Seminar Guidelines. (Last update November 2012)

Seminar Guidelines (Last update November 2012) 1. Introduction AIJA is an organisation founded and kept alive by its members. It has an Association Manager and support staff 1 in Brussels (the "AIJA Office") that assists members in organising events. Furthermore, AIJA has contracted with Judy Lane Consulting, UK (JLC), to assist AIJA in the administration of events, in addition to their role as AIJA s global Professional Congress Organiser (PCO). In case you need help with a seminar venue and hotel accommodation, the AIJA Office may also contact on your behalf a global venue finder agent, who will help you free of charge to find the appropriate location fulfilling the AIJA seminar venue requirements. With such a strong support team in place, AIJA still relies on the valuable input of its members forming organising committees ("Organising Committee"/"OC") to organise events. In order to provide future organisers with some guidance and to avoid the wheel being reinvented each time, the Law Course Committee ("LCC") has set down a few general guidelines and best practices to be followed with respect to the organisation of seminars. Why does the AIJA put so much energy and so many resources into seminars? The reason is quite clear: seminars are AIJA s life blood with respect to, inter alia: Recruiting new members and binding existing members; Creating an attractive platform for the exchange of legal and practical experiences; Obtaining knowledge about new and cutting edge legal developments; Increasing the awareness and understanding of legal and practical particularities and the differences between foreign legal systems; Consolidating ties with bar associations and other international lawyers' organizations; Providing a "playing field" for AIJA members so as to enable them to develop skills as leaders, speakers, organisers and authors in an international legal arena; Cultivating the "AIJA spirit" amongst the members and passing this "spirit" on to new members; Obtaining a public profile and awareness inside and outside the legal community; 1 Currently: adegimbe@aija.org and fchaoui@aija.org 1

Balancing AIJA's profit and loss accounts. 2. General Guidelines 2.1 Topic It is the policy of AIJA to cover a balanced and diverse range of different topics and areas of law of professional interest on a yearly basis. The topic should interest young lawyers operating internationally and should preferably have a practical focus. The organisers must be mindful of the target audience when choosing a topic. For example, if the target group is young (less than 5 years of experience), the topic chosen should be relatively basic in comparison to a topic chosen for a target group that is older and more specialised. Furthermore, younger lawyers often tend to be interested in sharpening their practical skills, such as presenting a topic, negotiating in an international environment, drafting contracts in English, and establishing their own law firm, etc. The topic have to be discussed and coordinated with the officers of the relevant AIJA Commissions who already have significant experience with topic selection in general and with the topic in question. The Commission officers will be able to provide further input regarding topics, speakers and other aspects of the event. The topic is subject to the approval of the Law Course Committee. A Seminar Proposal Form which includes information on the suggested topic, place, date and OC (Annex 1) is to be submitted for approval early. 2.2 Location and Date The availability of the location and date should be first verified in order to avoid the doubling up of events by other lawyers' organisations (IBA, ABA, UIA and local associations), Bars, and other associations. Thus, any potential of competition and/or the loss of registrations can be prevented. When choosing a location, keep in mind that hotel accommodations, airfares and, of course, the loss of billable hours are the major cost-components for the participants. Compared to these expenses, the registration fee is, in fact, a relatively minor part of the total cost. Any location chosen should be easily accessible to the audience. Should the audience be predominantly regional, the location should be easily accessible by train or otherwise by plane. Airfares should be checked in advance, particularly the fares to and from countries from which the major part of the audience will be coming.

It is AIJA s aim to hold one to two seminars per month, with the exception of the months of July, August and late December. The seminars within the same season should not compete in any way: they should have different topics and/or locations. While two events at different locations should not be held on the same date, AIJA encourages organizing combined seminars, i.e. two or several seminars with different scientific programs that take place simultaneously in the same location and share social programs. (See section 2.6 "Combined Seminars".) The location and dates are subject to the approval of the Law Course Committee. A Seminar Proposal Form shall be submitted for approval early on which includes information on the suggested topic, place, date and OC (Annex 1). 2.3 Seminar venue First check whether venues such as local Bar Association buildings or Universities are available before arranging a conference room in one of the hotels. These organisations are often willing to provide the seminar venue free of charge. But always take into consideration that you will have to arrange for a number of services on your own such as catering (or lunches in nearby restaurants), equipment, service persons. Always look on the global costs giving the additional services needed, sometimes it may be even more expensive to use the venue provided free of charge than using hotel services. In case you need help with a seminar venue and hotel accommodation, the AIJA Office may also contact on your behalf a global venue finder agent, who will help you free of charge to find the appropriate location fulfilling the AIJA seminar venue requirements. Normally, an AIJA event lasts for 1½ days, commencing on Friday morning and ending on Saturday afternoon after lunch, with (generally) optional dinners on the Thursday (preceded by the welcome cocktail included in the registration fee) and Saturday evenings. An alternative is to start the event at noon on the Friday and ensure that the event ends on Saturday at around 5:00 pm. In this time schedule, participants will not have to leave their offices on the Thursday and will, in fact, only lose one billable day. As a rule of thumb, the aggregate amount of the price of the conference room rental (if any), Audio Visual equipment, 3 coffee breaks, 1 welcome reception, 2 lunches with drinks, and water throughout the day should not exceed 5,000-5,500 with taxes and service fee included, if calculated for 35 persons (or if it is a Combined Seminar (2 rooms, two sets of AV) 7,000-8,000 calculated for 50 persons). The pricing of the AV equipment as per AIJA s general requirements list (see below) should be included in or attached to the hotel contract, even if the hotel outsources AV issues to an outside company. AV Requirements per conference room 1 Wifi 1 Flipchart + 1 lectern to the side of the top table

