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eeigcham_manual_2016_internal_regulations_-_official_document_-_under_review_january_-2016
- 1. 2016 Gilberto Carvalhais Board of Directors 15/01/2016 European Economic Chamber Delegation EEIGCham Internal Regulations Manual For approval at the Council of October 2016 European Economic Chamber EEIGCham
- 2. 2 INDEX INTRODUTION VISION MISION VALUES STRATEGIC IMPERATIVES VISIBILITY SERVICES AND ACTIVITIES GOVERNANCE INFORMATION ADVOCACY SUPPORTING THE CHAMBER TECHNOLOGY 8 I. GENERAL PRINCIPLES ARTICLE 1 - Name and Head Office ARTICLE 2 - Goals and Tasks ARTICLE 3 - Financial capabilities and Goods ARTICLE 4 - Responsibility ARTICLE 5 - Exercise 14 II. EXTERNAL RELATIONS ARTICLE 6 - Relations with Host Country and Authorities ARTICLE 7 - Relations with the Media ARTICLE 8 - Relations with Regional Offices ARTICLE 9 - Relations with National Partners ARTICLE 10 - Relations with International Partners ARTICLE 11 - Relations with Embassies ARTICLE 12 - Consular relations ARTICLE 13 - Diplomatic Agreement between the Delegation and the Embassies ARTICLE 14 - Visa assistance Policy ARTICLE 15 - Visa Policy communication 17 III. EEIGCham DELEGATIONS & PARTNERS ARTICLE 16 – National Delegation ARTICLE 17 – State Delegation ARTICLE 18 – EEIGCham Partners ARTICLE 19 – Migration de Partner to Delegation 22 IV. MEMBERSHIP ARTICLE 20 - Members ARTICLE 21 – Members’ category ARTICLE 22 – Membership begging and renewal ARTICLE 23 - Applications ARTICLE 24 - Membership approval ARTICLE 25 - Members’ rights ARTICLE 26 - Obligations of Members ARTICLE 27 - Termination of membership ARTICLE 28 - EEIGCham Member Services 24 V. FEES ARTICLE 29 - Membership Fees ARTICLE 30 - Admission fees ARTICLE 31 - Member’s Kit ARTICLE 32 - Exchange Services Agreement 31 VI. ORION & BASIZ SUBSCRIPTION ARTICLE 33 – ORION subscription ARTICLE 34 - Holdings and Economic Group ORION benefits ARTICLE 35 - BASIZ subscription ARTICLE 36 - Prices list and benefits to members 32 VII. MEMBERS’ ASSEMBLY ARTICLE 37 – Authority of Members’ Assembly ARTICLE 38 - Ordinary Assembly ARTICLE 39 – Legal tasks of the Ordinary Assembly ARTICLE 40 - Extraordinary Assembly ARTICLE 41 – Assemblies’ Procedures 34 VIII. MANAGEMENT BOARD ARTICLE 42 – Management Board Representation 36
- 3. 3 ARTICLE 43 - Duties and activities of the Management Board ARTICLE 44 - Composition ARTICLE 45 - Management Board Assembly ARTICLE 46 - Decisions and Minutes ARTICLE 47 - Competences ARTICLE 48 – Management Board Tasks ARTICLE 49 – Procedure ARTICLE 50 - Records and publication IX. PRESIDENT ARTICLE 51 – Responsibility ARTICLE 52 – Representation ARTICLE 53 - Mandate of the President ARTICLE 54 - State President ARTICLE 55 - Vice-Presidents ARTICLE 56 - President Tasks ARTICLE 57 - Meetings, Decisions and Minutes ARTICLE 58 – Remuneration ARTICLE 59 - Diplomatic Communication 39 X. EXECUTIVE COMMITTEES ARTICLE 60 – Composition ARTICLE 61 – Governance of Committees ARTICLE 62 – Natures and scope of committees ARTICLE 63 – Responsibility ARTICLE 64 – Funding ARTICLE 65 – Communication ARTICLE 66 – Duration of Mandate ARTICLE 67 – Procedures ARTICLE 68 - Committees Practices ARTICLE 69 - Executive Committee List ARTICLE 70 – Composition ARTICLE 71 – Tasks ARTICLE 72 – Meetings, Decisions, and Minutes 44 XI. CONSULTATIVE COMMITTEES ARTICLE 73 – Responsibility ARTICLE 74 – Duration of Mandate ARTICLE 75 – Procedure ARTICLE 76 - Consultative Committee List ARTICLE 77 – Composition ARTICLE 78 – Tasks ARTICLE 79 – Meetings, Decisions, and Minutes 50 XII. ECONOMIC AND SOCIAL COMMISSIONS ARTICLE 80– Duties and Activities ARTICLE 81 – Tasks ARTICLE 82 – Representation ARTICLE 83 – Taxes and Impost Council ARTICLE 84 – Natural resources and Environmental Protection Council ARTICLE 85 –Employment and Social protection Council ARTICLE 86 – Intellectual protection Council ARTICLE 87 – Protection of consumer and certification Council ARTICLE 88 – Women, Children and fundamental Rights Council ARTICLE 89 –International Affairs Council ARTICLE 90 –Small and Medium-Sized Business Council ARTICLE 91 – Regional Development Council ARTICLE 92 – Procedure ARTICLE 93 – Special Commissions ARTICLE 94 - DEFENSE AND GLOBAL SECURITY Commission ARTICLE 95 - Mission ARTICLE 96 –Vision ARTICLE 97 –Values 54 XIII. EXECUTIVE DIRECTOR ARTICLE 98 - Responsibility ARTICLE 99 - Duration of mandate ARTICLE 100 - Aims ARTICLE 101 - Tasks 59
- 4. 4 ARTICLE 102 – Remuneration XIV. COUNCIL OF DIRECTORS ARTICLE 103 - Aims and Tasks ARTICLE 104 – Development Director ARTICLE 105 – Corporate Director ARTICLE 106 – Entrepreneurship and Innovation Director ARTICLE 107 – Regional Director ARTICLE 108 – Promotion and Events Director ARTICLE 109 – Protocol and Diplomacy Director ARTICLE 110 – Communication and IT Director ARTICLE 111 – Council of Directors Meeting and Decisions 62 XV. SENATE ARTICLE 112 – Responsibility ARTICLE 113 – Tasks ARTICLE 114 – Composition ARTICLE 115 – Senate Mandate ARTICLE 116 – Application for the Senate ARTICLE 117 – Senate Election’s ARTICLE 118 - Meetings, Decisions, and Minutes ARTICLE 119 – Control and Bookkeeping 66 XVI. DELEGATION SERVICES AND PROGRAMS ARTICLE 120 - EEIG System Service ARTICLE 121 - Development Club’s ARTICLE 122 - EEIG Academic Junior Club ARTICLE 123 - EEIG Junior Club ARTICLE 124 - EEIG Woman’s Club ARTICLE 125 - EEIG Ambassador Club ARTICLE 126 - Regional EEIG Business Club ARTICLE 127 - EEIG Export Helpdesk ARTICLE 128 - EEIG Member HelpDesk ARTICLE 129 - Services of the Member HelpDesk ARTICLE 130 - New Products and EEIG Services propose by the Delegation. ARTICLE 131 - New Products and services with EEIG Logo ARTICLE 132 - EEIGCham Delegation Website ARTICLE 133 - WEBSITE Content ARTICLE 134 - Objective of the website ARTICLE 135 - MEMBERS’ Area ARTICLE 136 – Web Marketing 72 XVII. ORION ARTICLE 137 – ORION e-Plateform ARTICLE 138 – ORION Access ARTICLE 139 – Cost and counterparts ARTICLE 140 – ORION CONNECT ARTICLE 141 – Business Network Builder ARTICLE 142 - ORION Business Procurement ARTICLE 143 - Mega Projects ARTICLE 144 - Private Public Partnerships ARTICLE 145 - Team Work Builder ARTICLE 146 - Event profile - EEIG Media Event ARTICLE147 - Event Profile – Economic Mission ARTICLE 148 - Sectors Club’s ARTICLE 149 - EEIG Tourism Guide ARTICLE 150 - EEIGDiscount Club ARTICLE 151 - EEIG Golden Label - Seal of Excellence ARTICLE 152 – EEIGLink ARTICLE 153 - EEIG Transparency Label ARTICLE 154 - EEIG Ratings Labels’ ARTICLE 155 - EEIG Business Reports – “Invest In” ARTICLE 156 - EEIG Business Reports – “Doing Business In” ARTICLE 157 - EEIG Business Reports – Market Study ARTICLE 158 - EEIGCham Newsletters ARTICLE 159 - EEIG Virtual Office ARTICLE 160 - EEIG Business Angel Network ARTICLE 161 - EEIG Crowdfunding 79
- 5. 5 ARTICLE 162 - EEIG Micro-Finance ARTICLE 163 - EEIG Corporate Finance ARTICLE 164 - Global Stock Market ARTICLE 165 - EEIG Franchise ARTICLE 166 – ORION Economic Forum ARTICLE 167 – ORION Legal Forum ARTICLE 168 - Classroom Training ARTICLE 169 - On-line training ARTICLE 170 - University e-learning ARTICLE 171 - EEIG Udemia ARTICLE 172 - Master Work ARTICLE 173 - EEIG APPS Store ARTICLE 174 - EEIG Investor Board ARTICLE 175 - EEIG Inventor Board ARTICLE 176 - EEIG Trader Board ARTICLE 177 - EEIG HR Board ARTICLE 178 - PREMIUM SERVICES - Talent Solutions ARTICLE 179 - PREMIUM SERVICES – Advertise ARTICLE 180 - PREMIUM SERVICES - Sales Solutions XVIII. BASIZ ARTICLE 181 - BASIZ ARTICLE 182 - BASIZ Access ARTICLE 183 - BASIZ Corporate ARTICLE 184 - BASIZ Event ARTICLE 185 - BASIZ Trade ARTICLE 186 - BASIZ EXPO 96 XIX. TRANSPARANCY ARTICLE 187 - Policy of transparency ARTICLE 188 - Publishing of minutes and internal documents ARTICLE 189 - Book of complaints 98 XX. BUSINESS OPPORTUNITIES DISTRIBUTION ARTICLE 190 - Business opportunities distribution ARTICLE 191 - Management Board Proposals ARTICLE 192 - Big Projects ARTICLE 193 - Specific Requests 99 XXI. ARBITRATION AND CONCILIATION ARTICLE 194 - Arbitration Board ARTICLE 195 – Mediation Board ARTICLE 196 – Resolution System ARTICLE 197 - Advantages of arbitration ARTICLE 198 - Procedural flexibility ARTICLE 199 - Neutrality ARTICLE 200 - Selection of arbitrators ARTICLE 201 - Time and Costs ARTICLE 202 - Recognition and enforcement of awards 100 XXII. CORPORATE SOCIAL RESPONSIBILITY ARTICLE 203 – Practice ARTICLE 204 – CSR Concept ARTICLE 205 - CSR Strategy ARTICLE206 - CSR Advantages ARTICLE 207 - Role of the EEIGCham CSR ARTICLE 208 - CSR Awards Programs 102 XXIII. HUMAN RESOURCES ARTICLE 209 - Chamber Compliance and Responsibility ARTICLE 210 - Volunteers ARTICLE 211 - Roles and Responsibilities of Volunteers ARTICLE 212 - Staff Interaction ARTICLE 213 - Volunteer Leadership ARTICLE 214 - HR Recruitment and category increase ARTICLE 215 - Professional categories ARTICLE 216 - Complains ARTICLE 217 – Complains Book 104 XXIV. FINANCES ARTICLE 218 - Book Keeping- Internal Auditor 107
