Governance

Constitution

Article 1: Name and Seat

a) The name of the association shall be the “European Academy of Allergy and Clinical Immunology”, hereinafter referred to as the “Association” or the “Academy” or “EAACI”.
b) The Academy is an association (Verein) pursuant to Articles 60 and following of the Swiss Civil Code (hereinafter referred to as SCC).
c) The official headquarter (seat) of the Academy is in Zurich, Switzerland. The address of the office of the Academy will be determined by a resolution of the Executive Committee of the Academy.
d) The Academy is an international organisation of individual persons and organisations, constituted as an association. The Association has no commercial aims and is non- profit.
e) The Academy may be moved elsewhere in Switzerland or Europe, as determined by the General Assembly.
f) The re-incorporated Academy has taken over all assets and liabilities of its predecessor organization.

Article 2: Vision and Mission

The Vision of the Academy is to lead the way towards better understanding, improved management and eventual cure of allergies, asthma and immunological diseases.

The Academy is a nonprofit-organisation with a Mission to:

  • promote basic and clinical research;
  • collect, assess and disseminate scientific information;
  • act a scientific reference body for other scientific, health and political organisations and an advocate towards political organisation and the general public;
  • encourage and provide training, continuous education, and professional development;
  • collaborate with patients and lay organisations in the area of allergy and clinical immunology

 

Article 3: EAACI Activities

EAACI may pursue all activities that directly or indirectly promote the purpose of the Academy. Moreover, it may manage real estate, use and sell services, licenses, patents and other intellectual property.

EAACI may also establish legal entities, branches and representative offices in and outside Switzerland.

All EAACI activities adhere to the general principles of transparency and fairness.

Article 4: Official language

English shall be the official language of EAACI. The Constitution, bylaws, minutes, announcements, decisions and any other communication shall be published in English.

Article 5: EAACI Membership

Article 5A. CATEGORIES

The membership of EAACI has two main categories, the members with and without voting rights.

Members with Voting Rights
EAACI has the following members with voting rights (in good standing – paid fees, with full legal rights, not suspended due to an official investigation conducted by EAACI bodies or by competent authorities):

  • Individual Regular Members: Individuals who are scientifically or clinically interested in allergy and/or clinical immunology qualify as Regular Individual EAACI Members.
  • EAACI membership in association with a National Society: following a mutual agreement between EAACI and the National Society where the National Society’s members in good standing can apply for EAACI membership at a reduced fee.
  • Junior Members defined by age (see bylaws) who are scientifically or clinically interested in allergy and/or clinical immunology qualify as Junior Members.
  • Honorary Members: Individuals who distinguished themselves in the field of allergy and clinical immunology or contributed substantially to the activities of EAACI, Past-Presidents and Award winners. They are appointed by the General Assembly following nomination by the Executive Committee.

Members without Voting Rights
National Societies of Allergy and Clinical Immunology, or other organisations interested in allergy and/or clinical immunology may qualify as members without voting rights.

Members of Societies without voting rights are not “ipso facto” individual members of EAACI but can become EAACI individual members with voting rights following the mutual agreement with the National Societies.

Article 5B: APPLICATION FOR MEMBERSHIP

a) regular
b) members according to the agreement with National Societies
c) Junior Members

A formal application shall be sent to EAACI. Membership is granted by the Executive Committee by an absolute majority vote.

Honorary Members will be nominated according to Article 5A of this Constitution.

Member Societies
A formal application shall be sent to EAACI. Eligibility is checked by the Secretary General and if all criteria are met membership is granted by the Executive Committee by an absolute majority vote.

Article 5C. TERM AND FEES

Membership term starts with the approval of the membership by the corresponding body and remains valid until the end of a calendar year.

Members shall pay annual fees. The amount of a membership fee shall be determined for each membership category by the Executive Committee. The Executive Committee can, for special reasons, exempt members for paying membership fees or grant discounts.

Annual membership fees shall be paid in advance at the beginning of each calendar year according to the applicable regulations and procedures.

The first annual membership fee shall be paid immediately after the membership is granted.
Members who fail to pay dues for 3 consecutive years without good reason shall be excluded from the membership.

Membership can be reinstated after payment of past dues. Past dues are to be paid up to a maximum of 5 years backwards.

Articel 5D. TERMINATION OF MEMBERSHIP

Membership expires upon termination notice by a member, the exclusion of a member by EAACI or by death. Upon termination, exclusion or death, the respective member immediately loses all rights in EAACI.

Notices of termination shall be submitted to EAACI. Membership fees remain due and payable for the year in which the member terminated his/her membership.

