Common use of Preparation and Organisation of Meetings Clause in Contracts

Preparation and Organisation of Meetings. The chairperson of a Consortium Body shall give notice in writing of a meeting to each Member of that Consortium Body as soon as possible and no later than the minimum number of days preceding the meeting as indicated below. Table 2 Preparation and organisation of meetings (minimum notice periods) Ordinary Meeting Extraordinary meeting Governing Board Notice 45 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days Executive Team Notice 30 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days Call Steering Committee Notice 30 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days The chairperson of a Consortium Body shall prepare and send each Member of that Consortium Body a written (original) agenda in accordance with the deadlines stated in table 2 preceding the meeting. In case where the quorum is not reached, and the chairperson of a Consortium Body has to convene another meeting (Section 6.2.3), they shall give notice in writing of the new meeting to each Member of that Consortium Body as soon as possible but no later than the minimum number of days preceding the meeting as indicated above. Any agenda item requiring a decision by the Members of a Consortium Body must be identified as such on the agenda. Any Member of a Consortium Body may add an item to the original agenda by written notification to all of the other Members of that Consortium Body up to 7 calendar days preceding the meeting (2 calendar days for extraordinary meetings). During a meeting the Members of a Consortium Body present or represented can unanimously agree to add a new item to the original agenda. Meetings of each Consortium Body may also be held by teleconference or other telecommunication means. Decisions will only be binding once the relevant part of the Minutes has been accepted according to Section 6.2.5.

Preparation and Organisation of Meetings. Convening meetings: The chairperson of a Consortium Body shall convene meetings of that Consortium Body. Ordinary meeting Plenary Group: Twice a year Executive Board: Two to three times a year. Extraordinary meeting Plenary Group: At any time upon written request of the Executive Board or 1/3 of the members of the Plenary Group Executive Board: At any time upon written request of any member of the Executive Board Notice of a meeting: The chairperson of a Consortium Body shall give notice in writing of a meeting to each Member member of that Consortium Body as soon as possible and no later than within the minimum number of days preceding the meeting. Ordinary meeting as indicated below. Table 2 Preparation and organisation of meetings (minimum notice periods) Ordinary Meeting Extraordinary meeting Governing Board Notice Plenary Group: 45 calendar days Agenda 14 Executive Board: 30 calendar days Notice Extraordinary meeting Plenary Group: 15 calendar days Agenda Executive Board: 7 calendar days Executive Team Notice 30 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days Call Steering Committee Notice 30 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days Sending the agenda: The chairperson of a Consortium Body shall prepare and send each Member member of that Consortium Body a written (original) agenda in accordance with the deadlines stated in table 2 preceding the meeting. In case where the quorum is not reached, and the chairperson of a Consortium Body has to convene another meeting (Section 6.2.3), they shall give notice in writing of the new meeting to each Member of that Consortium Body as soon as possible but no later than within the minimum number of days preceding the meeting as indicated abovemeeting. Plenary Group: 21 calendar days Executive Board: 7 calendar days Adding agenda items: Any agenda item requiring a decision by the Members members of a Consortium Body must be identified as such on the agenda. Any Member member of a Consortium Body may add an item to the original agenda by written notification to all of the other Members members of that Consortium Body up to 7 calendar within the minimum number of days preceding the meeting (meeting. Plenary Group: 14 calendar days Executive Board: 2 calendar days for extraordinary meetings). During a meeting the Members members of a Consortium Body present or represented can unanimously agree to add a new item to the original agenda. Any decision may also be taken without a meeting by circulating to all members of the Consortium Body a written document which is then signed by the defined majority (see Articles 3.3.13 and 3.4.13) of all members of the Consortium Body. Meetings of each Consortium Body may can also be held by teleconference or other telecommunication means. Decisions will may only be binding executed once the relevant part of the Minutes has been is accepted according to Section 6.2.5Articles 3.3.8 and 3.4.8.

