ILGA World Conference 2022 - third mailing

 

Dear friends, dear ILGA World members,

With the conference only a few weeks away, we are excited to present the programme and to shout out for your help to make this year’s conference a success!

On 21 February 2022, we sent you the second mailing for the Conference. On behalf of ILGA World’s Executive Board, we are now pleased to send you the third and final mailing, with the agenda of the conference, as well as with the various amendments to proposals and bids for the next host city received from you.

The 30th ILGA World Conference is now only three weeks away and, according to the provisions of the Constitution (articles C 7.2, C 7.5 and C 7.6) and the Standing Orders (SO 2.1) we are sending you the final agenda for the Conference in relation to the following procedural items:

  1. Approval of the Chairing Pool and appointment of election officers andcounters 
  2. Approval of the agenda
  3. Presentation of candidates
  4. Election of ILGA World Co-Secretaries General and alternates
  5. Election of the Chairs of the Steering Committees: Women, Trans, Intersex, Bisexual and Youth
  6. Approval of the Executive Board's report on work undertaken since the2019 ILGA World Conference
  7. Approval of the reports from the Committees: Women, Trans, Intersex, Bisexual, Youth
  8. Consideration of proposals and amendments
  9. Consideration of proposed Constitutional and Standing Order Amendments
  10. Approval of ILGA World audited accounts (2019, 2020, 2021)
  11. Approval of indicative budget for 2022
  12. Appointment of an auditor 
  13. Proposal for a new membership fee structure
  14. Admission of new members
  15. Vote on the expulsion of suspended members
  16. Election of the host organisation for the 2024 ILGA World Conference
  17. Any other business

 

Further details on these items are set out below, while the full programme of the conference can be found on our website - including details of other pre-conferences and meetings taking place during the World Conference. 

To make the conference safer for everyone, in January 2022 we announced we would be capping in-person participation at 600 attendees, as part of our Covid-19 safety policy around the event. We have now reached that upper limit of our capacity, and we closed registration for in-person participation as of 7 April 2022.

However, the ILGA World Conference will be facilitated in a hybrid format for the first time this year: we are very excited to welcome you to our conference both in-person and virtually! All attendees (in-person and online) will be invited to use the online conference program which is hosted via Sched. All registered attendees will receive access links and logins to this platform. You can use this platform to curate your personal agenda for the conference. 

Registration for online attendance to the conference will open soon!

 

1) Approval of the Chairing Pool and appointment of election officers and counters 

The purpose of the Chairing pool is to: “manage the conference and [...] ensure the smooth running of the conference to preserve order and to ensure that the business of the conference is completed.” (SO 3.1). The Chairing pool “will consist of a minimum of 6 people, including 2 elections officers. At least two members of the Chairing Pool should be women. All members of the chairing pool shall be from full member organisations. The chairing pool will include one person from the host organisation.” (SO 3.2).

According to Standing Order 3.4, “The chairing pool as proposed by the Executive Board will be approved by a simple majority of delegates of full member organisations at the first plenary session. Until this time, the conference will be managed by the Executive Board and the host organisation.” Notification as to the time and place of above-mentioned meeting will be given to the delegates on the conference digital platform and upon their arrival at the venue of the Conference.

 

2) Approval of the agenda

This third mailing functions as the publication of the final agenda for the conference, as set out in the Standing Orders (SO 2.1). The Chairing pool shall “decide the order in which proposals, workshop recommendations and other agenda items shall be dealt with at each of the plenary sessions (the ‘order of business’), subject to the approval of Conference” (SO 3.7.1). 

 

3) Presentation of candidates

Presentation of candidates and elections shall take place during a plenary session, which will be announced by the Chairing Pool.

Each candidate has prepared a candidate form setting out their experience and their motivation for running. This form also has details on how to contact the candidate if your organisation has questions for them prior to voting. You can find all these candidate forms here. (NOTE: the password to access individual candidate forms is supplied to member organisations only)

  

4) Election of Co-Secretaries General and alternates

  • 2 nominations were received by the deadline of 7 February 2022 for the position of Secretaries General.
  • no nominations were received by the deadline of 7 February 2022 for the position of alternate Secretaries General.

Presentation of candidates and elections shall take place during a plenary session, which will be announced by the Chairing Pool.

Each candidate has prepared a candidate form setting out their experience and their motivation for running. This form also has details on how to contact the candidate if your organisation has questions for them prior to voting. You can find all these candidate forms here. (NOTE: the password to access individual candidate forms is supplied to member organisations only)

 

5) Election of the Chairs of the Steering Committees: Women, Trans, Intersex, Bisexual and Youth

  • Chair of the Women’s Steering Committee: 2 nomination received.
  • Chair of the Trans Steering Committee: 3 nominations received.
  • Chair of the Intersex Steering Committee: 1 nomination received.
  • Chair of the Bisexual Steering Committee: 3 nominations received.
  • Chair of the Youth Steering Committee: 1 nominations received.

Presentation of candidates and elections shall take place during a plenary session, which will be announced by the Chairing Pool.