1 Speaker Sound system + technician 1 Lectern microphone, wired 1 Wireless microphone, hand held 2-4 Microphone stand (table or floor) 1 Projection screen 1 Laptop with powerpoint software and all relevant disc drives 1 LCD projector 1 Remote clicker if available Should the seminar be held at a hotel, try to arrange for a package price per participant (usually also including lunches and coffee breaks with water throughout the day in addition to the conference facilities) instead of a separate price just for the conference room. If the hotel requires that a minimum number of participants be guaranteed by AIJA or if the hotel asks for a minimum consumption to be paid regardless of the number of participants, the guaranteed number of participants shall not exceed 35 (50 in case of Combined Seminars) and/or the amount of minimum consumption, if divided by 35 (50 in case of Combined Seminars), shall not exceed the cost of 2 lunches with drinks, 3 coffee breaks and water throughout the conference added up individually as per the price list/menu. The OC must contact the LCC and the AIJA Office for verification and signature of the contract relating to the conference room and catering. Therefore you should ask for a contract in either English or French. It is also important to note that all original copies of invoices must be sent to the AIJA Office. The choice of the venue is subject to the approval of the seminar budget by the Law Course Committee and the Treasurer which shall also include the cost of the venue. 2.4 Social Content The social content is an important part of the AIJA events. A Thursday evening dinner should be organised for those flying in a day in advance and a Saturday evening dinner for those leaving on the Sunday. The price of the social events on Thursday (with the exception of the welcome cocktail which shall be included in the registration fee) and Saturday is normally not included in the seminar price. These are usually ticketed events where (subject to the applicable VAT rules - please check with the AIJA Office) an advance payment as optional fee together with the registration fee is recommended to make it easier for the OC to calculate with the number of participants and to avoid confusion after the dinner as regards to the individual consumption and payments. A dinner on Friday night must be included in the programme and the budget. It should not be too formal whilst offering participants the possibility of enjoying themselves and mingling with other participants. 2.5 Hotels

The negotiation of the rates of the venue (accommodation and conference facility) must be of first and foremost importance. With regards accommodation, each hotel has a variety of rates available depending on who is making the bookings (private persons, organisations, travel agents, etc.) and at what time the bookings are made. In the event that the hotel(s) offer to sign a contract (a usual but not necessary part of negotiations), please note that you must contact the LCC and the AIJA Office for verification and signature. Therefore you should ask for a contract in either English or French. It is also important to note that all original copies of invoices must be sent to the AIJA Office. Experience has taught us that hotels are willing to offer discounts if the rooms are booked prior to a certain date. Please avoid making any advance payments as the Organising Committee and give no guarantees on the number of rooms that will be required.. There should be no guarantee by AIJA with regard to hotel rooms. Each room shall be guaranteed by individual guest credit card. Nevertheless, the hotel should block (free of charge or guarantee) 35 rooms (50 in case of Combined Seminars) on the respective nights to be held on allocation basis (courtesy block) with individual guest reservation under a special group code. More generally, hotel accommodations should not be too lavish. If you opt for a more expensive hotel (in the price range of roughly 160-180; including tax, breakfast and free internet access), always provide a second option (in the price range of roughly 100-120, including tax, breakfast and free internet access). It is recommended to use medium range hotels to keep the seminar and accommodation prices as low as possible. Usually a 50% discount on the usual accommodation prices can be achieved. 2.6 Combined Seminars Please consider to organise so-called 'Combined Seminars'. Such an event is organised for two or several separate topics (i.e. arbitration and environment) simultaneously in the same location which share social programs (lunches, coffee breaks and dinners). The central aim of Combined Seminars is to create synergies among the two events to attract more registrations during a single time slot and to have more participants mingling. 2.7 Joint Events with other Associations In some cases you might consider organizing an event together with another association like IBA, ABA, UIA etc. Please be aware that contact persons for many of these organisations have been appointed within AIJA who you need to involve. Please contact the AIJA Office to get the respective contact details. Subject to any applicable memoranda of understanding, there should not be more than one event per year with each association. If you choose to organize a seminar jointly with another association, please contact the Law Course Committee, which will guide you through the particular