Preparation and Organisation of Meetings. Convening meetings The chairperson of a Consortium Body shall convene meetings of that Consortium Body. Ordinary meeting Extraordinary meeting Steering Committee At least once a year At any time upon Coordinator or 1/3 Steering Committee written of the request Members of of the the Project Technical Committee At least 3 times year a At any time upon written request of the Steering Committee Clinical Reference Groups At least 3 times a year At any time upon written request of the Project Technical Committee Regional intervention teams At least 3 times a year At any time upon written request of the regional Project Coordinator Innovation and Exploitation Board At least once a year At any time upon written request of the Steering Committee Ethics Advisory Board On demand At a frequency and with a notice period to be determined by the Steering Comittee Advisory Board and the Social Awareness Board On demand At a frequency and with a notice period to be determined by the Steering Comittee Notice of a meeting The chairperson of a Consortium Body shall give notice in writing of a meeting to each Member of that Consortium Body as soon as possible and no later than the minimum number of days preceding the meeting as indicated below. Table 2 Preparation and organisation of meetings (minimum notice periods) Ordinary Meeting meeting Extraordinary meeting Governing Board Notice Steering Commitee 45 calendar days Agenda 15 calendar days Project Technical Committee 14 calendar days Notice 15 calendar days Agenda 7 calendar days Executive Team Notice 30 calendar days Agenda Clinical Reference Groups 14 calendar days Notice 15 calendar days Agenda 7 calendar days Call Steering Committee Notice 30 calendar days Agenda Regional intervention teams 14 calendar days Notice 15 calendar days Agenda 7 calendar days Innovation and Exploitation Board 14 calendar days 7 calendar days Ethics Advisory Board 14 calendar days 7 calendar days Advisory Board and the Social Awareness Board 14 calendar days 7 calendar days Sending the agenda The chairperson of a Consortium Body shall prepare and send each Member of that Consortium Body a written (original) agenda in accordance with the deadlines stated in table 2 preceding the meeting. In case where the quorum is not reached, and the chairperson of a Consortium Body has to convene another meeting (Section 6.2.3), they shall give notice in writing of the new meeting to each Member of that Consortium Body as soon as possible but no later than the minimum number of days preceding the meeting as indicated abovebelow. Steering Committee 21 calendar days, 10 calendar days for an extraordinary meeting Project Technical Committee 7 calendar days Clinical Reference Groups 7 calendar days Regional intervention teams Innovation and Exploitation Board 7 calendar days Ethics Advisory Board 7 calendar days Advisory Board and the Social Awareness Board 7 calendar days Adding agenda items: Any agenda item requiring a decision by the Members of a Consortium Body must be identified as such on the agenda. Any Member of a Consortium Body may add an item to the original agenda by written notification to all of the other Members of that Consortium Body up to 7 calendar the minimum number of days preceding the meeting (as indicated below. Steering Commitee 14 calendar days, 7 calendar days for an extraordinary meeting Project Technical Committee 2 calendar days for extraordinary meetings). Clinical Reference Groups 2 calendar days Regional intervention teams 2 calendar days Innovation and Exploitation Board 2 calendar days Ethics Advisory Board 2 calendar days Advisory Board and the Social Awareness Board 2 calendar days During a meeting the Members of a Consortium Body present or represented can unanimously agree to add a new item to the original agenda. Meetings of each Consortium Body may also be held by teleconference or other telecommunication means. Decisions will only be binding once the relevant part of the Minutes has been accepted according to Section 6.2.5.

