The Ecsite Annual General Meeting will be taking place on Friday 3 June 2022, 15:45 – 17:00, in Heilbronn, Germany. All Ecsite members are welcome to attend but only Full members have voting rights.

Agenda and documents

Full members will be receiving an invitation and the Agenda by email. Download the AGM booklet, using the password provided in your invitation.

This year, you will be electing four Board Trustees; I invite you to take a look at the candidacies in the AGM booklet. As each year, you will also be approving the activity report for 2021, accounts of 2021, budget for 2022 and the membership fees for 2023. All AGM-related documents are put together in a downloadable booklet – see instructions at the end of this letter.

Voting rights

Please remember that only Full members that have paid their 2022 membership fees have the right to vote. If your institution cannot be present at the Annual General Assembly, you can give a proxy to another Full member who will then be able to vote on your behalf.

The registration form offers a simple way to give a signed proxy to another Full member and officially inform Ecsite your institution will be represented at the AGM, and by which institution.

Voting system

Voting will take place on the Cloud of Nemo Vote https://ecsite-agm-2022.nemovote.com

If you have registered by 24 May, you will receive your username and password to access the voting platform on Monday 30 May. Keep it accessible. Don’t worry, we’ll do a test vote during the AGM.

If you have not registered by 24 May, you are of course still entitled to attend the AGM and to vote, but it will make things more difficult for us to upload your information on the voting system and send your credentials to access the password in time for the AGM. This is why we kindly ask you to register by 24 May.

Please bring along with you an electronic device such as a smartphone, a tablet or a computer with internet access via a WIFI connection and sufficient energy autonomy for the duration of the meeting. Note that if you hold a proxy from another organisation you’ll be allowed to vote for the other organisation with your personal credentials and your own device.

The vote will be anonymous, and results of the votes will be communicated during the AGM.

Venue

The Ecsite Camp at Theresienwiese

AUDITORIUM

Theresienstraße 74072 Heilbronn, Germany

As requested by a number of Full members, the AGM will be kept focused on the essentials. Coffee will be served; please make sure to be on time to reach the quorum necessary to open the meeting, and out of respect for the other members.