organisational hurdles and identify any applicable provisions in memoranda of understanding with certain association as regards the organization of joint events (sharing of tasks, sharing of profit/losses, special budgeting issues, etc.). Please be aware that there are usually several competing proposals for joint events, and as their number is generally limited to 1 per association, the Bureau will - upon LCC recommendation - select from among the competing proposals. Should you face, during the organisation of the joint event, any specific challenges in connection with the cooperation, please let the liaison officer (if any) and/or the LCC know. They will be able to assist. 3. Organising Committee (OC) Ideally, the Organising Committee should consist of at least 3 people, of which at least one should be based in the location where the seminar is to be held. Always involve the National Representative ("NR") of the country where the seminar will be held as he/she will play a major role in marketing the event locally, even if he/she will not become a formal member of the OC. The AIJA Office should be your primary contact helping you with the event. Along with the LLC, they will be happy to assist you whenever possible. Please use and take advantage of the enormous experience and know-how present within the AIJA Office. For example, they can help you by providing past programmes (see also Annex 11), preparing the confirmation letters for the speakers (see Annex 6), and setting up conference calls for the organising team. Please involve the AIJA Office in your preparations from the very beginning. Since AIJA operates on a very tight budget, all participants (speakers and audience) including the organisers themselves should, in principle, pay their own registration fees and accommodation. Because of the tremendous efforts put into the organisation of the event by the organisers, it is possible to reduce the registration fee of a maximum of 3 organisers up to 50 per cent each, on the condition that the event breaks even. Please refer to Annex 2 to see who does what and to Annex 3 for the applicable deadlines that need to be followed. 4. Finances and budget The draft budget is to be prepared by one OC member together with the AIJA Office and the Law Course Committee. The draft budget is to be approved by the Law Course Committee and the Treasurer. As long as the OC stays within the budget, the OC members will not be personally liable for any expenses or losses. The OC is however responsible for all local costs which are incurred if there is deviation from the approved budget. Experience has taught that if the herein proposed budgeting and guidelines are followed, any possible risk suffered by the organisers is virtually nil. To avoid unnecessary challenges in budgeting, please involve from the start the AIJA Office, the LCC and AIJA s Treasurer, as they will be signing off on the final budget. This measure is put in place to protect the OC from potential financial risks and traps.

Since there may be local VAT applicable to the event, it is essential that local tax issues and registrations are taken care of early in advance, for which AIJA Office will need a close cooperation from the OC to clarify what will be the venue, content of the seminar and other details, as may be relevant from time to time. The AIJA Office will check the conditions under which the seminar may be exempted from VAT. Please find attached a budget template (Annex 4) indicating the usual fix costs.. AIJA prints and mails to all its members the seminar program brochures. In case of events jointly organized with other lawyers' associations, held outside of Europe or mainly targeting non-aija members, the mailing to AIJA members may be waived subject to LCC approval. In such case the brochure still needs to be printed in 1000 copies for marketing purposes. The AIJA support staff will take care of the design/layout of the one-page flyer (if any) and the program brochure, as well as the printing and mailing to AIJA members, but the OC will have to supply the finalized content (both in English and French) to the brochure at the latest 10 weeks prior to the upcoming congress or May/November conference in order to get the program designed and printed for such major AIJA event for marketing purposes. AIJA will directly pay the costs of the venue, but with small cost items the usual procedure is that one of the OC member's firm would advance the costs which then would be reimbursed by AIJA. When budgeting your event you should keep some general issues in mind, such as: - As many items in the budget as possible should be budgeted as per person costs to minimize the risk; be careful with promising a minimum amount of persons or minimum amount of consumption (shall not be more than 35 persons) for the calculation of such costs; do not forget to clarify what happens if less people take part; - Carefully negotiate about cancellation possibilities and the financial consequences; - Try to find close venues to avoid transportation by buses in order to reduce costs; - It is an AIJA tradition that beverages (at least to a certain extent) are included at lunches and dinners (also for optional events); - Do not forget to calculate tips (if customary at the location); - The Saturday Dinner is generally only an optional event. The Welcome Cocktail on Thursday is included in the registration fee, but the dinner afterwards is sometimes optional, sometimes included; - Please refer to section 5 for budgeting issues regarding speakers; - You should try to find sponsors for the event to ease the budget. Please refer to section 8 for further details; - You should not forget about the standard cost items, such as the per person cost of registration administration done by AIJA/JLC, the design/printing/mailing costs of the brochure and flyer, the general AIJA overhead cost, the credit card fees, etc. to be included in the budget (see draft budget for more details); The registration fee is only a small part of the total cost for the participant. An attempt should be made to ensure that the seminars are as accessible as possible to all members. In this respect, an estimate of the total cost for each participant in the target areas should be prepared before each seminar.