- 6. 6 ARTICLE 219 - Expenses XXV. MODIFICATION OF INTERNAL REGULATION ARTICLE 220 - Procedures 109 XXVI. SOLVENCY OF THE CHAMBRE ARTICLE 221 - Conditions of the solvency ARTICLE 222 - Rules of Asset Sales 110 XXVII. NEW EEIGCham OFFICES ARTICLE 223 – Application Demand for new EEIGCham Office ARTICLE 224 – Applications’ Priorities ARTICLE 225 - Initial Registration Procedures ARTICLE 226 - Registration ARTICLE 227 - Registry Communication ARTICLE 228 - Partnerships and Agreements ARTICLE 229 - Proposed agreements ARTICLE 230 - International Agreements in the host Country 111 XXVIII INTERIM MANAGEMENT ARTICLE 231 - Installer Board ARTICLE 232 - Installer Board Tasks’ ARTICLE 233 - Meetings, Decisions and Minutes of Proceedings ARTICLE 234 - Installer Commission ARTICLE 235 - Composition of the Installer Commission ARTICLE 236 - Tasks of the Installer Commission 113 XXIX. CENTRAL OFFICE ARTICLE 237 – Central Office ARTICLE 238 – Central Office Hierarchy ARTICLE 239 – Executive Board ARTICLE 240 – Presidency ARTICLE 241 – EEIGCham Economic Forum ARTICLE 242 – EEIGCham Economic Forum ARTICLE 243 – Board of Directors ARTICLE 244 – Responsibilities of the Board of Directors ARTICLE 245 – Expectations of the Board of Directors ARTICLE 246 – Board of Directors Ethics & Conflict of Interest ARTICLE 247 – CEO ARTICLE 248 – Deputy Director ARTICLE 249 – Economic Director ARTICLE 250 – Legal & Transparency Director ARTICLE 251 –Marketing & Communication Director ARTICLE 252 – Diplomatic Director ARTICLE 253 – Financial Director ARTICLE 254 – Entrepreneurship Director ARTICLE 255 – Executive Director ARTICLE 256 – EEIGCham Council ARTICLE 257 – Presidents’ Forum ARTICLE 258 – EEIGCham General Assembly ARTICLE 259 – EEIGCham Commission ARTICLE 260 – Finance Committee ARTICLE 261 – Non Executive Board ARTICLE 262 – Governors ARTICLE 263 – Commissioners ARTICLE 264 – Senators ARTICLE 265 - International Secretariat ARTICLE 266 - Services Department ARTICLE 267 - Director Committee ARTICLE 268 - Development Department ARTICLE 269 - Economic Department ARTICLE 270 - Legal & Transparency Department ARTICLE 271 - Marketing & Communication Department ARTICLE 272 - Diplomatic Department ARTICLE 273 - Financial Department ARTICLE 274 - Entrepreneurship Department ARTICLE 275 - Executive Committee ARTICLE 276 - Internal Management Department ARTICLE 277 - Treasurer 115
- 7. 7 ARTICLE 278 - Secretary ARTICLE 279 - Programs Support ARTICLE 280 - Events ARTICLE 281 - Trade & Investment ARTICLE 282 - SMEs, Junior & Woman Entrepreneurship ARTICLE 283 - Education & Training ARTICLE 284 - Access to finance ARTICLE 285 - Market Access ARTICLE 286 - EEIGCham Institutions & Bodies ARTICLE 287 - Ombudsman ARTICLE 288 - EEIGCham Worldwide Federation ARTICLE 289 - EEIG Microfinance ARTICLE 290 - Science for Global Peace Foundation ARTICLE 291 - EEIG Media Event International ARTICLE 292 - EEIG Global Services ARTICLE 293 – EEIGCham Image and Communication Policy ARTICLE 294 – Logo Usage ARTICLE 295 – Central Office BUDGET CONTROL ARTICLE 296 – Central Office Finance ARTICLE 297 – Central Office Reserve Account ARTICLE 298 – Credit Card Usage ARTICLE 299– Reimbursements of Funds ARTICLE 300 – Budget and Finance ARTICLE 301 - Budget limits of Executive Board ARTICLE 302 - Budget limits of Non Executive Board ARTICLE 303 - Budget limits of International Secretariat XXX. EEIGCham BUSINESS ETHIC POLICY 139 XXXI. EEIGCham CODE OF CONDUCT 140 XXXII. EEIGCham CONFLICT OF INTEREST POLICY 143 XXXII. Entry into Force 144
- 8. 8 INTRODUTION The European Economic Chamber – Global Commerce & Industry, with the abbreviation EEIGCham, is a legal nonprofit organization founded by the European regulation N°.2137/85 of the European Community Council on 25th July 1985 as a European Economic Interest Grouping (EEIG). It has been included in Brussels’ Court of Commerce and registered in the Transparency Register of the European Union as an official EU Lobby Group. The official address of the EEIGCham Central Office is in Belgium, 54, Rue Vautier – 1050 Brussels - BE and has offices Representations in EU country and Delegations in capital cities around the world. The European Economic Chamber is an association composes by Chamber of Commerce, Business Associations, Business Networks, Business Clubs, individuals and corporate members who have the same aims - as a long overdue initiative of the businessmen to contribute to the Global harmonization of economy and has been then working for the following aims and objectives: - General support of the political aims and objectives of the Governments by the private sector, - Mediation between Governmental entities and the Private Sector - Consolidation of the Economy (increase of economic growth and standard of living, mainly full employment, job security, consumer protection, environment protection) - Bridge-building to new markets (exchange of products and services, facing the globalization) - Contributions to the improvement of the quality of products and services and the level of education (lifelong learning, teaching and research, vocational training) - Support of selected projects by interdisciplinary solutions and financing (promotion of research and development, raising funds by public and private investors) - Commitment to future topics and technologies (innovations, realization of positive visions) and human future (by promoting ecology and sustainable goods production). In these endeavors, the European Economic Chamber acts as a Government Consultant and advocates the interests of entrepreneurs as a Lobbying Group. The establishment of the European Economic Chamber Delegation is regulated according to the Internal Rules and its Procedure Manuals, imposed by the Board of Directors in the European Economic Chamber in Brussels. The constitution of a new National Office or State Office must: - Be allowed by the Board of Directors of the European Economic Chamber in Brussels. - Make the legal registration in the host country as an association of full national rights. - Apply the Internal Regulations that may underlie the statute of the organization’s constitution. - Ensure it own financial autonomy and its contribution to the Central Office, in accordance with the rules of the European Economic Chamber. - Maintain a direct and regular contact of its activities with the Central Office in Brussels. - Present the annual accounts and reports of the activities to the Central Office. - The President is appointed by the Board of Directors of the European Economic Chamber in Brussels in the annual Autumn Meeting, the 1st weekend of October. - The official language of the European Economic Chamber is English. In some exceptional cases another language but English is permitted, for instance a direct communication between two delegations of the same language which is not English. The integration of existent Chamber of Commerce, Business Associations, Business Networks, Business Clubs and others associations of business can integrate the network of EEIGCham responding same conditions impose by the Central Office. VISION The Global Economic is constantly changing and sometimes is very difficult to track their evolution and mutation. Nowadays the updated information is the key to success and the EEIGCham aims to become a fundamental support for the success of its Members and Partners.
