All the delegates of IndonesiaMUN 2013 are subject to comply to this Conference Policy. Any violation towards what is written in this policy can cause the delegate to be sent out of the conference, or even expelled from the venue.
The Secretary-General, the Director-General, the USGs of IndonesiaMUN 2013 are the only staff members with the rights to grant exceptions to any conference policies or other general IndonesiaMUN technicalities in the practice. IndonesiaMUN is not responsible by any loss caused by the delegates not paying attention and not complying to the conference policies and IndonesiaMUN Conference Rules of Procedures.
All information regarding fees, conference deadlines, conference code of conduct, logistical arrangements, as well as ethics in the venue are provided below. Please pay attention to this conference policy so you will not get any loss. Please read the policies and comply sincerely in order to achieve a productive, effective, efficient, well-run, and fun IndonesiaMUN Conference.
A conference fee of US$50 (for international delegates) or IDR450.000,00 (for national delegates) is due within 1 month after the notification of your acceptance in IMUN. The delegates must pay the conference fees and send the payment receipt to firstname.lastname@example.org by maximum 28th of June 2013 23:59 GMT+7.
Second-Batch Registration (If open):
A second-batch registration phase will be opened July 10th 2013 if we still have some place left for the delegates. During this phase, conference fee of US$60 (for international delegates) or Rp 500.000,00 (for national delegates) is due within 1 month after the notification of your acceptance in IMUN. The delegates must pay the conference fees and send the payment receipt to email@example.com by maximum August 30th 2013 23:59 GMT+7
Please notice that the conference fee is non-refundable.
Delegates are to transfer the conference fee to:
Bank CIMB Niaga Branch FISIP UI Depok
Account number: 305-01-0209-7185
for Debora Widawati
After you received your announcement of acceptance, you are required to complete your payment by maximum one (1) month after you receive the announcement of your acceptance. For those who apply after June 1st the payment maximum time would be June 28th. Please bear in mind that if you haven’t pay after 1 month you have to re-apply.
The same cycle will be applied for the second-batch registration process; delegates are to complete their payment by maximum in one month after they accept their notification of acceptance. For those who applied after 27th August (thus accept their notification of acceptance around 31 August after) will be required to pay by maximum September 30th, which is the deadline of the second-batch payment itself.
Delegates also need to scan and send the payment receipt to: firstname.lastname@example.org no later than 28th June 2013 (first-batch registration) or 30th September 2013 (second-batch registration).
Committee allocation will be determined by maximum four days since accepted delegates confirmed their payment. Bear in mind that you may not always get your 1st preference for committee allocation. However, we will try our best to put your interest at hand. If you do not get a committee after four days, you will automatically be put in the waiting list, and there will be a notification email for that. Due to Ramadan, we will give those who apply for our 2nd Batch Registration their committee allocation by August 12. We will be back to the four days max system after that.
All decisions of the IMUN secretariat with regards to committee allocation are final and are not subject to change.
Please bear in mind that committee allocation is to be secured first by an immidiate payment.
Country Assignments for the 1st phase will take place at 1st of July 2013 and at 4th of October 2013 for the second-batch registration phase. Bear in mind that the country allocation will be given ONLY to delegates who have finished with their payment confirmation before the deadline of the payment.
The registration fee will not be refunded if the delegates did not get the country he/she put on the list of three committee preferences. All decisions of the IMUN Secretariat with regard to country assignments are final.
Delegations should pay close attention to the minimum and maximum number of delegates for each of them. Delegation will not be assigned any countries if the number of delegates registered are less than or exceed the number of delegates as regulated in the application mechanism. The Secretariat will do everything possible to assign delegations to countries that have a maximum participation that is the same as their delegation size. However, in cases where the country that matches most with application assessment and preference of the delegation is a country with minimum representations, a delegation can represent more than one country at once. All decisions of the IMUN Secretariat with regard to country assignments are final. The registration fee will not be refunded if the delegates did not get the country he/she put on the list of the committee/country preferences.
Delegation are required to assign at least one delegate to all assigned single delegate committees, and have to assigned double delegate for ARF. This is crucially important to ensure that all country perspectives are represented in each committee and that the country representation in each committee is complete. Violation to this rule will result in the delegation’s loss of its right to join IMUN. This means that even if they attend the committee sessions, their voice will not be regarded, and they are expelled from their right to win an award. So make sure that delegations are to pay attention to this rule.