The pricing of the seminar is based on a budget and a certain break-even number: usually 35 in case of stand-alone seminars and 50 in case of Combined Seminars. The normal price ranges should be between 350 and 500 per participant (including lunches and a Friday evening dinner but excluding the Thursday and Saturday dinners and social programmes) depending the region where they are organized. Usually the targeted range of registration fees can be reached only with approximately 5,000 sponsorship. Please be aware that the LCC and the Treasurer must approve the final budget of the event. The OC will be responsible if they are not respecting the approved budget, and supporting the direct expenses arising from those extra costs. Please refer to Annex 3 for the applicable deadlines to prepare and finalise the budget together with the AIJA Office and LCC. 5. Speakers / panellists One of the goals for holding seminars is to give the younger AIJA members the opportunity to speak. Try and find a balanced mix between the proven technology of older experienced AIJA speakers and young AIJA members who are not quite so experienced. Please make use of the enormous experience within your Commissions, the Law Course Committee and the Bureau when selecting outside speakers. Outside speakers are welcome and recommended if they provide an added value (people from industry, non-legal experts, etc.). A top keynote speaker may be a good marketing tool. The general rule is that the registration fee for speakers/panellists (members and non-members), who attend the whole seminar is not waived and out-of-pocket expenses are not reimbursed. Should a speaker only attend for the duration of his/her speech, it is however common to waive the registration fee and to invite him/her to the lunch or dinner that follows his/her speech. (Do not forget to budget for it though!) Please make explicit written arrangements in advance in order to avoid any possible unpleasant surprises. An example of a speaker confirmation letter is attached (Annex 6). In case a keynote speaker asks for any kind of payment (for his speech or for travelling costs, accommodation or the like), it should be accepted - subject to LCC approval - only in exceptional cases (for example, if the speaker comes from the non-profit sector). Please refer to the LCC and the AIJA Office who will assist you in how to include the respective costs in your budget. By arranging many of the seminar speakers/panellists in advance (and thus paying the registration fee), the break-even point can be reached at a very early stage. It is particularly useful to send all speakers and panellists a list of the contact details of all of the other speakers and panellists, so that they may liaise with each other and prepare themselves beforehand. It is very useful to allocate the responsibility of parts of the day to a moderator / or chair of the day. The task of the moderator / chair is to make sure that all speakers and panellists will prepare their session in a proper way and to avoid overlaps in the speakers presentations.

We recommend sending a thank-you note to all speakers and panellists after the event. You can find a sample in Annex 9. 6. Documentation The seminar documentation shall be distributed to the participant in a practical manner (CD ROM, USB key, or others and/or shall be made available on the AIJA website). Organisers should also obtain transcripts of all lectures in advance so that they may be assembled with other documents (such as academic articles, laws and regulations) to serve as reference material. Speakers shall be invited to respect the format of documentation that the organisers may set out in advance. Organizers are responsible to have their speakers sign a licence of copyright (see attached under Annex 7) for the documents they wish to produce for the seminar. Any exceptions to obtain such forms from external speakers shall be communicated to the AIJA Office/LCC (and papers from such external speaker may not be included in the documentation). A set of the documentation should be sent to the AIJA Office after the event. Please refer to Annex 3 for the applicable deadlines to finalise and send documentation to AIJA. 7. Language As a general rule, the written material of AIJA, including promotional and marketing documentation, seminar programmes and the website, shall be in English and French. With the exception of congress and conference programmes, programmes of seminars and other meetings may either be only in English or only in French as is deemed relevant for the location of the venue. Nevertheless, the use of only English or French in such programmes is subject to the approval of the Bureau. Programmes of Regional Meetings shall be in the language(s) of the countries co-ordinating the event. All programmes shall indicate the language(s) in which the activities will be conducted. 8. Sponsors It is essential to find sponsors as soon as possible to allow the sponsoring to be included in the budget as well as to secure that sponsors logos can be included in the printed program. Usually the easiest way to secure sponsors is to ensure that some OC members' firms also sponsor the seminar in cash or in-kind. Be aware that non-sponsoring OC members' details (name, firm name, city, country and email address) will show on the last page of the brochure without the firm's logo. Banks, publishers, local Bar Associations and local law firms are excellent sponsors and should be approached well in advance.

Sponsorship by local law firms is a somewhat delicate issue as there may be a risk that a single sponsor/law firm may run away with the event. However, if you find a group of firms willing to sponsor, please do not hesitate to negotiate suitable terms. General fairness and equal opportunities in terms of visibility and representation should be guaranteed and observed. In short, the following guidelines could be applied: - Ensure that more than one law firm sponsors the event. The offer to sponsor the event should be open to all local law firms; - Make sure all organisers are in agreement on sponsorship by law-firms; - In principle, the logos of law firms will be placed on the first page of the program. But prevent a particular law firm from claiming the front page of the programme solely for their logo and name (this could suggest that the seminar is being organised by that firm); - OC members' firms are not necessarily sponsors and thus their logos will not be automatically included in the program; Of course, there are also other sponsorship opportunities, such as cocktails, meals and the AIJA website (www.aija.org), which is a highly visible and targeted medium with a high page ranking. In addition, it is always good to study the possibility of having local Bars and Lawyers' Associations provide a scholarship program, where they could pay all or part of the registration fee for participants who have low and irregular incomes. For general advice on sponsorships and communications, please contact the Association Manager at the AIJA Office. You may also after you have made first contact with a sponsor refer them to the Association Manager directly, who will be able to take charge as of then and work out an overall marketing and sponsorship package. It may also be the case that a global AIJA sponsor may be interested in supporting local events. Again, please be in touch with the Association Manager directly in order to seek out opportunities. 9. Human Rights / Charity In compliance with the Management Handbook, each OC should consider if it is possible to do something in favor of Human Rights/Charity when organizing a seminar (charity run, charity auction, charity give away, etc.). In any case the OC should check that on the registration form of the seminar a 10 in favor of SOS Avocats is foreseen (which can be ticked off if not wished or which amount may be increased, if wished). 10. Marketing Please find attached a sample marketing plan (Annex 5). Get in contact with the Co-Presidents of the Membership Forum who can support your marketing efforts in your respective countries and among the members of AIJA. In addition to these individuals, the AIJA Office will be able to support you in all the marketing aspects of your event.