- 9. 9 Sometimes the information widely available often it is not complete and conclusive same times it is not correct or outdated. As well as information the global economy has no borders, so the vision of the European Economic Chamber is be a Global Economic Information Provider for its Members and Partners. The business opportunities and the unexploited economic potentials in several economies, leaves the door open for the expansion for the companies with ambition of expansion outside its borders. The unfamiliarity of new markets and the weight of government in the economy sometimes hamper the achievement of business opportunities, in this sense the EEIGCham intends to be the Intermediate in the Public Affairs & Governments Relations for its members and partners. Even Governments need support and advice, accordingly this strategy the EEIGCham with a professional and technical framework among its members, aims be an important partner with Governments and act as Government Consultant. MISION In order to facilitate the economic activities of its members and partners, to improve the conditions under which they operate and increase the results of those activities, the EEIGCham has the general purpose to promote co-operation between its members and partners. To achieve this purpose, the EEIGCham activities shall include the following in particular: Exchange of Business Opportunities Business facilitation services, including business appointments, trade missions, and market research; Business opportunities, including export-import trade leads, business and government procurement information; The EEIGCham facilitates the exchange of business opportunities between its members and partners in order to achieve competitive relations and broad global business market; Seminars and workshops on relevant business themes; Development of initiatives and policies to improve competitiveness and the business environment in the host country; Breakfast, lunch, and dinner meetings featuring business leaders and officials; Periodic news bulletins and other publications; Information clearinghouse on trade, investment, and commerce; Bridge-building to new markets (exchange of products and services, facing the globalization) Connection with the Diplomatic Corps and International Organizations Business visa services; The EEIGCham facilitates the exchange of legal and technical information between its members and Diplomatic Corps and International Organizations in order to achieve the widest knowledge and business expansion; Information center for customs, duties, tariffs, and regulations; Support of selected projects by interdisciplinary solutions and (promotion of research and development, raising funds by public and private investors) Exchange of legal and technical information The EEIGCham facilitates the exchange of legal and technical information in order to achieve the knowledge and transfer of technology. Commitment to future topics and technologies (innovations, realization of positive visions) and the human future (by promoting ecology and sustainable goods production). Technical assistance The EEIGCham promotes and co-ordinates the analysis of questions related to Global Market: it advises members and partners on subjects of interest, in particular, technology, copyright, restrictions, implementation of competition rules, taxation and employment in the global market. Contributions to the improvement of the quality of products and services and the level of education (lifelong learning, teaching and research, vocational training). Representation of the members’ interests The EEIGCham represents members’ interests in international bodies in order to promote the member’s development and cooperate on the host countries developments. Mediation between governmental entities and private sector.
- 10. 10 Intervention with Governments and International Institutions Advocacy activities on relevant issues; The EEIGCham makes representations and proposals to the International Institutions on matters which could affect EEIGCham members’ interests from a legal, technical or commercial point of view. General support of the political aims and objectives of the governments by the private sector. Consolidation of the global market (increase of economic growth and standard of living, mainly full employment, job security, consumer protection, environment protection) In these endeavors, the EEIGCham acts as a government consultant and advocates the interests of entrepreneurs and the rights of employees and consumers as well. Further activities of this association aim at making all its members, collaborators, functionaries and partners fit for the global economy. This shall be achieved in the framework of the structure of the EEIGCham by consultancy, management and staff training, vocational and adult education, audits and certification, especially of innovative and creative enterprises, exchange of opinions by organizing professional meetings and workshops to solve problems, by the transfer of know-how, finding and mediating of international contacts, assistance in launching new products and preparing new markets. VALUES Transparency is the key word of the EEIGCham’s values. In a business world replete with intermediaries and agents, the business occasionally failed to be clear which leads to suspicion of information and not achievement of business. With this motto the EEIGCham will do everything possible to reduce third-party intervention. Excellence is the objective in the services provided to its members. The quality of services is the differentiation element in a world increasingly globalized, so it is critical that the EEIGCham has a range of Commissioners recognized for its professionalism and competences. These Commissioners as well as being able to use the EEIGCham as a promotional factor, they are the key to the success of the provided information and consequently the success of business opportunities for all members and partners. Innovation & Improvement are the walkway to success. Innovate is crucial to lead on an economy replete with obstacles and mutations. Improve is holding command that allows to continue in the forefront. These two fundamental points for the economic success can only be achieved with hard work and a well-defined strategy to perform strategic partnerships. Technology & Science are the future and gateway for sustaining harmony in the economy, environment and social. The evolution technologies speed nowadays doesn’t give margin for error or stagnate. The use of technology and trends as well as allowing the leadership of the EEIGCham set an example for all members and partners. Economics is increasingly digital and virtual, in that direction the EEIGCham aims to provide to its members and partners, services and tools allowing applications for the global trends of the economy and humanity. Dedication & Professionalism are the qualities to get a job well done. The EEIGCham needs the best professional skills to contribute to global economic growth and these skills are very present among EEIGCham members. It is crucial for us to encourage and support these skills to join the head of the EEIGCham, in this sense it was created on the Central Office a Non Executive Board in order to grouping all these skills and support along the way and decisions making of the Board of Directors. Partnership unity is strength, in an increasingly global world all strategic partnerships are the added value of an organization. There are thousands of business associations, chambers of commerce, business networks and business clubs and each with its qualities and capabilities, the EEIGCham always have the doors open to partnerships that can bring added value and complement the efforts between institutions. Leadership it is the ambition of every human being, so it is also the ambition of the European Economic Chamber to be a leader. The slogan of the EEIGCham is; “the European Economic Chamber intended to be a Leader not by the amount of followers that has, but by the amount of Leaders that can create”.
- 11. 11 STRATEGIC IMPERATIVES The EEIGCham to fulfill its mission and contribute to a global economy it is essential to attract the largest possible number of members and partners. An economic “player” will be able to join only if it has economic compensation or economic benefits, which is understandable, so first of all the EEIGCham must to create a very wide range and comprehensive services for its members. ORION and BASIZ are the two platforms that can meet the needs of members and adding'll capital gains grouping essential information of a global economy with business opportunities without borders. VISIBILITY There are circumstances in which it might be better for a Delegation to have low visibility, but because of its nature a Delegation is bound to always be in the limelight; therefore, the best alternative is to take advantage of its visibility at all times, ensuring a positive public image. This can be achieved through a number of practices, including: Media relations: A delegation should have the best possible relationship with local media institutions. A public relations firm, possibly a member working pro bono, is very useful. The delegation may have staff members dedicated to these functions or may outsource them. All public relation activities should have the full support of the President and/or of the Board. Visibility must be used to promote Delegation interests and/or member interests. The better the public image, the easier it will be for the delegation to achieve its goals. The delegations should continuously strive to guarantee their exposure in the right media outlets and on the right issues. Internal marketing with member companies is just as important as maintaining a good public image. As the member companies are the life and support of the delegation, it is important that they are happy and proud to belong to the EEIGCham. Thus the ability to regularly communicate with members is of utmost importance. If an outright monthly magazine is not feasible, the delegation should create an activities bulletin and/or an Internet newsletter. Even though a monthly magazine can be expensive and often not profitable, it is also a way to achieve visibility and to offer members an opinion forum. SERVICES AND ACTIVITIES A delegation must provide a number of services and activities in order to fulfill its role and membership expectations. There are a number of activities that most delegations should include as their core business, including: Events of all types usually lead to a variety of related activities. Lobbying, visibility, membership, and business deals, among others, are activities that may take place successfully at an event. In addition, events are excellent opportunities to practice government relations, when well-known government authorities are among the main guests. – EEIG Media Event. Member services such as discount cards, private restaurants, social gatherings, and celebrations, among others, are attractive to members and make them feel they belong to a special group, enhancing the aggregated value of the EEIGCham. – EEIG Discount Club. Member helpdesk that provide information to member companies are useful tools to foster new business and other activities. A good Export helpdesk should work both ways, providing business information on the host countries and vice versa. It may also be a good source of revenue. Committees are smaller groups dedicated to specific interests. Delegations usually handle diverse interests covered through the various committees. Committees are like sub-delegations in that they help to organize interest groups within the EEIGCham. Committee meetings to discuss common issues are an extremely powerful tool for member retention. This gives members with differing viewpoints a chance to voice their opinions in a relevant forum. GOVERNANCE Good governance is essential to creating Delegations that are independent and mission-driven, can grow a broad membership base, can be responsible financial stewards, provide membership services, and effectively represent their member interests in the public policy process. Governance is generally defined as a set of policies, institutions, mechanisms, and practices by which an association is directed and controlled. Effective leadership is the central part of good
