CONFERENCE PREPARATION

General Research and Preparation

There are three equally important aspects of delegate preparation: structural, substantive, and
positional preparation. Structural preparation equips the delegates with basic tools, including
an understanding of the rules necessary to perform in committee. The substantive element
provides a groundwork of specific information on the topic areas. Finally, positional preparation
requires the students to adopt perspectives that are not their own. With this in mind, the
DIPLOMATHON Secretariat provides two tools to aid you: this Guide to Delegate Preparation &
Background Guides. Together, these will ensure you will be ready for the conference. Beyond
reading and understanding the material we have provided, the more practical experience you
can acquire through debate, resolution-writing, making presentations, and the like, the better
prepared you will be.
Structural Preparation
In order to perform in committee, delegates must have an understanding of the basic structural
elements. This Guide to Delegate Preparation covers most of that information. Herein, you may
find an overview of the Rules of Procedure, and the resolution writing process. Diplomathon
views the application of rules primarily as a means to the end of a smoothly functioning
committee, and secondarily as an indicator of delegate performance. Mock sessions in the
classroom or club and other practice can be very useful in learning these rules.
Substantive Preparation
The Background Guides are a result of extensive research and effort on the part of the Directors
and are the foundation of substantive preparation for each committee. We suggest that you
read them, discuss them, and read them again. If a delegate has not read and absorbed the
information in the Background Guide, he or she will not be able to contribute effectively to the
committee. An early start on the Background Guides will enable you to fully understand the
topics and begin to flesh out your own ideas. Remind yourself that you must act as
policymakers, analyzing and molding the information you have received into solutions and
resolutions. Discussions with other delegates will also help you develop your ideas. While the
Background Guide will provide most of your substantive preparation, independent research is
useful, rewarding and necessary for a successful conference. Research on the topic areas should
be carried out in conjunction with the exploration of country policies.
Guide to Delegate Preparation
Positional Preparation DIPLOMATHON requires delegates to adopt the position of a specific
country throughout the simulation. This is a key element of the “international” experience of
Diplomathon as it forces delegates to examine the perspectives, problems, and policies of
another country at a very fundamental level. It is also one of the most difficult aspects of
Diplomathon because students must confront inherent biases of their own national
perspectives and historical information.
 RULES OF PROCEDURE
1. Applicability: The below mentioned rules are applicable to all the committees being
simulated at Diplomathon conferences or any of its affiliated conferences unless specific
instructions have been provided for in the rules. Any deviation from the rules
mentioned requires written permission from the Secretary General of the organisation.
2. Language: English will be the official and working language of the conference
3. Representation: All councils shall have delegate’s representing one country having one
vote. Non-governmental Organizations & Special Observers shall be allowed to vote on
working papers, amendments and resolutions that pertain to them i.e. in an agenda
which is directly concerning them. On all other agendas they will be allowed to vote on
all issues except working papers, amendments and resolutions. In case of a dispute
Chairperson shall be final and binding.
4. Attire: Delegates and the Executive Board members are expected to wear Western
Formals.
5. Use of Electronic Equipment: The use of mobile phones, laptops, notepads and such
other electronic devices is not allowed during committee time.
POWERS OF THE ORGANISING COUNCIL & EXECUTIVE BOARD
1. Executive board: The decision of the chair on matters regarding debate is final and
binding on all delegates. Any deviation from the rules of procedure, which is final and
binding on the delegate needs written permission and consent from the Secretary
General of the conference. Also if a delegate is not behaving in a parliamentary fashion
he/she can be barred from council after being given three warnings. The Executive
board has the power to question any delegate and ask for justification about his/her
stand on a particular issue if they feel it is contrary to their country policy or could help
enlighten committee better. However, a decision of the Executive board can be
appealed against and so also the chair impeached.
2. Appeal: The delegates have an option to appeal to the chair, if dissatisfied with the
verdict of the chair or if they wish to question the chair about the way they are
conducting the committee. Example: After being recognized ‘Permission to appeal to
the chair’, on being given permission, the delegate can voice his/her grievance to the
chair within a minute’s time frame, after which the chair may or may not take into
consideration the delegate’s recommendation. A delegate if further dissatisfied with the
verdict of the Executive board can raise a plea to follow up. A maximum of two pleas will
be allowed which may or may not be recognised.
3. Impeachment: If the delegates in the committee are extremely dissatisfied with the way
the chair is conducting proceedings, a written request signed by at least 2/3rd’s of the
committee’s members can be submitted to the Director-General for the ouster of the
chair. The Director General will then relay the information to the Secretary General of
the Conference whose decision shall be final and binding.
4. Secretary-General: The Secretary-General has sweeping powers bestowed upon
him/her and his/her decision is final and binding and cannot be challenged in relation to
matters regarding debate.
 RULES REGARDING DEBATE
1. Quorum: The minimum number of members present in council should be at least 1/5th
of total committee strength.