Delegates that attend the NGO Program are high school delegates who pass the selection. Bear in mind that we have only 32 seats for the high school delegates and that is already a double delegation for our 16 assigned NGOs. We did not open for more participants to maintain the quality of the participants we selected.
Study Guide Distribution
Study guides will be distributed 2 months prior to conference, that is 5th of September 2013 and an updated study guide will follow two weeks before the conference. The delegates may not request to receive the study guide earlier than the assigned dates.
Positon Paper Deadline
Deadline of the position paper will be 22nd October 2013, 23:59 GMT+7. We still accept submission of position papers above the specified time. However, bear in mind that they are no longer entitled for the right to compete for the best position paper awards, and the delegates with late position papers are not going to be considered in the overall decision for the honorable mention, outstanding delegate and best delegate title. Thus, you are highly encouraged to submit your postion paper on time, so you will still have your rights for the award.
D-Day Registration Process
Please do not be late for the registration process. Delegates cannot register other than during the specified time as seen in the conference schedule. If the delegates do not register during the specified time, they are going to be expelled from the rights to attend the conferences. Exceptions can only be made by the Secretary General, Director General, and the USG-Organization.
Committee Sessions Policy
It is important that the delegates respect the courtesy as written in the Rules of Procedures during the committee session. If a delegate does not respect the courtesy of the sessions, the delegate can be expelled from the whole conference and from their right to win an award. For delegation, if a delegate is dismissed from the conference, their delegation is automatically also dismissed. The delegation in which the delegate/s that has performed serious infractions belongs would also be disqualified from conference awards. Bear in mind that the dismissal is without refund. That is why it is important for you to maintain your courtesy and respect the whole process of the conference.
Delegates are expected to be in their respective committee rooms on time during committee sessions. Delegates may not be late to the committee sessions, as it is a part of respecting the courtesy. Only if the Board of Dais modify the beginning time of each session that the delegates may come in time other that the time specified in the conference schedule. Or , if the delegates accept special exception from the Board of Dais, for example because of the delegate’s health problem or due to a certain dynamic in the committee sessions. The delegates may not leave the committee sessions in an extended period of time, unless there are personal force majeurs, such as health problem and urgent family matters. In this case, both their Director and their Head Delegate/Faculty Advisor must be informed ahead of time. Furthermore, all delegates are expected to abide by committee courtesy.
No eating and drinking during the committee sessions. Laptops and portable electronic devices are also not allowed.
IndonesiaMUN appreciate those delegates whose contribution and hard work during the conference exceeds the other. Based on their contribution through the moderated caucus, unmoderated caucus, and paperworks, the Board of Dais are going to determine three awards for each committees each for one delegate/delegation:
- Best Delegate : given to the first winner
- Most Outstanding delegate: given to the second winner
- Honorable Mention: given to the third winner
If most of the delegates who won the award belong to a delegation, the certain delegation will be awarded with Best Delegation award. And High School Delegates will have their own award separated from the rest of the varsity-level delegates.
Dress code during the committee sessions is formal. The delegates can be expelled from the committee sessions if the Board of Dais thinks that the delegates are not dressing properly.
Transportation During the Conference
The organizing committee does not provide transportation other than the ones accommodating the mobilization of our committee sessions and side events. Therefore, transportation from and to the delegate’s each accommodation venue is the responsibility of the delegates/delegations. Transportation provided by the committee are only to transfer the delegates during the conference and side events only, as seen in the list below:
- From the registration venue to the committee dinner venue
- From the opening ceremony venue to the conference venue
- From the conference venue to diplomatic dinner venue (for applying delegates)
- From the conference venue to the closing ceremony venue
- For the excursion (for applying delegates only)
The organizing committee is not responsible for any delay that is caused by the delegate’s personal problem with transportation. For that, please study our guide on how to get to the conference venue well.
IndonesiaMUN 2013 does not provide lodging for this year. Delegates are to be responsible with their own accommodation.
Please bring all your personal belongings and personal needs during the conference. The organizing committee is responsible for any delegates’ needs that is related to the delegate’s personal issue such as health, dietary, specific religious rituals, etcetera. Delegate is encouraged to prevent any personal health problem during conference by bringing their own medicine.
Delegate Relations Operational Time
We understand that the delegates may need guidance from the committee during the conference. That’s why, our delegate relations staff are there for you to contact. However, the delegate relations have a personal time of their own, and they need to do other behind-the-scene IMUN work. Therefore the delegate relations will answer your questions and help you out with your problems during the operational time of 07.00-21.00 GMT+7. Any question asked or any request for help beyond the operational time would be processed later during the operational time next day.