- 12. 12 governance – leadership that is representative of its membership, treats all members fairly, and acts in the best interests of the organization. Putting democratic mechanisms into place for leadership selection, ensuring transparent and responsible decision-making procedures, and separating governance and management functions are the key elements of good governance. EEIGCham developed these principles in order to facilitate good governance within delegations. These principles provide a starting platform for developing and strengthening specific mechanisms related to good governance. Recognizing the uniqueness of each host country, the differences between organizational structures, and the various business environments, these principles don’t attempt to provide a list of prescriptions that delegations must follow. Instead, the principles aim at capturing a broad set of good governance guidelines, which delegations in different countries can use to evaluate their existing practices and initiate improvements they deem necessary. EEIGCham recognize that the principles alone do not create effective good governance structures within delegations; real change requires concrete tools and mechanisms and consistent enforcement and implementation. EEIGCham view these principles as applicable to EEIGCham delegations, partners, chambers of commerce, and federations of associations operating on the international, national, regional, and local levels. For the purpose of these principles, EEIGCham define EEIGCham Delegations, business associations, chambers of commerce, and federations of associations as trade bodies that represent the collective interest of their business members, whether individual entrepreneurs, companies, or organizations. EEIGCham recognize that trade bodies can take various forms, operate under different legal and regulatory mandates, and that various membership models are in existence around the world – mandatory, voluntary, and mixed. These principles do not distinguish between different membership models and provide guidelines for establishing effective organizations that are representative of their membership regardless of the membership structure. INFORMATION A Delegation informs members, public opinion, and all business sectors on the benefits and opportunities in economic relations and conditions. It generates objective and balanced information on economic and operating conditions in order to facilitate planning and evaluation of business decisions. ADVOCACY EEIGChams contribute experience and information to the formation of public and economic policies in a balanced and objective manner that is institutional, transparent, pragmatic, and non- doctrinaire, in order to seek the best possible conditions for International trade and investment. EEIGChams seek practical solutions to structural and economic difficulties, and strive to become a part of the solution instead of the problem. Policy issues are set forward objectively, on the merits of each issue, with special care to avoid political or personal controversy with other groups, organizations, or personalities. Delegations should not be placed in, or assume, the role of a “special pleader” on behalf of a particular industry or geographical area. If consensus cannot be reached among relevant committees or members, a mechanism should be in place to make the decision to take on or abandon the issue. In reflecting member interests within the host country, Delegations give special attention to compliance with established corporate standards in matters such as abiding by laws, transparency, ethics, and corporate social responsibility. EEIGCham generally approach advocacy in areas of general policy and principle, and do not engage in representing the interests of specific affiliates, except in matters of a general nature and at the request of the member involved, preferably in writing and with the approval of Central Office wherever applicable. In representing specific cases, a delegation should avoid conflicts of interest with other members, and comply with legal and ethical standards. In conflicts of interest between members, the delegation should either promote conciliation and arbitration, or abstain. SUPPORTING THE CHAMBER The relationship between the host country and the EEIGCham consists of the core business of the Delegations, but this alone is not enough to guarantee Delegation growth or even support daily operations. It is necessary to always strive for an ever-closer relationship in order to address the needs
- 13. 13 of present and potential members and to support the Delegation and guarantee its development. The development of the relationship with the EEIGCham can be achieved through a number of initiatives: Lobby for companies already in the host country or for companies interested in moving into the host country. This can be achieved in a number of ways but the most efficient is through the promotion of direct contact between private sector representatives and local authorities. This can be implemented at events in general, from small closed gatherings to large seminars, or simply with “door knocks.” Market studies that identify interesting opportunities in the host country for new investments or new international deals. A small group of staff members and member volunteers should promote regular meetings to discuss and identify possibilities and outline possible interested investors to whom these possibilities could be offered. This service is accomplished by professionals recognized by the EEIGCham – Commissioners Out-bound and in-bound commercial missions with or without the participation of government officials, which may focus on a given geographical area or a given business sector. Delegations should have an International Business Committee to regularly examine the possibilities in this area. The Delegation can transfer this service responsibility to a company or consortium composed for this purpose with the approval of the Board of Directors. EEIG Media Event Professional training exchanges to be implemented by taking private sector representatives and/or employees of member companies, for professional development. Agreements with training institutes and business schools are often the best route for the success of this activity. Facilitation of international transactions and legal matters in the host country is a service very useful to member companies. Many times there is a natural barrier for a foreign company dealing with some of the peculiarities of the local legislation and procedures. The local Delegation staff usually has the necessary connections to facilitate the process. An extension of this alternative is the business entrance service that many Delegations provide throughout the world. The EEIGCham is the leading organization that brings all types of business together to act as a powerful, single voice. It speaks for all businesses – from the smallest to the largest company – in every sector and in every region of the host country. TECHNOLOGY Technology plays a key role in the outreach and effectiveness of Delegations and should strive to make the best use of the technology that is available to them. The Delegations should: Create a strategic plan outlining goals and budget for the expenses related to technology, including the website; Use website tracking software to have regular statistics on website visitors. This information can help Delegations understand what information is useful to the users, and which pages they visit most frequently; Integrate a search tool into Delegation’s website so that users can access information more efficiently; Include a site map on the website to help users navigate more easily; Ensure that the Delegation’s website is compatible with all browsers including foxfire, flock, and non-Microsoft explorer browsers; Integrate E-Commerce technology so that the Delegation’s website can accept credit card payments for the sales of services and products and event registration; Create different versions of the website: in English and national language or others; Use online communication tools such as Facebook, RSS and Twitter to communicate Delegation information, programs and events etc. This can be another way to encourage discussion on key issues, raise the profile of the Delegations, encourage new members and increase traffic on the main website.
- 14. 14 I. GENERAL PRINCIPLES ARTICLE 1 — Name and Head Office It is made between the persons adhering or will adhere to the “European Economic Chamber”, hereinafter referred EEIGCham, National Office, State Office or Delegation. The European Economic Chamber is governed by the Internal Regulations, and submitted to the National and European legislations. It is known by the Central Office of the European Economic Chamber in Brussels as a Delegation of its official chambers abroad. The delegation is located in __________. It may be transferred by the President of the delegation to another place on the town, after consulting the Management Board, without being necessary revising the Internal Regulations. It is possible for the delegation establishing regional branches. The Internal Regulations, together with the directives and the rules, will be published on the official website of the delegation. ARTICLE 2— Goals and Tasks The European Economic Chamber is a Non Governmental Organization with a non profitable goal, aiming at promotes the economic diplomacy, commercial, industrial, and economic relationships. The EEIGCham goals and tasks: Improve the economic relationships with companies, partners, governments, institutions and members of the EEIGCham, Provide to members of the EEIGCham business opportunities, and partnerships with foreign companies and organizations that may support the economic development and Global Market, Provide information of interest to members in their activity sector, which may develop the efficiency, the profitability, and the participation in the economic development, Provide economic advantages for members and encourage their mutual cooperation, Accept and listen to all members’ problems, requests, and propositions, Support goals and objectives of economic, environmental and social politics for the private sector, Mediate the governmental institutions and private sector, Support and help the Government in the negotiations of agreements with the European Union, Promote economic exchange, and technological transfer with members of EEIGCham from different delegations and partners, Establish economic bridges for international new markets, encouraging the creation of partnerships, Future technological engagements and support of projects selected by interdisciplinary solutions, Support the national economic development and the globalization of the economy, Support national products and services in the international market, Organize members of each sector, forming Executive and Consultative Committees in order to discuss the needs and problems of the sector, to elaborate the planning and programs that may help to solve the problems and the needs, Provide the Government and public organizations with prepositions and relevant information that may help and improve the economic and democratic development, Help NGO operating to improve the efficiency and the economic and social development, Support the Diplomatic entities credited on the host country: elaborating and creating economic links between parties, and elaborating programs and economic missions, Support the public bodies of different sectors in the realization of programs, Assist the boarder’s cooperation for the Global Market, Cooperate with the Government, local authorities, Chambers of Commerce and industry, and all professional qualified organizations, Support the international business relationships, Help and support the small and medium enterprises SME through consulting, internships and transmission of knowledge and Know-how,
- 15. 15 The promotion and consolidation of the EEIGCham’s Offices Network, and the development of Human Resources by the improvement of individual and corporative skills, Solve the problems by organizing meetings and professional ‘workshops’ in order to exchange experiences and opinions, and getting expert’s advices, Supervise the high quality of products and services in accordance with the European standards and quality guidelines, Support the electronic commerce and the IT “Information Technology” activities, Combine between the creative energy and the modern technologies in order to provide solutions for everyday challenges, Help the members to progress in order to have access for all labels and European and International standards. 2.1. The EEIGCham will be charged more particularly with: Providing information, elaborating valuations, studying the market and its relationships, Preparing, maintaining and developing business relationships between companies, Taking over the interest of members involved into the economic relationships with the Governmental services, the competent authorities and the International organizations, Collecting and transmitting information concerning the national and international economic situation (annual reports, notices and other publications), Preparing manifestations such as press conferences, information seminars, symposiums and round tables; in which the EEIGCham must participate as long as they feat their objectives, Revealing to members the flowing, supplying and investing opportunities, In order to solve the problems, the EEIGCham intervenes in case of disagreements between members and/or with another institution by using mediation or arbitration, Delivering to another legal activity permitted which contributes in the achievement of the fixed goal in the internal regulations of the EEIGCham, Filling in its tasks, the EEIGCham could create sections, subsidiaries, detached institutions, secondary groups or any other organization working under the management and/or in relation with the chamber; and practicing any activity that is part of the chamber’s goal. The Delegation exercises its activity closely and confidently with the Central Office in Brussels as well as other national and international competent authorities. The Delegation does not practice any political or ideological activity. It doesn’t make any professional activity but the ones feat its goals and tasks listed above. 2.2. Services and Participations of the EEIGCham: The EEIGCham services includes the organization of commercial fairs, expositions and conferences, the information and technical support, the development of companies and investments including: Presentation of business opportunities, Organization of commercial and economic missions, Education and professional training, Information of science and technology transfer, Visa assistance policies, All other services to support the economic development. With the prior consent of the Delegation and the Central Office in Brussels, these services may be accomplished and managed in collaboration with members. Join and collaborate with their national and foreign counterparts, with the national represents and with other organization that promote the development of commercial relationships. To be engaged in the public interest, support and participate in the management of the institutions and/or infrastructure of service with a national or regional economic interest. Deliver certificates and other necessary documents for the development of economic relationships. In order to reach the legal aim, the Delegation may participate in the capital of companies with limited responsibilities; in complementary clusters of the companies, in techno-parks, and may also join other associations and consortiums.