A member shall be excluded:

  • If he/she has not paid due membership fees for 3 consecutive years in spite of three reminders and the Executive Committee has passed a respective resolution; or
  • If he/she does not comply with the rules stipulated by the EAACI Constitution and bylaws and other legal regulations outside of EAACI and the Executive Committee has passed a respective resolution.

The Executive Committee and the General Assembly may decide to exclude a member for other important reasons as well.

 

Article 6: EAACI BODIES with decision power

EAACI has the following bodies with decision power:

  • General Assembly
  • Executive Committee
  • Board of Officers
  • External Auditor

Article 7: General Assembly

Article 7A. Composition and Voting Rights

The General Assembly shall be composed of all members of EAACI, whether they have voting rights or not. Every member is entitled to receive an invitation to the General Assembly and to participate and speak in the General Assembly.

Only members with voting rights shall be entitled to vote and have each one single vote.

Article 7B. Competencies

The General Assembly is the supreme governing body of EAACI and shall have the following non-transferable competencies:

1. To adopt and change this Constitution;
2. To approve the members of the Executive Committee, except for the Past President;
3. To approve the report on activities and finances of EAACI;
4. To approve the budget of EAACI proposed by the Executive Committee;
5. To approve the Auditor;
6. To vote upon any item following a resolution of the Executive Committee, according to law, this Constitution or any other regulation;
7. To dissolve EAACI.

Article 7C. Ordinary and Extraordinary General Assembly

The Ordinary General Assembly shall take place annually during EAACI’s annual congresses upon call by the Secretary-General on behalf of the Executive Committee.

It shall not take place later than 15 months after the last Ordinary General Assembly.
An Extraordinary General Assembly shall be convened by the Executive Committee upon request by:
• 2/3 majority of the members of Executive Committee; or
• 1/5 of the members in good standing of EAACI (as defined elsewhere)

Article 7D: Convocation, Chair and Secretary, Agenda and Minutes

The General Assembly shall be convened by written invitation by the Secretary-General on behalf of the Executive Committee using mail, email, telefax or every other appropriate means of communication. The invitation shall inform about the date, time, location and agenda items.

For both the Ordinary and the Extraordinary General Assembly the invitation shall be sent 30 calendar days before the date of the General Assembly.

The President and the Secretary-General shall act as Chairman and Secretary of the General Assembly, respectively.

In the absence of the President and/or the Secretary-General they will be substituted by another Officer of EAACI appointed by the Board of Officers.

The Chairman provides the agenda for the General Assembly and shall appoint the vote counters for the duration of the General Assembly.

The Secretary of the General Assembly shall take the minutes of the General Assembly.

Article 7E: Resolutions

The General Assembly may only pass resolutions upon items that have been duly put on the agenda.

The General Assembly passes its resolutions by absolute majority of the present members. For some decisions another quorum, including a participation quorum, may be defined as proposed by the Executive Committee and approved by the General Assembly.

Every resolution included in the agenda of an Ordinary or Extraordinary General Assembly may also be taken after the General Assembly by a vote in writing (postal or electronic vote).

A resolution will be taken by the members either in person or remotely (postal or electronic). A combination of some members voting in person and others remotely is not accepted.

The resolutions passed by the General Assembly shall be published on EAACI’s website in the member section.

Article 8 : Executive Committee

Article 8A: Competencies

The Executive Committee is the executive governing body of EAACI. It is competent to resolve upon all issues of EAACI that are not expressly reserved to the General Assembly or another functional body by law, this Constitution or the bylaws.

The Executive Committee determines and grants the signatory powers for EAACI which shall be collective signing powers by three, with one being the President.

In the absence of the President, the Secretary General will act as deputy for collective signing powers by three.

Article 8B: Composition

The Executive Committee shall consist of

1. The President
2. The Secretary-General
3. The Treasurer
4. Vice-President Congresses
5. Vice-President Education & Specialty
6. Vice-President Communications
7. Vice-President Science
8. Past-President
9. Six Members at Large
10. Chairpersons of EAACI Sections
11. Chair of Junior Members Assembly
12. Two representatives of Interest and Working Groups

Article 8C: Election, Term of office and Re-election

The election process of the members of the Executive Committee is as follows:
1. The Executive Committee shall prepare by an absolute majority vote a slate of nominations, taking into account geographic and professional affiliations, previous experiences in EAACI, results of the elections in the Sections, Interest and Working Groups and Junior Members Assembly and shall present this to the General Assembly for approval. In the event that a slate of nominations is not approved, the Executive Committee shall propose an alternative slate for approval either at an Extraordinary General Assembly or by a secure ballot. In this event, an electronic or a postal ballot may be used, at the discretion of the Executive Committee.

