual or Electoral meeting shall be called an Extra Meeting of the EUROAVIA Congress (ExMEAC).
2. The organising Affiliated Society of the Extra Meeting of the EUROAVIA Congress shall make available housing for two (2) representatives per Affiliated Society. Additional participants must organise their participation by themselves, if not provided by the organising Affiliated Society.

**5.1.3.2 The minimum agenda**

The preliminary agenda of the ExMEAC is set up by the International Board. Besides the opening, Hikkeli Mikkeli and closure, the preliminary agenda must at least contain the discussion items stated in the summoning.

### 5.1.4 Representatives

1. A representative of an Affiliated Society must not be an International Board Member.
2. The representative shall have a written statement, the Letter of Authorisation, confirming their mandate, signed by at least two (2) board members of the Affiliated Society, one of them being the President of the Affiliated Society. This letter must be handed to the Chairman of the EUROAVIA Congress at the beginning of the congress or sent via e-mail before the beginning of the congress.
3. If a Prospective Affiliated Society is granted the Status of Affiliated Society at the EUROAVIA Congress, the Letter of Authorisation may be handed in as soon as possible after the start of the Congress. The representatives of this Affiliated Society may not vote before the Chairman of the EUROAVIA Congress receives the Letter of Authorisation. The exception is only applicable to the Congress, in which the Affiliated Society gained their status as such;
4. A representative who is not able to prove his/her mandate as stated above loses his/her right to vote. Exceptions to the loss of the right to vote are made under the following circumstance:
   1. one of the two (2) representatives is the current President of the Affiliated Society he represents. This has to be proven;
   2. the Chairman of the EUROAVIA Congress receives the letter of Authorisation mentioned in b via mail or other appropriate means.

### 5.1.5 Minutes

1. The minutes of a meeting of the EUROAVIA Congress shall be sent out by the Secretary of the International Board at least four (4) weeks prior to the next EUROAVIA Congress.
2. In case of an objection to the minutes, the objection has to be made at the next EUROAVIA Congress.


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