After you learned Voting and GM workflow you can read this page to represent your LC at congress efectively.
Representatives may come from Observers, Junior Local Committees (JLCs), or Local Committees (LCs) and are delegates officially representing their Branch at the Congress.
They are responsible for:
Representatives from Local Committees (LCs) hold voting rights, while representatives from Observers and JLCs participate without voting rights, in accordance with the General Rules of Procedure.
An LC Representative acts as the official voice of their Local Committee at the Congress. This role carries both decision-making authority and accountability toward the LC
LC Representatives are responsible for:
An LC Representative is not expected to act independently on behalf of their LC, nor to prioritize personal opinions over agreed positions. When no clear voting instruction exists between the LC and the representative, this must be communicated transparently during discussions and reflected responsibly in voting.
The responsibilities of an LC Representative span the entire Congress lifecycle. Effective representation depends on structured preparation, active engagement during the event, and proper follow-up afterward.
Prior to the Congress, LC Representatives are expected to prepare thoroughly in order to ensure meaningful participation and legitimate decision-making.
This preparation includes:
Adequate preparation enables representatives to contribute constructively, ask relevant questions, and avoid uninformed or reactive decision-making.
During the Congress, LC Representatives are expected to actively fulfill their role within the General Meeting and other mandatory sessions.
Key responsibilities include:
Active participation is essential. Formal presence without engagement undermines the representative function and reduces the LC’s influence at the Congress.
Following the Congress, LC Representatives remain responsible for ensuring continuity and transparency within their Local Committee.
Post-Congress responsibilities include:
Effective dissemination ensures that Congress outcomes are understood, implemented where relevant, and preserved as institutional knowledge within the Local Committee.
During the General Meeting, structured hand rules are used to manage discussions efficiently. This system ensures fair participation, clear communication, and accurate minute-taking. This section explains how to request the floor, ask questions, and contribute to discussions while respecting procedural rules.
During the Congress, no one may speak unless they are given the floor by the GA Chairperson. This practice helps maintain orderly discussions and ensures that Congress minutes are recorded accurately.
When you are given the floor, you should follow a clear speaking order. Every intervention should begin with a short introduction in the following format:
[Name] [Local Committee] [Type of intervention]: your statement
Each type of intervention has a corresponding hand rule that must be shown when requesting the floor:
These hand rules help the GA Chairperson identify the purpose of each intervention and manage the discussion flow accordingly.
Common mistakes in hand rules:
A typical intervention during the Congress follows this sequence:
In some cases, hand rules are not required. For example, when questions have already been submitted through a Question Form, the GA Chairperson directly invites the relevant committee to answer. In such situations, it is not necessary to show the Question hand rule. However, when answering, you should still use the standard speaking format.
If, after asking a question on behalf of your Local Committee, you are not fully satisfied with the answer and would like further clarification, you may ask a follow-up question. In this case, you must again request the floor using the appropriate hand rule.
After the Congress, Local Committee Representatives (LC Reps) are expected to disseminate the outcomes, decisions, and general insights of the Congress within their own Local Committees. This process is essential to ensure continuity, transparency, and effective local handover.
Although there is no strict reporting format, LC Representatives are responsible for conveying what happened during the Congress accurately and transparently, as well as informing their LCs about the current status of EESTEC at an international level. This dissemination can be done either through written reports prepared during the Congress by Reps or via oral presentations and discussions after returning to their LC.
To support this process, LC Reps can benefit from the Congress Summaries published by the VC-AA shortly after the Congress. These summaries include key decisions taken during the Congress and, where applicable, the results of votes. Since the official Congress minutes are typically completed within three months after the Congress, referring to the summaries is often more practical in the short term.
Due to time constraints, not all topics can be fully discussed during the Congress, particularly those placed under Parking Lot discussions. Parking lot is a topic may be proposed by a committee or entity and discussed for some time during the General Meeting.
If a discussion leads to a clear conclusion and requires urgent action, the necessary steps can be initiated shortly after the Congress. However, if the topic is important but does not require immediate action, the discussion can continue after the Congress via CP mailing list. Through these email discussions, all Local Committees have the opportunity to share additional opinions, propose alternatives, and further elaborate on the topic.
Similarly, topics that could not be discussed during the Congress due to limited time can also be introduced and debated through the CP mailing list after the event.
Local Committees are free to choose their own representatives for the Congress. However, to ensure effective participation and representation, certain qualities are recommended.
A suitable representative should:
In practice, Local Committees are often represented by Contact Persons, Chairpersons, or other board members. In some cases, members with strong international experience (as BATCAMs) or awareness can also be chosen.
When multiple suitable candidates are available, Local Committees are encouraged to select the representative who can best contribute to discussions and effectively represent the LC’s interests at the Congress.