2. The President shall be elected by the Executive Committee by an absolute majority vote among the six eligible officers (the four Vice-Presidents, the Secretary-General and the Treasurer). The nomination requires the approval of the General Assembly one year before taking up the term as President. Once nominated and approved, the President- Elect shall continue to serve in its existing capacity in the Executive Committee until his/her term of office starts.

3. Members at Large: Any individual member or Member Society can propose a candidate for a Member at Large position. Proposals must be sent in writing or by e-mail to the Secretary-General at least one month before the relevant Executive Committee meeting. The Executive Committee will elect them by a absolute majority vote and will submit the nominations to the General Assembly for approval.

4. The President will become automatically Past-President in the following term of office.

5. The Chairpersons of the EAACI Sections and the Chair of the Junior Members Assembly will be elected by the respective Section or Assembly and approved by the General Assembly; they will be given a seat in the Executive Committee after approval by the General Assembly.

6. The Representatives of the Interest and Working Groups will be elected by the Executive Committee by an absolute majority vote and approved by the General Assembly. Submission of candidacies must be sent in writing or by e-mail to the Secretary General at least one month before the relevant Executive Committee meeting. Any board member of an Interest and Working Group is eligible.

The term of office shall start after the Ordinary General Assembly or as the case may be after an Extraordinary General Assembly and will finish at the Ordinary General Assembly in 2 years. No person may serve in the Executive Committee for a total of more than four consecutive terms and seven terms life-long unless they are elected as President.

The mandate will end in case of end of the term of the mandate, dismissal, resignation, civil incapacity, temporary custody or death. Dismissal follows a majority vote of two thirds of the Executive Committee members.

Vacancies on the Executive Committee due to resignation, termination, dismissal, death or other causes shall be filled temporary for the period until the next Ordinary General Assembly. Appointment is by absolute majority of the remaining members of the Executive Committee.

The President and Past-President are not re-eligible for the same post and for any other post in the Executive Committee.

Members at Large may be re-elected once to the same post. The Interest and Working Groups representatives and Section Chairs cannot be re-elected to the same post.

Article 8D: Remuneration

The post of a member of the Executive Committee is an honorary one and no remuneration shall be paid to any member. Each member of the Executive Committee is entitled to reimbursement of costs as described in the bylaws.

Article 8E: Convocation, Chair and Minutes

Meetings of the Executive Committee shall be convened by the President as often as the business requires, but at least twice a year.

The notice of any regular meetings of the Executive Committee shall be dispatched in writing by mail, fax or email or any other communication form not less than 10 days prior to the date of the meeting.

In case of urgent matters an immediate Executive Committee meeting can be called upon by the President.

The convocation shall specify the form (either in person or remote), place, date and time of the meeting as well as the agenda.

Meetings may also be held by web, video or telephone conference.

The President and the Secretary-General shall act as Chairman and Secretary in the Executive Committee meetings. In the absence of the President, the Secretary-General shall act as Chairman and another member of the Board of Officers appointed by absolute majority of the present members of the Executive Committee will act as Secretary. In the absence of the Secretary-General, the members of the Executive Committee shall appoint a deputy among the Board of Officers by absolute majority.

If the President and the Secretary-General are both absent, the members of the Executive Committee shall appoint a Chairman and a Secretary among the members of the Board of Officers by absolute majority.

The minutes of the meeting shall be signed by the Chairman and the Secretary and approved by the Executive Committee with an absolute majority.

Article 8F: Passing of Resolutions and Quorum

The presence of 50% plus one of the Members of the Executive Committee is required for decisions of the Executive Committee (attendance quorum).

The Executive Committee passes its resolutions and elections by absolute majority of the present votes, unless stated otherwise by mandatory law, this Constitution or the bylaws.

An electronic or a postal ballot may be used, at the discretion of the Executive Committee.

A resolution will be taken by the members either in person or remotely (postal or electronic). A combination of some members voting in person and others remotely is not accepted.

Article 8G: Bylaws and Delegation of Powers

The Executive Committee shall enact detailed bylaws dealing with relevant activities of EAACI such as the composition and functions of subsidiary bodies such as Committees, Sections, Interest Groups, Working Groups and Task Forces which support the Executive Committee in its business, meeting organisations, editorial activities, etc.