Health Problem During the Conference
The organizing committee will provide first aid kit during the conference. If a delegate happened to have a sudden struck of health problem during the conference time that needs an advanced handling, the organizing committee will transfer him/her to Student Health Center of Universitas Indonesia, or to the nearby hospital. However, the treatment fee would be delegate’s responsibility.
Delegate is encouraged to prevent any personal health problem during conference by bringing their own medicine.
Coverage of the Registration Fee
Bear in mind that your registration fee covers for:
- payment for the committee sessions venue
- conference kit
- meals (lunch and snack) during the conference day (6th-8th November 2013)
- your transportation during the conference and the side events
- meals, reservation, and service during the Committee Dinner
- reservation and service for the Opening Ceremony and Closing Ceremony
- meals, reservation, and service during the After Party
- logistical service (air conditioner, chair, microphones and beamers, printing service, etc) during your committee sessions,
for the sake of your convenience and productivity during the conference.
IndonesiaMUN tries so hard to cut the budget so that we could charge you less for more service. However, IDR 450.000- is our best shot, and we cannot lower the fee anymore than that. However, we understand that several delegates may need financial assistance mechanism. Therefore, this year, IndonesiaMUN offers an installment policy. IndonesiaMUN offers a mechanism of installment for those who are in need. This installment mechanism is open for individual delegates only, not delegations. Delegates who are in need of financial assistance are highly encouraged to apply.
The installment application can only be requested by the delegates who applied in the first batch of registration. In the other words, there is no installment mechanism provided for the second batch of registration. The deadline of the installment application submission is on June, 14th 2013 and the announcement related to the approval will be sent directly to the delegates’ personal email on June, 17th 2013. For those whose application is not being approved should accomplish the payment by a normal fee by latest June, 28th 2012
All the installment application and the letters required should be sent by email to: email@example.com. Please pay attention to the explanation of the installment policy in the website for this.
Rules and Ethics in the Venue
Rules and ethics in the Universitas Indonesia (UI) area:
1. Drugs and alcohol are not allowed
2. No smoking in any room
3. Sex, religion, race, inter-group degrading remarks are not allowed
4. Physical and verbal violence is not allowed
5. Public display of sexual activity is not allowed
6. No bullying (mental or physical)
7. Maintaining peaceful, stable, and orderly condition is compulsory
8. Maintaining the hygiene is compulsory
9. Any act of vandalism is not allowed
10. Any act of crime is deeply condemned and if found is going to be processed by the law enforcement soon
11. Dressing in disarray is not allowed, in the UI campus you should dress neatly and modestly
Please bear in mind that those restriction exist to accommodate the ethics of Indonesian society, that are to be respected by the delegates.
Rules and Ethics in the Crystal of Knowledge (UI Central Library):
1. Decently dressed, neat, and clean
2. Be polite, orderly, and not causing a fuss
3. Do not deface, tear, damage, and steal collections and facilities
4. Use all the existing facilities properly and appropriately
5. Delegate may not use the computers in the UI central library, only UI students allowed
6. No damaging the library system (instilling viruses, hackings, etc) as you’re going to be processed to the law enforcement
7. No activities that can disturb the peaceful condition
8. No activities offensive to any sex, religion, race, and any sociopolitical
9. No eating and drinking in the collection room
10. Ensuring the productive learning experience by not bothering and respecting the fellow users.
Please bear in mind that to the university, the libraries are a place to meet a variety of community groups, discuss, and learn together. The library is a representation of diversity, pluralism, and multiculturalism. Therefore, it is important that we respect other users and respect differences between users. The main principles of ethics in library are nurturing, mutual respect, and mutual respect on the basis of mutual interests. Any violation of this would cause you to be expelled from our conference venue and you could therefore not attend the conference
The Secretariat also reserves the right to immediately expel delegates from both the conference, campus premises and the hotel due to unlawful and/or unacceptable behavior
The Secretariat reserves the right to define any inappropriate behavior other than what has been described in the rules and ethics of our venue above. Behaviors that is particularly sensitive to issues involving displays of disrespect to other delegates, conference staff, campus staff and staffs of the area of our side events will immediately cause you a dismissal and an expulsion from conference or side events venue.
Please bear in mind that by registering to us you automatically accept this Conference Policy.
The Secretariat 2013.