- 16. 16 ARTICLE 3 - Financial capabilities and Goods The sources of the Chamber are composed by: - Membership fees. - Rights for the benefit of services - Donations, legacies and sponsorships - Income of its goods - Grants and other contributions that are granted. According to the national law, the delegation holds a special register where they indicate the grants, donations and legacies that will be accorded and with specifying its origin whether it’s public or private, national or foreign. 3.1 - The delegation will publish all donations, grants and legacies that receive in its financial publication, according to the national law, and on the official website. 3.2 - The Management Board manages the goods of the delegation in accordance with the Internal Regulation. If the Delegation will benefit from grants designed for spending special tasks, it can get this money only to fulfill its expenditure or tasks. The members have no rights, for an individual interest, to get the goods of the delegation. 3.3 - If the delegation will be solved, the means and funds available and non provided for expenditure or tasks defined and mentioned in the second paragraph, after the settlement of obligations that are included in the responsibility of the delegation, will be transferred by the preposition of the European Economic Chamber in Brussels and under the decision of the Extraordinary Assembly to an institution to accomplish similar tasks to other institutions whose aim is to develop the economic relations. The obligations of refund, in the agreements of grants concluded by the delegation, are priorities compared to other debts in relation with the goods of the delegation. Notes: Delegations should take careful consideration before accepting financial aid from any government, since such aid inevitably carries a degree of governmental supervision and control, and such supervision and control are neither desirable nor consistent with the independence considered essential for commercial organizations. No subsidies or contributions should be accepted from any source which would tend to prevent EEIGChams abroad from having the freedom of action which is necessary in the promotion of delegation interests in general. In the event of accepting funds from governments, delegations should use the funding for specific projects and not to support the general operations of the delegation. Each Delegation Board should determine the degree and conditions in which it accepts funding from multilateral agencies or other institutions for joint projects or contractual responsibilities. In any event, no project or contract should compromise the independence of the Delegation. ARTICLE 4 –Responsibility Only the goods of the Delegation meet its obligations. The members of the EEIGCham and its employees are excluded, in this respect, of all the individual responsibilities. In case the goods are deposited with the delegation by the third party for the purposes of a specific use, these goods must be register in a distinct registration book in order to be distinguished from the goods of the delegation. The money deposited to the EEIGCham must be versed into a separate account that is not part of it’s notwithstanding heritage management. The responsibility of members and staff towards the EEIGCham can be engaged only in case of mistake, financial or moral losses. ARTICLE 5 - Exercise The EEIGCham adopts the official year as the Universal Year calendar, starts from the 1st of January to the 31st of December.
- 17. 17 II. EXTERNAL RELATIONS ARTICLE 6 - Relations with Host Country and National Authorities Delegations are completely independent of governments and public institutions. They do not take part in partisan politics of any nature in the host country. Promoting economic objectives and member interests, they at all times uphold the highest standards of governance practice. Delegations must maintain permanent communication with authorities at all levels in order to promote their objectives, acquire operating information for member companies, and represent their legitimate interests. The delegation facilitates communication and understanding in order to ensure a positive environment for economic development and further integration for mutual benefit. Notes: The majority of the relationships with host country officials tend to be with secretaries/ministries of Foreign Affairs, Economy (Trade, Commerce), congressional members, and the President, among others. Main activities include inviting government officials to be speakers at events; these are usually profitable and well-attended by members. The relationship also involves advocacy work to solve problems or to pursue issues of concern to members, such as free trade, intellectual property, taxes, customs, economy, and security. EEIGCham enjoy a high level of respect from host government officials as their opinions are valued as informed, serious, and non-biased. Government officials often ask the Delegations for their opinion on specific issues of concern to the business community. Committees will also invite government officials to their meetings when needed to discuss a particular issue of interest to the members. ARTICLE 7 - Relations with the Media Delegation must maintain a close and constant relationship with the media with the objective of being viewed as accessible, open, and cooperative. It is also recommended that only the President and the Executive Director provide statements and quotes to the press to ensure that the right message is delivered and is delivered consistently. When deemed appropriate a committee chairperson or Board member can be designated as spokespersons on specific issues. The delegation must: Create a journalism award, Qualified journalist accreditation, When inviting the media to events arrange special seating and serve the same menu as the one served to the membership, Always provide information and when this is not possible, share something valuable or useful or point them to another association or person who can give them more information. Notes: It is extremely important and beneficial for a delegation to develop good relations with the local media. Through this relationship the delegations are able to: Publicize the events that the EEIGCham organizes for its members and the general public, Communicate its position on issues, Increase visibility, Send a wide-reaching message on important issues. Journalists are constantly looking for information and the delegations can be a great source. Delegations are encouraged to designate a public relations person responsible for coordinating the relationship with the media; this person can be outsourced or hired as a permanent staff member. He/ She should be experienced and fully briefed on the delegation’s role, objectives, and issues. Procedures with media: 1. Journalists are requested to provide an official letter of assignment from the Editor-in-Chief (or the News Editor for radio/TV/press). One letter per crew/editorial team will suffice. Editors-in- Chief and Bureau Chiefs should submit a letter from their Director and return it with the supporting credentials below: print and online publications should be available to the general public and published at least 6 times a year by an organization whose principle business activity is publishing and which generally carries paid advertising; o 2 copies of recent bylined articles published within the last 4 months.
- 18. 18 news wire services should provide news coverage to subscribers, including newspapers, periodicals and/or television networks; o 2 copies of recent bylined articles or broadcasting material published within the last 4 months. broadcast media should provide news and information programmes to the general public. Independent film and video production companies can only be accredited if officially mandated by a broadcast station via a letter of assignment; o Broadcasting material published within the last 4 months. freelance journalists including photographers must provide clear documentation that they are on assignment for a specific news organization or publication. Evidence that they regularly supply journalistic content to recognized media may be acceptable in the absence of an assignment letter at the discretion of the ITU Media Relations Service. o a valid assignment letter from the news organization or publication. 2. Analysts should follow the telecommunications/ICT market; be currently employed as an industry analyst by an internationally recognized analyst house and report in one of the publications issued by the analyst house. Reports must be generally available to the public. Analysts working on reports that are circulated internally or to a select group of clients are not eligible for EEIGCham accreditation. All Analysts are requested to provide an official letter of assignment and any of the following supporting documents: a recent copy of the page of the publication by the analyst house which provides the names of the analyst team and which lists the industry analyst seeking accreditation; copies of recently (within the last 6 months) published reports or articles where the industry analyst is credited. 3. Bloggers may be granted accreditation if blog content is deemed relevant to the industry, contains news commentary, is regularly updated and made publicly available. Corporate bloggers are invited to register as participants. Media accreditation is not granted to non-editorial staff working for a publishing house (i.e. management, marketing, advertising executives, etc); to researchers, authors and editors of directories; to the information outlets of governments, non-governmental organizations and private companies which are not first and foremost media organizations. EEIGCham must be satisfied that anyone applying for accreditation is a professional journalist or analyst with a proven track record of reporting for bona fide media. Applications for accreditation are considered on a case-by-case basis and we reserve the right to request supplementary documentary evidence. The decisions of the EEIGCham Media Relations Service are final. Applicants will be notified by a confirmation letter sent to the e-mail account provided on the registration form. To collect your badge, a valid passport or form of photo ID must be presented. Any queries concerning the accreditation process should be directed to the Central Office in Brussels. ARTICLE 8 - Relations with Regional Offices To expand their services and outreach, EEIGCham may have State Delegations or regional offices in other cities of the host country. In larger countries, EEIGCham either operate or authorize the operation of regional offices or State Delegations that can best serve members in the different regions. Regional offices or State Delegations share the same objectives and priorities as the EEIGCham. Except in special situations, for the Forum of Presidents the Board of Directors in Brussels recognizes only one Delegation in each country. It is suggested to develop a governance process for State Delegation or regional offices, including strategic and administrative/operational guidelines. The appointments for State Delegations are done by the Central Office. The delegation can have regional offices with their own members and Management Boards. They develop their own activities and manage their own funds, with supervision from the Central Office in Brussels. There is substantial collaboration between the national delegation and the state delegations. Some events are organized jointly, there are periodic meetings between the staff and president and members
- 19. 19 of the management board. Typically they are self-supporting, though they may use the same website and may share publications with the national office. - Representations – The European Economic Chamber in its neighborhood policy with its members in Europe has a clear strategy regarding the importance to have in all countries of the European Union as much as possible of Chamber's representations. This expansion will be boosted on the first phase by the Commissioners network in Europe; in a later stage the Board of Directors can appoint a governor for this geographic area. - Delegations - The European Economic Chamber in its neighborhood policy with its members outside the Europe has a clear strategy regarding the importance to have as much as possible of the Chamber's Delegations. This expansion will be boosted by the Governors network outside the Europe. ARTICLE 9 - Relations with National Partners One of the core missions of the delegation in the host country is to develop and establish strong partnerships with local authorities and official organizations in order to: Defend the best interests and rights of members of EEIGCham, Improve the awareness of the business community , Facilitate the activities to members of the EEIGCham on the host country. The Delegation must introduce the EEIGCham National Partnership Program: Compressive Benefits – All members have international benefits negotiated by each delegation for the benefit of all members and partners of the EEIGCham network. Accessibility – EEIGCham Programs and Events worldwide Visibility – inclusion in the EEIGCham directory and access to the platform ORION Regional Presence - EEIG Regional Business Club- Provide a great way to promote business amongst members in an informal setting Notes: The Management Board must make national partnerships with: Public Promotion Agencies – if possible the delegation must be part of a consortium with the national public promotion agencies and develop programs in cooperation in different areas of business. Universities – to develop the EEIG Academic Junior Club Local Associations – in order to support and hold events in cooperation, National Air lines - in order to provide benefits to members and partners of the EEIGCham, Hotels – in order to provide benefits to members and partners of the EEIGCham, Restaurants – in order to provide benefits to members and partners of the EEIGCham, Rent a Car - in order to provide benefits to members and partners of the EEIGCham, Tourism Operators - in order to provide benefits to members and partners of the EEIGCham, Consultants, Law and Audit firms - in order to have a qualified framework that can support the growth of the delegation and be directly linked to the Central Office and be commissioner of the EEIGCham, Media and Publicity companies – With agreement to service exchange in order to promote the delegation, events and improve the image and facilitate access to information to members, partners and the general public. Web Design, Multi media and Web Marketing companies - With agreement to service exchange in order to promote the delegation, events and improve the image and facilitate access to information to members, partners and the general public. ARTICLE 10 - Relations with International Partners EEIGCham aims to facilitate the exchange of best practice and the development of new global products and services in cooperation with Chambers of Commerce, Business Associations, and other types of Business Networks to help local businesses grow. - Strategic Partnerships – The EEIGCham in its expansion policy and with an aim to share basic information that can allow his members worldwide the achievement of business opportunities plans to hold strategic partnerships.