The Executive Committee may enact bylaws or regulations by which certain competencies vested in the Executive Committee, the Board of Officers or an Officer of EAACI are delegated to individuals who do not have to be members of EAACI.

The Executive Committee may enact bylaws or regulations by which certain powers vested in the Executive Committee are delegated to the Board of Officers.

Article 9 : Board of Officers

The President, the Secretary-General, the Treasurer, the Vice-Presidents and the Past-President constitute the Board of Officers aimed at conducting the day-to-day business of the Academy and all business delegated to the Board of Officers by the Executive Committee as described in the bylaws.

EAACI President
The President represents the Academy in all activities and at all meetings.

  • • Leads the development of the mission statement and strategic programme.
  • Drives ownership and performance of EAACI’s culture and underlying values of trust, loyalty and mutual respect
  • Chairs the meetings of the General Assembly, the Executive Committee and the Board of Officers.
  • Is responsible for the convocation of the Executive Committee and Board of Officers meetings as well as of the General Assembly in cooperation with the Secretary-General.
  • Provides the agenda for the General Assembly and the Executive Committee meetings.
  • Calls for votes, either in person or per email.
  • Provides a yearly report to the General Assembly on EAACI’s main activities.
  • Is empowered as EAACI representative in the Swiss Commercial Registry.

Secretary-General
The Secretary-General is responsible for the tasks assigned to him/her by the Executive Committee but in any case for the following:

  • Notifying all members of the date, place and agenda of the General Assembly.
  • Notifying the members of the Executive Committee and Board of Officers of the date and place of all meetings.
  • Making a yearly report to the General Assembly and periodic report to the Executive Committee of all relevant activities of EAACI.
  • Responsible for keeping a register over all members and overseeing membership issues.
  • Oversee cooperation with NAS and sister societies
  • Keeping records of the Executive Committee, Board of Officers and General Assembly meetings.
  • Act as deputy chair of the General Assembly and the Executive Committee and Board of Officers in the absence of the President.
  • Oversees the delivery of the election process.
  • Delivers Constitution and bylaw revisions as required by law.
  • Oversees coordination among Executive Committee members, Sections, Interest and Working Groups.
  • Reports regularly to the Executive Committee and the Board of Officers and once per year to the General Assembly on EAACI’s relevant activities.
  • Is empowered as EAACI representative in the Swiss Commercial Registry.

Treasurer
The Treasurer is responsible for the tasks assigned to him/her by the Executive Committee but in any case for the following:

  • Oversees EAACI’s budgets, income and expenses.
  • Supervises the yearly budget submission process and reviews the final budget proposal for Board of Officer’s and Executive Committee’s approval.
  • Coordinates all sponsors relations.
  • Presents a yearly balance certified by professional auditors and makes a report to the General Assembly and presents regularly to the Executive Committee and the Board of Officers the financial status of EAACI.
  • Supervises and approves current expenses together with the President or his deputy.
  • Ensures clarity of procedures and compliance to manage financial risks in the organisation.
  • Is empowered as EAACI representative in the Swiss Commercial Registry.

Vice-Presidents
The Vice-President Congresses is especially responsible for the creation, planning and implementation of the annual congresses and other EAACI meetings.

The Vice-President Education & Specialty is especially responsible for overseeing the educational and specialty activities of EAACI.

The Vice-President Communications is especially responsible for the creation and the implementation of the Academy communication and marketing strategy.

The Vice-President Science coordinates all scientific output of the Academy such as guidelines, consensus documents, position papers, Academy journals and guarantees standards of science throughout EAACI’s activity portfolio

All Vice-Presidents are empowered as EAACI representative in the Swiss Commercial Registry and report yearly to the General Assembly and regularly to the Executive Committee and the Board of Officers about their relevant activities.

Past President
The Past President holds an advisory role for the Executive Committee and Board of Officers, participates in the development of the mission statement and brings EAACI’s view into the strategic programme.

All Executive Committee members and all Committee Chairs (with the exception of Past Presidents)are eligible to the position of the Secretary-General, Treasurer, or one of the Vice Presidents. The Executive Committee will elect them by an absolute majority vote and will submit the nominations to the General Assembly for approval.
Their mandate is 2 years, renewable once.

The President and Past-President are not re-eligible for the same post and for any other post in the Board of Officers

Article 10 : Conflicts of Interest and Loyalty

A conflict of interest and loyalty exists if a member holding a function within EAACI (Executive Committee, other committees, section, IGs and WGs board members, Task Forces members) has personal, especially financial interests that are contrary to the interests of EAACI.

The Conflict of Interest and loyalty shall be regulated according to the bylaws.