Each candidate has prepared a candidate form setting out their experience and their motivation for running. This form also has details on how to contact the candidate if your organisation has questions for them prior to voting. You can find all these candidate forms here. (NOTE: the password to access individual candidate forms is supplied to member organisations only)

 

6) Approval of the Executive Board's report on work undertaken since the 2019 ILGA World Conference

The report from the Executive Board will be presented and voted on during the first plenary, on Wednesday 4 May 2022. This report is found in the annual reports of ILGA World for 2019, 2020, and 2021. Click on the following links to read the 2019 and the 2020 annual reports. The 2021 annual report will be available at the conference.

 

7) Approval of the reports from the Committees: Women, Trans, Intersex, Bisexual, Youth 

The report from the Committees will be presented and voted on during the first plenary, on Wednesday 4 May 2022. These reports are found in the annual reports of ILGA World for 2019, 2020, and 2021. Click on the following links to read the 2019 and the 2020 annual reports. The 2021 annual report will be available at the conference.

 

8) Consideration of proposals and amendments

A motion about establishing ILGA World - registered in Geneva, Switzerland – as the full legal successor of the former organisation registered in Belgium has been introduced by the ILGA World Board. You can download it here.

 

9) Consideration of proposed Constitutional and Standing Order Amendments 

Proposals for amendments to the Constitution and Standing Orders of ILGA World sent with the second mailing can be found here:

No further amendments to proposals were submitted by the deadline of 21 March 2022.

All proposals will be presented and discussed in the relevant workshops (see the final programme for details). All proposals will be voted on during the plenaries in the last plenary session on Friday 6 May 2022. 

The current Constitution and the Standing Orders can be downloaded from here.

 

10) Approval of ILGA audited accounts (2019, 2020, 2021)

Accounts for 2019 and 2020 are available here. The audited accounts for 2021 will be available at the conference..

The audited accounts for 2019, 2020  and 2021 will be presented in the Finance workshop and voted during the last plenary on Friday 6 May 2022. 

 

11) Approval of indicative budget for 2022

Available on the ILGA World website at https://ilga.org/downloads/budget_2022_summary.pdf

The 2022 Budget will be presented in the Finance workshop and voted on during the last plenary on Friday  6 May 2022.

 

12) Appointment of an auditor 

A motion about the appointment of an auditor has been introduced by the ILGA World Board. You can download it here.

 

13) Proposal for a new membership fee structure

A proposal by the Board for the revision of the membership fees was submitted with the second mailing on 21 February 2022. 

 

14) Admission of new members 

According to our Constitution (C4.4), “Applications for full or associate members which are in conformity with the aims and objectives in this constitution shall be accepted by the Executive Board, subject to final decision by the World Conference.”

The list of approved member organisations will be made available before the beginning of the General Meeting.

 

15) Vote on the expulsion of suspended members 

A proposal for the expulsion of suspended member organisations can be found here (NOTE: link supplied only to member organisations).

 

16) Election of the host city for the 2024 ILGA World Conference 

Three nominations – i.e. Ghent (Belgium)Cape Town (South Africa) and Buenos Aires (Argentina) - were received by the deadline of 21 March 2022 for the host city of the 2024 World Conference. Bids are supplied unedited, as the Chairing Pool received them. Presentations and voting will take place during the last plenary of Friday 6 May 2022.

 

17) Any other business

To be determined

 

A reminder about fees, votes, and proxies

Members are reminded that only full members who are up to date with payments of the membership fees are entitled to vote at the conference. Every full member organisation will have two votes and may nominate a proxy (if unable to attend the conference) in accordance with the Standing Orders. [Standing Order 6.3]

Members need to settle their fees to be able to vote during the conference. Due to possible delays for bank transactions, please issue your membership fee payments by transfers prior to 26 April midnight CEST. Invoices for 2022 were already sent out - but should any member have questions about pending fees or trouble with the payment links, please reach out to membership@ilga.org. 

“A full member organisation which is not represented at the Conference and which would otherwise be entitled to vote may nominate a person attending the Conference or one of the Steering Committees to exercise by proxy the votes to which the organisation is entitled, in accordance with SO6.” [Standing Order 5.1]

You can email your proxies at chairingpool@ilga.org by 1 May 2022 by using this template. However, please note that the elections and voting will be handled online for the first time, so you will also be able to virtually join all governance workshops, the closing plenary and the elections even if you are not in Long Beach !

Organisations that are attending the conference must still designate their representatives who will vote on their behalf. Please use the first part of the Proxy form to designate your representatives who will then vote on behalf of your organisation.

 

Registration and hybrid participation

To make the conference safer for everyone, in January 2022 we announced we would be capping in-person participation at 600 attendees, as part of our Covid-19 safety policy around the event. We have now reached that upper limit of our capacity, and we closed registration for in-person participation on 7 April 2022.

However, if you haven't registered yet, there will still be some chance for you to take part in the 2022 ILGA World Conference! For the first time in the history of our global events, virtual participation will be possible, too. Stay tuned for updates: registration dates and deadlines for online participation are coming soon!

We will also share more detailed information on our conference website in the coming days, and we will communicate with membership about upcoming webinars which will focus on answering questions about the hybridisation of the conference. 

We are looking forward to seeing you very soon in LA Long Beach (or virtually)!


In solidarity,

Luz Elena Aranda and Tuisina Ymania Brown,
Co-Secretaries General of ILGA World

11 April 2022