Practical Info

Constitutional Provisions

Introduction

This document details the constitutional provisions that govern PSI Regional Conferences including the calculation of delegation

Delegation Entitlements

Delegates

As per Article 6.7 of the PSI Constitution, unions are entitled to send a specific number of delegates to Congress, based on payment of affiliation fees. These entitlements also govern the union’s voting rights. The same rules apply for Regional Conferences. Voting and delegation rights will be based on average paid membership for the period 2020 – 2025 (six-year)

“Affiliates’ representation is based on the following schedule:

1 delegate up to 5,000 members
2 delegates from 5,001 to 10,000 averaged paid up members 
3 delegates from 10,001 to 20,000 averaged paid up members
4 delegates from 20,001 to 35,000 averaged paid up members
5 delegates from 35,001 to 50,000 averaged paid up members
6 delegates from 50,001 to 100,000 averaged paid up members

plus, one delegate for each additional 50,000 paid-up members and/or part thereof.

Gender Composition of delegations

As per Article 1.18, where there is more than one delegate, women shall comprise at least 50% of delegations, unless this is not feasible due to very significant over-representation of one gender within the affiliate’s membership.”

Observers

As per Annex 3 of the PSI Constitution: Congress rules/Standing Order, unions are entitled to send a specific number of observers to Congress, based on payment of affiliation fees. The same rules apply for APRECON.

“… Affiliated organisations may send observers on the basis of one per 100,000 paid-up members and/or part thereof. Each gender should be equally represented, where there is more than one observer, unless this is not feasible due to very significant over-representation of one gender within the affiliate’s membership…”

Guests
Any other union representatives will be considered as “guests”. “Guests” are those participants who have neither delegate nor observer status, either because their delegation entitlement has already been filled or because they represent a non-affiliated organisation.

Sponsorship

Due to financial constraints, PSI will offer only a limited number of sponsorships. The Regional Executive Committee may extend assistance to delegates from countries below the 100% index. This assistance is designed to enhance democracy and participation. The quota of the sponsorship will be determined by the APREC meeting on 2nd July 2025, and we encourage the National Coordinating Committee of the country to discuss and decide fairly and equally on the distribution of limited sponsorship given to this APRECON 2025. We encourage you to discuss and get advice from the respective sub-regional secretary. The decision of sponsorships should be prioritised on the basis of the following:

  • Affiliates must have fulfilled their financial obligations to PSI, up to and including 2025. 
  • Affiliates who have paid regularly, entirely and in due time during the last six years (2020 to 2025 inclusive);
  • Affiliates who respect the principle of gender equity and PSI’s target of at least 50% women delegates - and affiliates who include young members (35 years old and below) - in their delegation, and affiliates who include delegates who identify as LGBTQI+ or Indigenous Peoples may be prioritized.

The final decision by the APREC regarding sponsorships will be made by 2nd July 2025. Individual applicants and his/her union will be informed by their respective by the secretariat by 7th July 2025.

Sponsorship for APRECON 2025 covers economy-class return ticket and accommodation only. Applicants for sponsorship should be prepared to cover other meal and incidental expenses themselves.

Insurance: PSI does not take out any travel/health insurance for participants. All Conference participants should ensure that they have the necessary personal travel and health insurance before leaving home.

Payment of Affiliation Fees

As per Article 4 of the PSI Constitution, affiliates with arrears will lose their entitlements and access to financial support:

“Affiliated organisations, which at the 1st July of the payment year have not paid their fees and have not submitted applications for exemption, reduction, or deferral shall be declared to be in arrears for that year and will lose their PSI rights and entitlements, as per Annex 1, and will be so informed. These shall include:

  • participation in any PSI constitutional body, event, activity or programme with full entitlements;
  • sponsorship to any PSI event, activity or programme (only for countries below the 100% index).

Information

Voting at Conference

Voting will take place according to the PSI Constitution (Annex 3: Congress Rules/Standing orders). The head of delegation will receive ballot forms for “card” votes and all delegates will receive voting cards for “show of hands” votes.

The PSI Constitution provides for voting by proxy. Unions that are unable to attend the Conference should nominate another participating union from the same sub-region constituency to cast the proxy vote and inform PSI in writing by 12th August 2025.

“… Any affiliated organisation unable to be represented at Congress may authorise the delegate of another organisation from the same sub-region to represent it. Such authorisation shall be valid on condition that the General Secretary of PSI is informed of it in writing no later than four weeks before by the organisation giving authority. No organisation may exercise the proxy votes of more than three other organisations…”

Motions/Resolutions

Affiliates who wish to propose motions or resolutions may send a draft to the Secretary: psi.asia@world-psi.org by 8th June 2025.

Emergency resolutions may be submitted only if the situation warrants such an action. The Standing Orders Committee of the Conference will decide if these resolutions can be accepted

Appointment of Standing Orders Committee, Credential Committee, Election Officers and Tellers

Members for the above committees and election officers will be nominated by APREC and information will be circulated later.