Preparation and Organisation of Meetings. The chairperson of a Consortium Body shall give notice in writing of a meeting to each Member of that Consortium Body as soon as possible and no later than the minimum number of days preceding the meeting as indicated below. Table 2 Preparation and organisation of meetings (minimum notice periods) Ordinary Meeting meeting Extraordinary meeting Governing Board Notice General Assembly 45 calendar days Agenda 15 calendar days Executive Board 20 calendar days 15 calendar days Call Secretariat 14 calendar days Notice 15 calendar days Agenda 7 calendar days Executive Team Notice 30 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days Call Steering Committee Notice 30 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days The chairperson of a Consortium Body shall prepare and send each Member of that Consortium Body a written (original) agenda in accordance with the deadlines stated in table 2 no later than 14 days preceding the meetingmeeting (5 days for extraordinary meeting for the Call Secretariat). In case where the quorum is not reached, reached and the chairperson of a Consortium Body has to convene another meeting (Section 6.2.3), they he/she shall give notice in writing of the new meeting to each Member of that Consortium Body as soon as possible but no later than the minimum number of days preceding the meeting as indicated above. Any agenda item requiring a decision by the Members of a Consortium Body must be identified as such on the agenda. Any Member of a Consortium Body may add an item to the original agenda by written notification to all of the other Members of that Consortium Body up to 7 calendar days preceding the meeting (2 calendar days for extraordinary meetingsmeeting for the Call Secretariat). During a meeting the Members of a Consortium Body present or represented can unanimously agree to add a new item to the original agenda. Any decision may also be taken without a meeting if the Coordinator circulates to all Members of the Consortium Body a written document which is then agreed by the defined majority (see Section 6.2.3.) of all Members of the Consortium Body. Such document shall include the deadline for responses. Decisions taken without a meeting shall be considered as accepted if, within the period set out in article 6.2.4, no Member has sent an objection in writing to the chairperson. They will be binding after the chairperson sends to all Members of the Consortium Body and to the Coordinator a written notification of this acceptance. The agreement may also take the form of an electronic vote. The Coordinator shall immediately inform the Members of the Consortium Body of the outcome of a written procedure. Meetings of each Consortium Body may also be held by teleconference or other telecommunication means. Decisions will only be binding once the relevant part of the Minutes has been accepted according to Section 6.2.5.

Preparation and Organisation of Meetings. The chairperson of a Consortium Body shall convene meetings of that Consortium Body. Ordinary meeting Extraordinary meeting General Assembly Every 12 month At any time upon written request of the Executive Board or 2/5 of the Members of the General Assembly. Management Committee Every 6 month in person At any time upon written request of any member of the Management Committee. Every 3 month via teleconference The Scientific Advisory Board joins the General Assembly meetings. Notice of a meeting: The chairperson of a Consortium Body shall give notice in writing of a meeting to each Member member of that Consortium Body as soon as possible and no later than within the minimum number of days preceding the meeting. Ordinary meeting as indicated below. Table 2 Preparation and organisation of meetings (minimum notice periods) Ordinary Meeting Extraordinary meeting Governing Board Notice General Assembly 45 calendar days Agenda 15 calendar days Management Committee 14 calendar days Notice 15 calendar days Agenda 7 calendar days Executive Team Notice 30 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days Call Steering Committee Notice 30 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days The Scientific Advisory Board is notified according to the members of the General Assembly. Sending the agenda: The chairperson of a Consortium Body shall prepare and send each Member member of that Consortium Body a written (original) agenda in accordance with the deadlines stated in table 2 preceding the meeting. In case where the quorum is not reached, and the chairperson of a Consortium Body has to convene another meeting (Section 6.2.3), they shall give notice in writing of the new meeting to each Member of that Consortium Body as soon as possible but no later than within the minimum number of days preceding the meeting. General Assembly 21 calendar days, 10 calendar days for an extraordinary meeting as indicated aboveManagement Committee 7 calendar days The Scientific Advisory Board is notified about the agenda according to the members of the General Assembly. Adding agenda items: Any agenda item requiring a decision by the Members members of a Consortium Body must be identified as such on the agenda. Any Member member of a Consortium Body may add an item to the original agenda by written notification to all of the other Members members of that Consortium Body up to within the minimum number of days preceding the meeting. General Assembly 14 calendar days, 7 calendar days preceding the for an extraordinary meeting (Management committee 2 calendar working days for extraordinary meetings). During a meeting the Members members of a Consortium Body present or represented can unanimously agree to add a new item to the original agenda. Any decision may also be taken without a meeting by circulating to all members of the Consortium Body a written document which is then signed by the defined majority (see Article 6.2.3.) of all members of the Consortium Body. Meetings of each Consortium Body may can also be held by teleconference or other telecommunication means. Decisions will may only be binding executed once the relevant part of the Minutes has been is accepted according to Section Article 6.2.5.