2. Setting an Agenda: A committee shall decide for the agenda in the following manner:
a.The Chair will call for any points or motions on the floor, to which a delegate can rise to a
motion to set the agenda to a particular topic area.
b. The chair shall call for those who are against the motion. If there is any opposition then
there shall be 1 speech for and 1 against the topic area both to a maximum of one and a
half minute each.
c. This shall be followed by an informal vote by a show of placards, a 51% or more majority
is required for the motion to pass. If the motion fails then the second topic area
automatically is set for discussion and if there is no second agenda, then the council moves
into an Emergency Debate.
3. Speakers’ List: A speakers’ list is automatically opened and remains open throughout
the discussion of the topic area unless committee chooses to move into a moderated
caucus or unmoderated caucus. A speakers’ list is a place where a delegate expresses
his/her country’s stand on the topic area. The time limit is pre-set to one and a half
minute per delegate. At least 20 speakers or the committee size, whichever is low
should be exhausted, alphabetically, to move on with the debate.
4. Yields: At the end of a speech in the speakers list (yields cannot be exercised during
any other part of debate), a delegate has the following ways to yield which are
compulsory:
a. Yield to another delegate: This is only applicable if the delegate has more than 15
seconds of his/her time remaining. He/she can give his/her remaining time to another
delegate.
b. Yield to questions: The delegate can yield to questions, a maximum of two Questions
can be asked and maximum two follow ups per question can be entertained with the
permission of the chair. Executive Board Members have the option to ask questions to
the delegates.
c. Yield to comments: The chair recognizes two 30-second comments.
d. Yield to the Chair: Such a yield should be made if the delegate has finished speaking
and does not wish to yield to another delegate, to questions, and further does not wish
his or her speech to be subject to comments. The Chair will then move to the next
speaker. A yield to the Chair is in order, but not automatic, when a speaker’s time has
elapsed.
5. Moderated Caucus: The purpose of the moderated caucus is to facilitate substantive
debate at critical junctures in the discussion. A motion for a moderated caucus is in order at any
time when the floor is open, prior to closure of debate. The delegate making the motion must
briefly specify a topic, a speaking time, and an overall time limit, not to exceed twenty minutes,
for the caucus. Once raised, the motion will be voted on immediately, with a simple majority
required for passage. The Chair may rule the motion dilatory and his or her decision is not
subject to appeal. If the motion passes, the Chair will call on delegates to speak at his or her
discretion for the stipulated time. Only speeches will be counted against the overall time of the
caucus, and each speech will be counted as taking up the full duration of the speaking time. If no
delegates wish to speak, the moderated caucus will immediately conclude, even if time remains
in the caucus. The Chair may also decide, subject to appeal, to suspend the caucus early.

6. Points: During the course of debate, the following points are in order:
a. Point of Personal Privilege: This is the only point that can interrupt a speaker and is
used when a delegate cannot hear the speaker or is experiencing discomfort and wishes
to be excused from committee
b. Point of Parliamentary Inquiry: This cannot interrupt a speaker and is exercised when
a delegate wants to know anything about the procedure from the Executive Board.
c. Point of Order: This is to point out the procedural inconsistency or deviation from the
existing rules of procedure.
d. Point of Information: This is a point that helps to clarify any factual inaccuracy in a
delegate’s speech. If one finds that another delegate has misstated a particular fact
after the completion of the delegate’s speech, one may raise his/her placard and on
being recognized may ask for valid documentation supporting the delegate’s facts. This
point cannot however be used for questioning a change in the country’s policy. The
accepted sources of documentation for all committees, organs and special simulations
of the United Nations are: Reuters, Amnesty International and any other such credible
source approved by the executive board. For Indian/ Regional Bodies the accepted
source is dependent on the presiding officer/chair of the committee.
Order of Recognition of Points:
a. Point of Personal Privilege b. Point of Information c. Point of Order d. Point of
Parliamentary Inquiry