Please make use of the mailing lists of local Bars, local lawyers Associations and specialised journals. You can also team up with the members of the Bureau and the Extended Bureau, as they are well-connected with several international and local lawyers organisations. Furthermore, the AIJA is connected to the European Lawyer and other specialised journals. Please make use of these contacts. With respect to dealing with other lawyers' organisations like the ABA, IBA or UIA, please be aware that contact persons for some of these organisations have been appointed within AIJA who you need to involve. Please contact the AIJA Office to get the respective contact details. Many national and local Bar Associations will publish our programmes on their website. Please make use of this incredibly useful tool. If you do not have direct contacts to the national or local Bar Associations, upon request, the AIJA Office will take care of this. A pre-announcement (flyer) can be extremely useful. Please liaise with the AIJA Office, which has a draft format ready (Annex 10). Prepare the full programme brochure as soon as possible - but in any event for the annual congress or conference, which is NOT the one immediately preceding your event (for a seminar in January, you should have the brochure ready for the annual congress in August, as it would be too late to have it only for the November conference). The brochure is an essential tool to start marketing the seminar as early as possible. Please be aware that in order to prepare the brochure, you need to have an approved budget and you need to have selected and contracted the venues and accommodation. CLE credits can be extremely useful in attracting participants. For further information please see paragraph 14 below. 11. Timetable AIJA distributes the printed program brochures of future seminars during its other events. The aim is to have the brochure printed for the annual congress or conference, which is NOT the one immediately preceding the given future seminar. Thus for seminars in the fall, the brochure should be printed for the May conference, for seminars in the winter/early spring, the brochure should be ready for the annual congress in August, and for seminars that take place in the late spring or in the summer, the brochure should be ready for the November conference. In order to prepare the printed program, budget etc., please ensure that you meet the deadlines as mentioned in Annex 3. Please keep in mind that your program and budget need to be approved by several persons within AIJA who might either be not available at some stages due to other workload or might have questions to you. The timetable in Annex 3 ensures that all necessary steps can be taken in time. In case you miss these deadlines, you jeopardise the success of your event and your event could even be cancelled or rescheduled by the LCC.

12. Liaison with the Law Course Committee, the AIJA Office and (as the case may be) with the Bureau The LCC, the AIJA Office, and the members of the Bureau and of the Extended Bureau are there to help the organisers. Moreover, the LCC will, when needed, request the support of the Forum of the Commissions in order to find speakers and the Membership Forum which can help the marketing of the events. 13. Publications Some of the material generated by the seminar may be worthy of separate publication. Proposals for publication should be directed to the AIJA Office as soon as possible. Please contact the AIJA Office for more information. 14. Visa requirements Please notify participants as early as possible whether they need to obtain a visa to enter a particular country. This is especially important when the seminar is targeted to participants where a visa will be required in order to attend the seminar. Furthermore, no matter where the seminar is scheduled, as OC you will be confronted with requests from residents from countries for whom visas are always required. With respect to the policy on this, please contact the AIJA Office. 15. CLE credits AIJA is approved as an official CLE provider in some local Bar Associations. Please contact the AIJA Office for the most up to date information. On the basis of reciprocity, programs that are qualified for CLE, CNB or CPD credits will be recognised in several other jurisdictions (such as the Netherlands). The CLE credits should be mentioned on the programme in a prominent manner (front page). To obtain the CLE accreditation for your event, you need to file an application to the local Bar Association, like the NY State Bar. This application will have to be filed at least 8 weeks prior to the date for the printing of the program. This task would require a substantial number of information, like the bio of the speakers, resume of the topic of their presentation. Please refer to the Annex 3 for the deadlines. 16. Quality Control/Evaluation of Seminars The OC shall distribute an evaluation questionnaire (Annex 12) received from the AIJA Office to the attendees at the event. The OC should make sure that the questionnaires are filled in and returned to the AIJA Office for further evaluation. The OC should make sure that it gets a feedback by the AIJA Office with regard to the results of the questionnaires and that these results are communicated to the Membership Forum and the Law Course Committee to improve the quality of further seminars. 17. Contact

For any additional information or queries, please contact AIJA s Association Manager or support staff in the AIJA Office at the following telephone number +32 2 347 33 34.