- 20. 20 The partnerships are differentiated depending on the objectives to be achieved and the opportunities that can create: Investor network - partnerships with investor’s network have the main objective to allow potential investors to contribute to the fulfillment of the projects submitted in the Platform ORION. These partnerships will allow the members of these networks the basic access to the ORION platform with payment of 30% of the subscription. To the standard access with all functionality requires full payment of the subscription. Young entrepreneurs associations - partnerships with young entrepreneurs’ network have the main objective to support young entrepreneurs These partnerships will allow the members of these networks the basic access to the ORION platform with payment of 30% of the subscription. To the standard access with all functionality requires full payment of the subscription. Chambers of commerce and business associations - partnerships with these groups has the main objective allow the members of those groups consult the Business Opportunities and interact professionally with members of the European Economic Chamber. These partnerships will allow the members of these groups the basic access to the ORION platform with low cost of the subscription. To the standard access with all functionality requires full payment of the subscription. ARTICLE 11 - Relations with Embassies Delegation is independent of national government and develops open cooperative relations with embassies in the host country in representation of member interests. The delegation can develop joint programs in areas of practical interest, such as expedited issuance of business visas and economic diplomacy. ARTICLE 12 – Consular relations Where possible and particularly in countries with larger embassies, it is very helpful to establish a specific line of communication, designating one delegation staff member in particular to be the contact person for the Consular section and in turn designating one particular consular officer to deal with the delegation and its members. In this way, when an issue or question arises regarding an appointment or the visa status of a member, the lines of communication are clear and the member can get an answer or solution in a timelier manner. ARTICLE 13 - Diplomatic Agreement between the Delegation and the Embassies The Delegation in order to facilitate the obtaining of Visa for Business may agree with the diplomatic representation administrative procedures accordingly. The first step toward being able to provide assistance to members with visa issues is to establish and maintain excellent and open relations with Embassy staff. Meeting with the Consular staff and the Consul General (CG) on a periodic and regular basis helps to maintain open and friendly lines of communication. The person at the Delegation in charge of visas should be as well-versed as possible regarding visa application procedures, types of visas, required documentation, procedures for requesting interviews (call center or direct), fees and fee payment procedures, and wait times for interviews and final visa processing. The latter four elements vary—sometimes substantially— from post to post, and an individual post can change policies without much prior notice. Therefore, it is important that the visa staff member is up-to-date with the consular business visa procedures. The basic information should be posted and updated continuously on the Delegation’s website, as this is often the first point of reference for members in search of information. It is also important that the point of contact at the delegation be reachable, which may include establishing a special e-mail or phone number, perhaps with designated hours. ARTICLE 14 – Visa assistance policies It is important that the Delegation formulate a specific policy regarding visa assistance for its members. An established and consistently enforced policy not only keeps things clear for the
- 21. 21 members, but also helps to maintain credibility with Consular staff. Regardless of the visa policy chosen it should be well publicized, clear, predictable, and easy to follow. Notes: Delegation should look at several factors when deciding its visa policy, including: Local consular policies regarding interview scheduling. Although the State Department and the Department of Homeland Security have strong policies and guidelines for consular officers, there is some country-to-country leeway regarding cooperation with organizations such as others chambers. For example, some posts assign a set number of interview slots with specific times. In other areas, applicants must make appointments through a Call Center. And other consular sections allow for group appointments or set aside a specific day or block of time to allow business visa applicants to show up without an appointment. Will the Delegation only assist with business related travel or will it also deal with other types of travel as requested by its members? Will the Delegation assist only executives and employees of member companies, or will assistance extend to family members? This is where local Consulate policy is important as some posts have Business Visa programs with benefits that can be extended to the immediate family members of employees of participating companies. Will the Delegation assist members in filling out visa forms and/or checking documentation before the applicant submits it to the Embassy? Will/can (depending on local post policy) the Delegation provides pickup/delivery service of documents? Will the Delegation charge a separate fee for visa consultation/assistance or will this service be offered as an added value for membership? Factors to consider here would include the extent of the services that Delegation can offer and the volume of work in this area. Will the Delegation impose a mandatory waiting period for new members before visa assistance services can be solicited? It is an unfortunate fact that many Delegations have found that some companies have applied for membership to the European Economic Chamber primarily—in some cases, solely—for visa purposes. To counter this, many EEIGChams have adopted a six-month or one year waiting period or requires that the principal executive of any new member company have a valid B1-B2 visa. Will the Delegation have a policy to sanction a company or an individual employee of a company when false or misleading information is provided on visa application documents? ARTICLE 15 – Visa police communication Once the Delegation has established its policy on visa assistance, members and the Consulate should be advised in writing. The policy should be clearly articulated and easily available on the delegation website and reinforced through the electronic bulletin. All delegation staff should be familiar with the policy, although specific member inquiries will be referred to the designated visa assistance staff member. The delegation should as always, serve as a bridge between members and the different Consulates, providing support to the individual member and facilitating the job of the consular officer. Notes: During the event of the EEIG Ambassador Club it is also useful to members keep them abreast of visa policies and procedures. Consular officers should attend these meetings, when possible, to answer questions. This type of interaction also allows consular officers to get to know the members and vice versa.
- 22. 22 III. EEIGCham DELEGATIONS & PARTNERS ARTICLE 16 – National Delegation Delegations are independent, non-governmental, nonpartisan and not-for-profit institutions in their host countries and are widely respected for the quality of leadership and involvement in the community with the same EEIGCham aims and objectives.. One of the main objectives of the European Economic Chamber is to expand its Representation network in Europe and extend their Delegations network outside the EU. This process has to respect the rules and all previous requisites imposed by the Board of Directors. The Central office in Brussels open candidacy for new Delegation according to the strategic plan approved by the Board of Directors. ARTICLE 17 – State Delegation Due to national dimension, population and political and administrative division of the host Country, the Central Office may open candidacy to open a State Delegation and ask the support of Governors in this issues or to the National President to create a State Offices. The procedures for creation a State Office is the same as the National Office. The State President will have the aims and representation at regional level as the National President but is represented on the President Forum by the National President. The Board of Directors can appoint a different President for represent the host country on the Forum of Presidents and give this representation to de Delegation on the host country with more members. The State Office will use the National Logo and documents. ARTICLE 18 – EEIGCham Partners Any Chamber of Commerce, Business Associations, Business Networks or Business Clubs can make a partnership agreement with the European Economic Chamber in Brussels with the objective to be associate member of the EEIGCham. EEIGCham Partner - The EEIGCham Partner is a Chambers of Commerce, Business Associations, and other types of Business Networks how work in Cooperation with a delegation or directly with the Central Office a relationship of co-operation and exchange of information in a timely and specific cooperation. The EEIGCham Partner remains independent without other benefits and obligations beyond what is agreed between both institutions. EEIGCham Associate Partner - The EEIGCham associate partner is a member of the EEIGCham and part of the EEIGCham Worldwide federation with preferential conditions than a normal partner of the EEIGCham, with access to most programs and services of the EEIGCham on the host country. The EEIGCham associate partner is represented on the EEIGCham Council by the President of the EEIGCham National Federation on the host country, how is elected for 3 Years. The EEIGCham Associate Partner remains independent of the EEIGCham internal procedures and without obligation to transmit internal information from the institution to the Central Office. The EEIGCham Associate Partner is an associate member of the European Economic Chamber in Brussels and pays the membership fee as NGO. The EEIGCham Associate Partner has access to the ORION Connect and can manages his members on the platform, only members who has buy the basic subscription have the basic access on the ORION platform, the EEIGCham Associate Partner can include the negotiated cost of basic access on the member's membership fee and have all members with access to platform. The EEIGCham Associate Partner received a commission of 5% from the sales of the standard subscription of ORION. All benefits and obligations are agreed between the EEIGCham Associate Partner and the Board of Directors. ARTICLE 19 – Migration de Partner to Delegation In Countries where is no Delegations or in a Country how can host State Delegations and don’t have any on the region, any Chamber of Commerce, Business Associations, Business Networks or Business Clubs with partnership agreement with the European Economic Chamber in Brussels can ask
- 23. 23 to the Board of Directors to be an EEIGCham Delegation and be Member of the EEIGCham Network in order to become an official delegation with full rights. The official request will have to be sent to the Central Office to be analyzed by the Board of Directors, which will have 60 days to respond to the request. The approval of the application may involve modifications of procedures in order to adjust procedures with existing delegations and harmonization in the EEIGCham Network. Services EEIGCham Delegation Associated Partner Normal Partner Membership Fees YES YES NO Variable contribution YES NO NO Access to ORION platform YES Negotiable NO Counterpart Orion 10% 5% 0% Access to BASIZ platform YES NO NO Benefits ALL SAME FEW Business Opportunities PRIORITY YES NO Events ALL SAME FEW Visa Support YES NO NO Institutional Support YES NO NO