7. Unmoderated Caucus: An unmoderated caucus temporarily suspends formal debate and

allows members to discuss ideas informally in the committee room. A motion for an
unmoderated caucus is in order at any time when the floor is open, prior to closure of
debate. The delegate making the motion must briefly explain the purpose of the motion and
specify a time limit for the caucus, not to exceed twenty minutes. The motion will be put to
a vote immediately, and a simple majority is required for passage. The Chair may rule the
motion dilatory and his or her decision is not subject to appeal. The Chair may prematurely
end an unmoderated caucus if the Chair feels that the caucus has ceased to be productive,
and this decision is not subject to appeal.
8. Working Papers: Working papers are the first step towards a resolution. They are the
result of caucusing and coordinated writing efforts by the delegates. A working paper
provides the delegates with exactly what the name suggests—something to work on. It is
the first attempt to place the abstract ideas from debate and position papers into written
form. Working papers are concrete in that they are relatively formal, yet they are also
flexible because they are not bound by the format of resolutions. They are usually one page
proposals and help to focus discussion on certain aspects of the entire topic at hand (see the
sample working paper). Likewise, as the papers themselves are rough drafts, they can be
combined or altered to piece together a coherent resolution. This is key. In the working
paper stage, it is very important for the committee to gain as much consensus as possible.
During this interim step toward a resolution, some of the most valuable debate takes place.
If problems are dealt with during this phase, the resolution process will usually be much
smoother. The Chair has power over the working paper process; the paper must be
approved by the Chair (but requires no delegate signatures) before it can be copied and
handed out. Please note that there is no set format for working papers; the sample working
paper attached as an appendix at the end of this guide is just one example of a possible
working paper. If a working paper is passed it has to be incorporated in the
resolution. The voting on a working paper can be done in an informal way by a show
of placards.

9. Resolution: The solution to the entire agenda is called a resolution. A resolution

requires a minimum of 1 author and 3 signatories to be introduced to council. This
minimum requirement holds true for every council irrespective of the council size.
An author is one who formulates the resolution and cannot vote against the
resolution, whereas a signatory is a person who simply consents to having the
resolution being discussed in council and can exercise his/her vote in the way he/she
pleases. In case of multiple resolutions being brought to the Chair at the same time,
the one with more number of signatories shall be put to the committee first for
voting. A resolution before being introduced requires the prior approval and
signature of the chair. The voting on introduction of the resolution for debate can be
done in an informal manner however, the voting regarding the passing of the
resolution must be done through Formal voting procedure.
10. Amendments: All amendments need to be written and submitted to the executive
board. The format for this is authors, signatories and the clause with mentioning the
add, delete and replace. There are two forms of amendment, which can be raised by
raising a Motion for amendment and approval of the chair: Amendments that are
introduced by any other need not be voted upon by the council and is directly
incorporated in the resolution. You need a simple majority in order to introduce a
normal amendment.
11. Formal Voting : After debate is closed on any topic area or amendment, any
delegate may request a Formal Vote to pass a Resolution. The Chair’s decision whether
to accept the motion for a formal vote may not be appealed. Such a motion may be
made from the floor. Voting will be at the discretion of the Chair in all other
committees.
• In a formal vote, the Chair will call all countries noted by the dais to be in attendance
in alphabetical order starting with a randomly selected member.
• In the first sequence, delegates may vote “Yes,” “No,” “Abstain,” “Pass,” “Yes with
rights,” or “No with rights.”
• A delegate who passes during the first sequence of the formal must vote “Yes” or “No”
during the second sequence. The same delegate may not request the right of
explanation.
• A delegate may only request the right of explanation if his or her vote appears to
constitute a divergence from his or her country’s policy and if he or she votes “Yes with
rights” or “No with rights” in the first round of voting. After all delegates have voted,
delegates who stated their vote with rights will be granted 30 seconds each to explain
their votes.
• The Chair will then announce the outcome of the vote.
12. Challenge: This is when a delegate can challenge another delegate over a particular
issue for a specified period of time; this may be over a particular sub-topic or country
policy. This is one on one debate. A delegate may motion for in the following manner
‘Motion to challenge the delegate/delegation of ______ over _____ (topic area) for a
time duration of ____ (maximum 3 minutes).’
13. Question Answer Session: This is when many delegates need to ask questions to a
delegate. Any delegate may call for the same and committee can ask a maximum of up
to 10 questions to that delegate. In case of questioning the of those members involved
in the emergency, a maximum of 2 delegates are allowed to be on the dais to answer
questions posed by the committee. To call for the same, a delegate can motion thus:
‘Motion to move into a question answer session with the delegate of ___, total time
period ____ (maximum 10 minutes) , total number of questions ___ (maximum of 10
questions)’
 PRECEDENCE OF MOTIONS
Precedence: Motions will be considered in the following order of preference. If a point
or motion is on the floor, points or motions lower on this list are out of order.
1. Procedural Points
a. Points that may interrupt a speaker:
i. Points of Personal Privilege
b. Points in order only when the floor is open, i.e.
i. Points of Information
ii. Points of Order
iii. Points of Parliamentary Inquiry
2. Procedural motions:
a. Adjournment of the Meeting
b. Suspension of the Meeting
c. Unmoderated Caucus
d Moderated Caucus
e. Introduction of a draft resolution / working paper / amendment
f. Formal Voting
g. Question & Answer Session
h. Challenge