Annex 1 - Seminar Proposal Form SEMINAR PROPOSAL FORM FORMULAIRE DE PROPOSITION DE SEMINAIRE NOTICE: Please fill out this Seminar Proposal Form and send it or hand it out to the Law Course Committee ( LCC ) for review and approval..a seminar proposal is not approved until you have received written confirmation from the LCC to this effect. Prior to submitting the Form, please read the Seminar Guidelines, which you can find on the AIJA website, or can be provided by the AIJA Office in Brussels. NOTE: Veuillez remplir ce Formulaire de Proposition de Séminaire et l'envoyer ou le donner en main propre au Comité des Cours ("LCC") pour révision et approbation. Une proposition de séminaire n'est pas approuvée jusqu'à ce que vous ayez reçu confirmation écrite du LCC à cet effet. Avant de soumette le Formulaire, veuillez lire les Seminar Guidelines, que vous pouvez consulter directement sur le site web de l AIJA ou en faire la demande auprès du Secrétariat à Bruxelles Title / Titre Organising Committee / Comité d'organisation (At least one member of OC must be an AIJA member) Commission(s) Place / Lieu Proposed Date(s)

We, the undersigned, hereby submit this Seminar Proposal From to the LCC for approval. Place and Date: Signatures of the proposed Organising Committee: Name: Name: Name: Name: Support of National Representative: Support of President(s) of Commission(s): Approval by LCC on place and date:

Annex 2 - Who does what? Organising Committee (OC) Arrange scientific and social program Arrange location if approved by the LCC Arrange date Choose and contact hotel regarding availability and commissionable rates (including cheaper alternatives), prepare contract for AIJA to sign Accommodation finding (together with Association Manager if signature to a contract is needed) Arrange speakers - seek support of respective Commissions (confirmation letters, list of speakers needs, C.V.s etc). Ensure that all speakers receive the necessary information and register as participants for the seminar even if they only show up for their speech and are complimentary speakers Monitor the respective attrition/cancellation deadlines in the contracts and let AIJA support staff and LCC know if you feel that the contracted numbers need to be decreased because of the low numbers of registrations; Finalize the room setup/menu selections, give final (expected) attendance figures to the venues for food/drinks. Arrange CLE credits (or similar) insofar as possible (especially in the target markets) Draft budget together with the LCC based on the AIJA template (Annex 7), and send it to LCC, Treasurer and AIJA Office Draft programme based on the AIJA template and send it to LCC, Treasurer and AIJA Office. Marketing Contact Local Bar Associations, prepare and send letters to the local Bar Association leaders Arrange welcome kit, binders / CD ROMs, Distribute an evaluation questionnaire (Annex 12) sent by the AIJA Office to the attendees at the event and collect and send the filled in questionnaires to the AIJA Office Draft thank-you notes for the speakers and participants Report in e-zette (photos) Prepare final accounts Law Course Committee Update the draft (working) LCC Event List with all seminar proposals indicating the status of the organization process Circulate the current version of the LCC Event List to the Forum of the Commissions and Membership Forum prior to the May and November Conferences and the Annual Congress to be circulated to all commissions and national representatives. Approve seminar proposal presented on the Seminar Proposal Form Approve joint event with other Lawyers Association together with the appointed contact persons of AIJA Ensure the guidelines are respected and ensure the OC acts in accordance with the Guidelines Approve final scientific programme Assist with setting up a budget and approve budget and set the registration fees together with Treasurer

Assist in the organisation and marketing Follow-up on development Authorise postponement or cancellation of an event if necessary AIJA Office (Office) / Association Manager (AM) / Judy Lane Consulting (JLC) Assist contract negotiations (Office, AM,) Signing of accommodation contracts (AM) Assist in finding sponsors (Office / AM) Design/Print/Mail programme brochures (Office) Coordination of registrations (JLC) Keep the books (registration fees etc) (Office / JLC) Co-ordinate delegate lists (Office / JLC) Assist in organising and marketing together with the National Representatives (Office) Assist OC with confirmation letters to speakers and panellists / speaker management Transfer money to the OC (should be done pro-active) (Office) Arrange gifts for Organising Committee (Office) Arrange badges (speakers / panellists should receive badges whether or not they are registered) (JLC) Ensure that the OC have their speakers sign a licence of copyright for the documents they wish to produce for the seminar (Office) Send an evaluation questionnaire to the OC to be distributed to the attendees at the event (Annex 10) (Office) Carry out follow-up with respect to non-members (including the speakers) attending the seminar Bureau and Extended Bureau Approve final budget (Treasurer / LCC) Liaise with other International Lawyers Organisations willing to help in the marketing of the event (President or other appointed contact persons within AIJA / LCC / FoC) Follow up on the filled in evaluation questionnaires (FoC and LCC)