- 24. 24 IV. MEMBERSHIP ARTICLE 20 - Members Members are companies and individual business executives that are engaged in activities related to investment, services, industry and commerce, on the host country. Membership can also include companies from third countries but operating in the host country. EEIGCham maintain transparent rules for members’ admission designed to ensure quality membership and a community of shared values aligned with the general objectives of the institution. Because of its nature a delegation cannot exist without members. Members are the core supporters of EEIGCham and delegations rely on the dues revenue they receive from members for their existence. Establishing the desired and adequate membership guidelines and rules is paramount to any delegation’s success. Notes: Firms and business executives may join EEIGCham to enhance community goodwill, without expectation of immediate individual benefit. Others may join for the services they may expect from the delegation, which vary according to their requirements. Most companies join EEIGCham for meet people, make business contacts, and exchange information useful to their business. In addition, often need special assistance in foreign countries where the language, laws, regulations, and customs may be unfamiliar. Most delegations prefer quality membership to quantity and have established screening processes through Membership Committees that ensure the participation of companies that add value to its operation and maintain high ethical standards both in business and the community. There is no ideal method for success. Some delegations thrive on being very strict in their membership rules, thus leading to low membership, while others that have a large membership accept almost every company or person that is willing to join. Both methods may lead to good results. However, there is one paradigm common to both possibilities: a delegation has to constantly grow or else it can go out of business. Here are some of the important techniques to search for new members: The Board membership officer is a key position and should always be filled by an energetic marketing-minded person. Its objective is to increase membership at all times, within the framework determined in the bylaws or by the Board. In practice, it should be the second most important position on the Board. There should also be a membership exclusive staff person. In a small Chamber, this position is often filled by the President. Membership campaigns should be conducted at least once a year. A successful delegation should not have difficulty in acquiring new members. The more successful a delegation is the more companies will want to join it. However a delegation will only be successful if its membership is constantly growing; therefore it should promote successive membership campaigns through several means, including advertisements in the media, in which new members are encouraged to join the Chamber. Why should a company join a Chamber? This is a question without a simple answer and the motivation may vary widely from country to country and from company to company, but none will join if this question is not correctly answered by the EEIGCham. This relates closely to the services that should be rendered by delegations and that could be of interest to potential members. Therefore, there is a strong link between membership and the activities of the EEIGCham. Having an attractive and diverse list of activities and services is the basis for maintaining and increasing high levels of membership. ARTICLE 21 – Members’ category The Chamber includes: - Ordinary members - Honorary members - Extraordinary members - International members The Chamber up to date the members’ registrations file and can ask to the Central Office to have different members’ category. Ordinary Members may be individuals, companies (whether it is private or public), or organizations having their head office on the host country and justifying their participation in the
- 25. 25 economic relationships. In an exceptional title, they may have no need for a head office in the host country since they have already an economic offices or activities in the country. Administrators or managers may be invited to participate in the Executive Committees or in the Consultative Committees. The positions are personal and could not be transferred to anyone else of the same company, unless otherwise stated by the President of the delegation. The membership fees are fixed by the Management Board of delegation, and are fixed every year. During the registration, the adhesion fees may be required. Membership, for ordinary members, is automatically renewable with the payment of the annual membership fees. Notes: Delegations can require potential new members to sign a Code of Conduct when applying for membership. Honorary Members may be individuals, companies (whether it is private or public) having their head office on the host country. The President may accept their membership to be free from membership fees payment, for a period that does not extend twelve months, until the 31st of December. Honorary members could not hold administrative or consultative positions in the EEIGCham and only has access to certain services. During the registration, the adhesion fees may be required. Membership, for honorary members, is not renewable. Extraordinary Members could be individuals, companies (private or public), organizations, or institutions proving their support to the objectives of the Chamber, after the approval of the Management Board and the agreement of the Central Office: Those who proved to be particularly worthy in the promotion of the economic relationships as well as other goals of the EEIGCham, under the proposition of the President of the Delegation, Ordinary members who are appointed for political positions or for public administration. The Extraordinary members cannot hold any administrative or consultative positions on the Chamber. The Extraordinary members are free from membership fees payment and EEIG Academic Juniors’ Club and EEIG Junior Club have a different membership feeds. International Members may be individuals, companies (whether it is private or public), or organizations: having valid membership from other EEIGCham Delegation or Representation, having standard subscription on the ORION platform. The International Members have access to all benefits, services and programs from the EEIGCham Delegation as an Ordinary Members on the host country with the only exclusion of voting rights. ARTICLE 22 – Membership begging and renewal Ordinary Members Membership starts when the admission is received. The admission is given under a membership request. The registration form is available on the delegation’s website, where they have to put their membership request, or on the Members Helpdesk. The Management Board, with a total respect to the country’s legislation where the delegation exists, may modify the administrative procedures concerning the registration and the payment of the Ordinary Members. After registration as Ordinary Member and paying the fees, the Member is considered as a Member with full rights. The membership ends at the end of each year and is renewable automatically by tacit consent. Notes: It is a widely-held axiom that it is five times more expensive to affiliate a new member as it is to keep an old member. Staff and in some cases Board members, are responsible for reaching out to member companies that have intentions to disaffiliate. Identifying the changing needs and expectations of the membership is critical to maintaining a healthy membership roster. One way to do this is through yearly online membership surveys that enable management and the Board to rate and review the services that the delegation offers and to obtain feedback regarding any new value added service.
- 26. 26 Delegations must establish annual objectives for new affiliations with the prime responsibility for achieving the quota with the Membership Relations staff person. A list of target companies is compiled with emphasis on International companies, holdings, biggest and notorious companies. The Membership Relations staff person initiates contact with targeted companies and follows up on a periodic basis. In some cases, a Board member is enlisted to lobby the targeted company on the EEIGCham’s behalf. The delegation can ask support of the EEIGCham commissaries on the host country help to reach new affiliations also the delegation can propose to the Central Office; consulting companies and law firms to appoint EEIGCham commissaries. The membership is the nerve centre that allows delegations to exist and to meet its objectives. Staff members, particularly those who are in close contact with the public, must possess excellent public relations, communications, and problem-solving skills. Honorary Members The admission’s decision of Honorary Members belongs to the Management Board, where they should make their membership request. The decision of the Management Board to the member is by written. The Management Board is not obliged to explain the reasons of the refuse. No appeal is accepted against the decisions of Management Board concerning membership requests. The Management Board may entrust the membership admission to the President or Executive Director. Extraordinary Members The membership decision of Extraordinary Members belongs to the President of the Delegation by a letter of invitation, in these cases: - Ordinary members appointed for a Governmental function or for high function of the public administration, may ask the extraordinary membership, during the period of his Governmental function. - Individuals and companies or associations made of persons or institutions justified by their support of the Chamber’s goals, can be invited by the President. - The members of EEIG Academic Juniors’ Club and EEIG Junior Club. ARTICLE 23 - Applications The registration form is available on the official website of the delegation including the subscription terms or on the Members HelpDesk. EEIGCham commissaries can collect new members as well as other commercial personnel designated by the delegation for this purpose. Notes: Membership applications should contain clear, transparent, and invariable rules for admission. Delegations can require membership applicants to provide banking references and recommendations from member company representatives or client references. The staff person responsible for membership must follow up with the applicants to make sure the information is accurate and complete. For those companies and executives new to the business community and where background information is scanty or insufficient, a careful screening should occur to ascertain the company is not involved in illicit activities. Delegations may have additional due diligence processes, such as reviewing various lists and databases to check the names of company officials. Some delegations may require a visit to the company offices. ARTICLE 24 - Membership approval The Management Board has the right to determine which companies are eligible or non-eligible to become a member of the delegation. Notes: Ways to Engage and Retain Members Create account managers. Establish “account managers” within the membership department who are tasked with managing the relationship with a set number of companies. These assignments may be based on sectors, which also allow staff to develop knowledge of industry relevant issues that impact members.