Annex 3 - Timetable The aim is to have the brochure printed for the annual congress or conference which is NOT the one immediately preceding the given future seminar. Thus for seminars in the fall, the brochure should be printed for the May conference, for seminars in the winter/early spring, the brochure should be ready for the annual congress in August, and for seminars that take place late spring or in the summer, the brochure should be ready for the November conference. Minus 12 Months: INITIAL IDEA - Idea - Liaison with LLC (submit Seminar Proposal Form (Annex 1) for approval by LCC) - Preliminary topic - Preliminary dates - Preliminary location - Preliminary organising team Minus 12 Months Minus 10 Months: DEVELOPING IDEA - Feasibility study (seminar venue and hotels) - Preliminary programme - Preliminary list of speakers - Preliminary marketing plan - Preliminary budget (including sponsorships) Minus 10 Months Minus 6 Months: FINALIZATION OF BROCHURE AND BUDGET - Contact local bars, inter alia for obtaining CLE credits for your event - Fix arrangements with hotels and seminar venue (in coordination with AIJA Office/AM) - Finalise arrangements with speakers - Finalise programme - Finalise budget - Printing - Promotional article in E-zette - Optional: Sending of a flyer to all members and contacts (please find examples in the Annex 8). Minus 6 Months Minus 2 Months: MARKETING - Mail to all members (and to interested non-members); (AIJA lists and personal lists organisers) and mail to local Bar Associations (in order to limit costs, preferably by e mail) - Involve relevant National Representatives in the marketing process - Involve relevant President(s) of Commission(s) in the marketing process - Involve other international organisations (such as IABA, ABA etc) and international journals (such as European Lawyer) in the marketing process in collaboration with the appointed AIJA contact persons for these organisations Minus 2 Months Seminar date: FINAL ARRANGEMENTS - Regular updates of registrations by Brussels - Final call by e-mail by the President to all members and potential members (AIJA lists)

- Final arrangements of the dinner venue and seminar venue (especially numbers and AV requests speakers and panellists) - Arrangement of seminar papers on binders/cd ROMs - Arrangement of Reporter for article in E-zette Seminar date Plus 2 Months (after Seminar): - Prepare E-zette article together with appointed reporter - Prepare thank-you notes for speakers, local Bar Associations (and any other supportive organisations), and participants - Send all remaining seminar papers / CD-Roms to the AIJA Office in Brussels - Follow-up on potential members - Finalise accounts - Send copy of seminar documentation to the AIJA Office in Brussels

Annex 4 - Budget template Budget to be done by OC with the assistance of AIJA Office and LCC. Red figures to be adjusted to the venue.

Budget Seminar Title of Seminar: Date of Seminar: Venue: minimum guarantee: minimum consumption: 30 persons 0 EUR Prices in EUR X % VAT included in rent, AV equipment, conference package, etc. Y % VAT included in food and drinks Z % VAT included in accommodation prices Activity Fixed Costs incl VAT Individual Costs Incl VAT Optional Costs incl VAT AIJA general overhead EUR 5 000 (For Combined Seminars: EUR 8 000) 5 000 General costs JLC registration fee 30 Program design and printing 4 000 copies and mailing to members EUR 3 600 (for Combined Seminars: EUR 5 000) Program design and printing 1000 copies without mailing EUR 1 600 (For Combined Seminars EUR 2 800) 3 600 200 (VAT not included) for proof reading of the texts in the two languages for a 8 page brochure / 300 for 12 pages 250 Staff at event (only in case of joint seminars with other lawyers' associations) 0 Insurance Marketing 1 page flyer design 160 CLE accreditation 0 JLC miscellaneous 150 Accompanying person 5,00 JLC parcel mailing cost 80 JLC Online Form Credit card charges 20 Thursday Get together cocktail 20 Transport (try to avoid) Get together dinner with drinks (OPTIONAL) 50 Friday Conference package (fix cost include conference room with basic AV rental and catering: water during the day, 2 lunches and 3 coffee breaks for guaranteed number) 3 000 100 Additional AV equipment for two days 1 000 Working papers (CD, memor stick, photocopying) 0 translation 0 Coffee breaks AM and PM INCL INCL Lunch INCL INCL Lunch and coffee breaks waived for 3 speakers 300 Transport (try to avoid) Dinner with drinks 75 Dinner waived for 2 speakers 150 Saturday Conference package (see above under Friday) AV equipment (see above) INCL Coffee break (AM) (see above) INCL INCL Lunch (see above) INCL INCL Lunch and coffee break waived for 3 speakers (see above) INCL Dinner with drinks (OPTIONAL) 50,00 guest speakers' travel and accommodation costs (try to avoid) 0 Individual cost if less than minimum guaranteed participants: Subtotal 1 13 690 145 Individual cost if more than minimum guaranteed participate: Miscellaneous 10%1 369 245 Sponsoring -5 000 Total 10 058 5 575 Number of paying participants/break even 35 Total per person 447 105,00 reduced fees for the OC 3x1/2 fee 670,01 reduced fees for the OC per person 19,14 waived bureau member 447 fee for the Bureau per person 13 WAIVED SPEAKER * TO BE DELETED IF NO WAIVED SPEAKER 447 fees for the SPEAKER per person 13 Registration fees until [date] included after [date] calculatory members < 35 491 616 members 35 and older 541 616 non members <35 566 691 non members 616 691 accompanying persons 150 150 speakers 491 491

Annex 5 - Marketing plan Marketing Plan Action Action by Comments Minus 12-10 months Minus 10-8 months Minus 6 months Preliminary marketing plan Pre-announcement on websites of AIJA and Organisations sponsoring the event (organisations such as local bars, ABA, IBA, UIA etc) OC OC / AIJA Office Secure CLE credits in relevant jurisdictions OC / AIJA Office Presentation at the EC AIJA + preannouncement (photo copy) Article in E-zette Article in journals of organisations sponsoring the event Flyer Mailing of Programme to all members and contacts AIJA Promotion of the seminar programme at the AIJA events OC / AIJA Office OC / AIJA Office OC / AIJA Office AIJA Office OC / AIJA Office Some local bars ask money for this! First round of personal e-mails by National Representatives (focus should be on countries within a 3 hour travel range) First round of personal e-mails by Involved Commission Presidents NRs / AIJA Office Involved Commission presidents / AIJA Office Publication on Website of Law Firms of OC, Commission Presidents, NRs OC / AIJA Office Minus 4 months Minus 2 month Second round of personal e- mails by National Representatives (focus should be on countries a 3 hour travel range) Second round of personal e-mails by Involved Commission Presidents Reminder local bars and organisations that promised to help Advertisements in legal journals Personal letter president AIJA to its members NRs / AIJA Office Involved Commission presidents / AIJA Office OC / AIJA Office AIJA Office / Bureau President AIJA / AIJA Office European Lawyer, Local Journals, Local Bar Journals, International Law Office etc Third round of personal e-mails by National Representatives (focus should be on countries within a 3 hour travel range) Third round of personal e-mails by Involved Commission Presidents NRs / AIJA Office Involved Commission presidents / AIJA Office

Annex 6 - Confirmation Letter for Speakers Dear Speaker Thank you very much for your willingness to participate as speaker / panellist in the seminar that we are holding in [ ] on [ ] with the title [ ]. We are pleased to attach the PDF version of the seminar programme as well as the registration form and thank you in advance for your assistance in forwarding this information to interested colleagues and potential attendees. All the information regarding this event is also available on the AIJA website. We must also inform you that, for financial reasons, we cannot exempt our speakers from paying the registration fees to the seminar. As a speaker you will be entitled to the speakers' discount and thus your registration fee will be [ ] EUR (optional are not included). One day participation if presenting a speech on the same day is free of charge. We thank you in advance for completing the registration form and sending it back to us as soon as possible. If you participate only on the day of your speech, please indicate the date of the lunch or dinner you would like to attend. Unfortunately AIJA cannot take in charge your travel expenses, nor your accommodation. Please note that a limited number of rooms have been pre-booked, at a preferential rate at the Hotel XXX (5*), Hotel XXX (4*), Hotel XXX (3*). Reservations should be made through the hotels directly by using the hotel reservation form attached to the program or available online. Kindly note that room numbers are limited, we recommend that you proceed with your reservations as soon as possible. We would greatly appreciate it if you could send us a copy of your presentation and paper (max. 10 pages) in advance before.. The session chair will liaise with you on the relevant deadlines in order to prepare the binder / CD ROM/ online publication. Please also find enclosed the list of the speakers to this seminar, together with their contact details, should you wish to coordinate with them. In order to publish online your presentation, we would need you to complete and return the attach licence of copyright document. In the same document, you will find the biography form to be completed and returned as well (adegimbe@aija.org / or OC email) Please feel free to contact us for any further information. Kind regards, OC team

Annex 7 - Sample Licence of Copyright LICENCE OF COPYRIGHT The undersigned agrees to become a speaker / panelist for the AIJA seminar to be held in [ ] on [ ] with the title: [Title of the seminar ] The undersigned hereby grants to the Association Internationale des Jeunes Avocats (hereinafter : "AIJA") without any financial remuneration licence to the copyright in his/her contribution for the seminar. AIJA shall have non-exclusive right to print, produce, publish and distribute the contribution and/or a translation thereof throughout the world during the full term of copyright, including renewals and/or extension, and AIJA shall have the right to interfere with the content of the contribution prior to exercising the granted rights. The undersigned shall retain the right to republish his/her contribution. The undersigned guarantees that (i) he/she is the is the sole, owner of the copyrights to his/her contribution and that (ii) his/her contribution does not infringe any rights of any third party and (iii) AIJA by exercising rights granted herein will not infringe any rights of any third party and that (iv) his/her contribution has not been previously published elsewhere, or that if it has been published in whole or in part, any permission necessary to publish it has been obtained and provided to AIJA. Signed: Date: Name: Address: City: Country: Please return a copy by e-mail (pdf), fax or the original by regular mail as soon as possible and no later than [date ] to the following person: [name of the OC member in charge] [address] Telephone: [ ] Fax: [ ] E-mail: [ ]

Annex 8 - Sample Biography Form BIOGRAPHY FORM Name: Firrm/Organization: Tel : + / / Location E-mail address: Please complete the following fields (where applicable). Limit your responses 100 words Education: Memberships /Activities Articles /Publications: Other Practice Areas Professional Experience