- 27. 27 Phone and Site Visits. Account Managers and the Board members maintain contact with members to stay informed of their issues and concerns in order to ensure that EEIGCham services are relevant to members’ needs. These also provide an opportunity to share information about relevant EEIGCham activities. Fact letters. Send personalized letters as an interactive tool to communicate with members and make them more aware and knowledgeable of the services and benefits EEIGCham offers. Advocacy activities. Assist the Embassies on the host country trying to solve companies’ problems as well as lobby the national government on common problems or sector-specific issues. The power of words. Regular and effective communication of delegation’s services, products and achievements are essential. ARTICLE 25 –Members’ rights Ordinary Members of the delegation have the rights to; Elect and be elected to the Senate, Participate in the Members Assembly, Make propositions to the Management Board, Vote with the limits of the conditions defined in the Internal Regulations, Access to the EEIGCham services with the limits of the conditions defined in the Internal Regulations and all Manuals for each EEIG Services, To receive the delegation’s support in any situation where their lawful activities are in any way threatened or interfered with by institutions, organizations, firms, or individuals. The Board shall decide the manner in which the defence shall be taken, in which case, the member must submit verbal or written details of the problem. To this end the member or members can request a hearing at the next Board meeting, To receive copies of studies and publications issued by the EEIGCham. To propose to the Board or the General Assembly any activity or initiative that is pertinent and helpful to promoting the purposes for which the EEIGCham was created, To present complaints to the General Assembly or the Board about actions of the aforementioned or of the staff that are considered inadequate or unfair, To present complaints to the General Assembly or the Board if they feel that the objectives of the delegation are not being met. Ordinary Members are recognized by the European Economic Chamber in Brussels as members with full rights in the delegation. Only Ordinary Members have access to business opportunities. Every Honorary and Extraordinary member can express his opinion in the Members General Assembly when he/she is invited. Individuals or companies through their legal representatives may exercise their right for expression and vote. The right to vote may be given in written authorization to another member. Authorizations have to be delivered to the President, at the latest before starting the Assembly. A single member could not represent more than two other ordinary members. Members may ask for the translation of the internal rules in their national language. The delegation’s services, includes publications, business opportunities and other services available by the delegation. All the information’s about products and services of the EEIGCham to the members are explicit in the manuals of procedures and list published by the EEIGCham. If members ask for more services that require extra fees, the delegation collect a counterparty of rights to cover the costs. For members who have the same activities as the EEIGCham, special regulations will be applied. These special regulations will be fixed by the Central Office according to the cases and the individuals. Other services provided by the EEIGCham will have an independent price List. ARTICLE 26 - Obligations of Members The Members provide assistance to the EEIGCham in the realization of its aims and tasks. They get engaged to respect the Internal Regulations and to fulfill the decisions of the delegation as institution. Members must actively participate in all official meetings and assemblies and support all delegation activities and cooperate in defending all institutional attacks.
- 28. 28 The Ordinary Members shall be liable for the payment of the annual fees to the Delegation. The annual fees are paid at the beginning of every year, until 15th February. It is totally forbidden for any member to discuss the political or religious partisanship in a delegation meeting, or in a public event called by the European Economic Chamber or the Delegation or any branches. It is forbidden for any member to offend physically or morally another member, or any public or private institution, or public figures. ARTICLE 27 - Termination of membership Membership can be lost by the death, the resignation, the exclusion of the member or the solvency. 21.1 - Resignation - The resignation is possible only 30 days before the end of the year. 21.2 - Non-payment - The non-payment of the annual fees means the declaration of the member’s resignation. 21.3 - Serious Reasons - The Management Board excludes a member of the Chamber for an important reason. They are considered as serious reasons: -Any dangerous slur for the interest and goal of the European Economic Chamber; -Any violation of the Internal Regulations or any behavior that contradict the honor or the business ethics. -Any insult of personalities or public institutions, including physical or moral attacks. -Any absence of payment or other provided exchange services. After knowing the eventual reasons of the exclusion, the President must promptly contact the concerned member in writing to provide an answer for the presented complaints. The concerned member has the right to be heard by the Management Board and to present written submissions. The President announces the decision of the Management Board to the concerned member through a registered letter, to the address given by the delegation. The exclusion shall take effect upon the second day of sending the letter. The paid fees are not refundable. The exclusion for serious reasons prevents the new membership requests. Notes: An ordinary member nominated for a Governmental position may present his resignation. When he turns back, he has the right to ask for a membership as an Honorary or Ordinary member. ARTICLE 28 - EEIGCham Member Services EEIGCham offer a variety of services to their memberships. The principal services offered by the delegation are briefly described below. Membership Directory: A valuable tool for members and non-members. Includes a list of EEIGCham members, contact information, and a brief description of their products or services. The directory can be classified in different ways: in alphabetical order, by product or service, among others. Events: Events on a variety of topics such as the economy, finance, investment, trade, and others, where government officials and policymakers are invited as keynote speakers and guests. Open to members and non members, these events offer an opportunity to discuss important issues and provide high-visibility for delegations. Training seminars or workshops: A service offered by most delegations, which provides training for employees of member companies, usually given by a member company with expertise in a particular area. Committees: These are the backbone of the EEIGCham and are made up of representatives from member companies. Most delegations have, at a minimum, 15 committees. Committees contribute to executing the plan of work of the delegation and provide valuable input in drafting position papers on various issues. Committees also provide an excellent way to network and share best practices, and are considered a value-added for the membership. Magazine: An excellent way to communicate the delegation’s position on issues of concern for the business community as well as disseminate information on EEIGCham events and activities. The magazine is either printed, electronic or both. Support on commercial or other issues: Delegations are an invaluable resource by acting as the collective voice for their membership, often on sensitive issues when companies themselves are reluctant to go public.
- 29. 29 Organization of outbound economic missions: Economic missions provide an excellent way to fulfil one of the EEIGCham’s core objectives: to promote the economy of the host country. Economic missions are usually composed of enterprises that need help in exploring new markets and seek to promote exports from the host country, usually organized by a member company with expertise in the event area. Organization of inbound economic missions: These provide an important opportunity to promote trade and investment of the invited country, usually organized by a member company with expertise in the event area. Export HelpDesck: This is a basic service aimed at promoting trade and investment with the Europe by providing information related to doing business in Europe also can include information about others countries. Delegations vary in the size of their HelpDesck, but the most important aspect is having access to up to date information on trade, statistics, both from the Europe and the host country. Additionally, it is highly recommended to work in collaboration with the Commercial Sections of the Embassies, which are valuable sources of information. Networking opportunities- EEIG Regional Business Club: Provide a great way to promote business amongst members in an informal setting. Delegations organize these events in different ways; some organize expositions and other has sponsors who use the event to promote products or services. The EEIGCham encourages the delegations to undertake the EEIG Regional Business’ Club. Discount card for members – EEIGLink & EEIG Discount Club: Another great way to promote business amongst members. Participating companies usually pay a fee to appear on the card, and offer discount for their products or services. In return, they receive marketing services for a year (or a pre-established time), every time the delegation promotes the card. Publications with advertisement or promotion: Although expensive to produce because of printing and distribution costs, publications can also be a good source of income. Magazines: Examples are the Membership Directory, the magazine, and a variety of others like Doing Business and Investment guides, salary surveys or employment information, economic facts and figures, etc. Use of delegation facilities(when possible): This is a value added for members when they require a private place, out of the office, for special meetings, training sessions, or other functions. This is especially useful for small member companies who might not have a meeting room. It is a source of income, although not significant for many delegations. Economic Analysis: This is a key service for members and non members. EEIGCham are seen as a reliable source of information. It can be a source of income also. Advisory or consulting services: This is a service frequently requested by medium or small size members. It is supports members by facilitating a solution to their problems, legal, financial or other. It can be a source of income for the delegation. It also promotes the services of member companies providing the advisory services and generates business between members. Job search centre: The centre provides an inexpensive way to for jobseekers to gain employment in member companies and also helps member companies recruit personnel. Most delegations charge the applicant a small fee to appear in a database of people seeking jobs. The member companies usually have unlimited and free access to all the resumes available in the database. Country or city employment information: This is a valuable tool which provides timely and reliable information on private sector job categories and salaries, allowing companies to benchmark within their given sectors. Additionally, information on employment trends is a valuable resource for the media and business in general. It can also be a source of income- information on salaries is expensive to obtain and therefore, companies are willing to pay for it. Visa facilitation: This service, which facilitates acquirement of visas and visa renewals, varies from delegation to delegation. The service provides assistance and information to the members on how to get a visa (procedures), relevant information to present at the interview, etc. Conciliation and Arbitration Centers: Several EEIGChams have Alternative Dispute Resolution centers. This is a service which provides businesses with a clear strategy and mechanisms to resolve their business disputes in a predictable manner.
- 30. 30 Matchmaking service: This service is usually made through the economic mission organizer and consists of setting up an agenda of meetings for company executives coming from a foreign country, or vice versa. Note: Please refer to the chapter on matchmaking for more information.
- 31. 31 V. FEES ARTICLE 29 - Membership Fees The membership is the nerve center that allows delegation to exist and to meet its objectives. Membership’s fees vary by delegation but are usually established according to the category structure and are paid on an annual or semester basis. Members are under the obligation to promptly pay the initiation fees and annual dues set by the Management Board of the delegation. Each delegation is independent and free to have different membership fees and must ensure their responsibilities towards the Central Office, employees and suppliers. ARTICLE 30 - Admission fees The Board, to cover the administrative costs and promotional material provided to members, may require the payment of admission fees, which must be paid separately from membership fees and managed in a separate bank account exclusive for the purpose. The admission fees are paid upon membership registration for Ordinary Members and Honorary Members. The admission fees of the delegation will be paid separately and versed directly in the bank accounts indicated by the delegation. ARTICLE 31 - Member’s Kit The Management Board, to elaborate the budget for the following year, can ask for quotes of promotional material as a Member’s Kit, which must include the membership card and other promotional material with logo and indication of the EEIGCham. The calculation of the Admission fees is done on an exclusive basis cost recovery and approved by the Management Board. It includes: Administrative Costs - The equivalent of a day's work of an employee. Member’s Kit – it is the promotion material with Delegation logo approved by the Management Board. The Delegation can sell separately the Member’s Kit or other promotion material with European Economic Chamber or National Delegation logo. ARTICLE 32 - Exchange Services Agreement The Board in order to promote the delegation and its activities can make exchange of services agreements, allowing companies in the media and advertising sector to join as Ordinary Members without an immediate physical payment. The membership in accordance with payment in exchange of services has to be approved by the Board of Directors in Brussels expressing its opinion. The agreement has to be well detailed, indicating all the benefits and obligations of the agreement. The Management Board can make other Exchange Service Agreements to attract new members who can provide important services to the delegation. The Management Board always has to justify the reasons and asks for the approval of the Central Office.