Article 11 : Auditors

a) The General Assembly shall appoint an Auditor for a term of office of one year. After expiry of the term the Auditor may be re-elected. Auditors may only be professional auditing firms that are absolutely independent of any EAACI-business. . The Auditor shall audit the accounts and examine the books and the financial statements of the Academy in accordance with applicable law. An extraordinary audit can be requested by 1/5 of the members of EAACI in good standing (as defined elsewhere) or by 2/3 of the Executive Committee members.

b) The Auditors’ report shall be submitted together with the balance sheet, the lost and profit statement by the Treasurer to the General Assembly for approval

c) As long as the Academy does not meet the criteria for a mandatory appointment of the Auditors pursuant to Article 69b SCC, the names of the Auditors will not be registered with the commercial register.

d) Should the Academy meet the criteria for mandatory auditing of its books pursuant to Article 69b SCC, the standards applicable shall be those prescribed by the relevant provisions of the Swiss law

Article 12: Liability Supplementary Contributions

The liability for EAACI’s obligations is limited to EAACI’s assets.
The members of EAACI shall not be obliged to make supplementary contributions for debts of EAACI.

Article 13: Indemnity

EAACI shall indemnify any current and former members of the Executive Committee and subsidiary bodies, should these persons be involved in criminal, civil or administrative proceedings based on their actions for EAACI, provided that they have acted in good faith, in the interest of EAACI and in accordance with the applicable legal and statutory provisions.

Article 14: Dissolution

The Association may be dissolved by a resolution of the General Assembly with a 2/3 majority of a predefined participation quorum according to Article 7E of this Constitution.

The Association will then be liquidated by its Executive Committee or by other liquidators appointed by the General Assembly. The General Assembly will designate another tax-exempt institution with similar purposes to which all net assets of the Association remaining after the payment of all debts shall be transferred. Any distribution of assets of the Association to its members is excluded.

Article 15: Amendment of the Constitution

The Constitution may be amended by an absolute majority vote of the General Assembly or by an absolute majority of those participating in a postal or electronic vote.

Proposals to change the Constitution shall be notified to the EAACI Members and be open to discussion at least two months before the General Assembly.

Bylaws

Article 1. Congresses

a) Assignment of EAACI Congresses
For 2021 and subsequent years, the location and the type (physical, hybrid, virtual) of EAACI Congresses will be assigned by the EAACI Executive Committee (ExCom). ExCom shall be responsible for assigning the next annual congress, ideally at least one year in advance.

For physical and hybrid meetings any member of the ExCom may suggest a candidate city.

The decision to hold an entirely virtual meeting depends on the current and foreseen conditions
for organising physical meetings without a financial loss.

b) Denomination, Venue (for physical and hybrid meetings), Languages
The denomination of the Congress must be worded as follows: “European Academy of Allergy and Clinical Immunology Congress”, followed by the year the meeting is held. In case of virtual meeting this will be added as “EAACI Congress year virtual”

c) Site visits to candidate cities shall be made by a site visit team led by the VP-congresses or his agreed deputy. The VP-congresses shall present the information obtained at the site visit to the ExCom. This presentation should include a detailed and realistic description of the proposed Congress (venue, date, congress facilities, accommodation, transfers, financial plan, including local VAT regulations).

The selected venue should be able to switch to an entirely virtual meeting at a minimum financial loss for EAACI.

The host city should be easily accessible and have adequate hotel and transportation facilities. The size of the venue and of the exhibition will be decided by the ExCom while deciding the type pf the meeting.

The official language of EAACI congresses is English. All invitation materials and programs must be published in English. Satellite sessions in the local language are permissible and other languages as part of the EAACI partnerships and outreach programme.

d) The Administrative Congress Committee (ACC) works together with the Scientific Programme Committee (SPC) and the Executive Committee to prepare the annual congress. The ACC meets virtually as frequent as it is needed. The meeting is chaired by the VP Congresses. The discussion should include congress budget, logistics and Sponsors.

The ACC is chaired by the VP Congresses, and consists of the EAACI President, President-Elect, Secretary General, VP Science, EAACI Treasurer, EAACI Past President, the ExCom Congress Group, HQ General Manager and Congress Manager, SPC chair(s), 1 local representative per NAS member of EAACI – for physical and hybrid meetings. The ACC will liaise with the VP Communication and VP Education for areas which are in their direct responsibility, such as matters that involve publicity, membership, communication, CME credits.

The ACC is responsible for:

1. overseeing the budget and logistic for the Congress and reporting on this to the ExCom.
2. facilitating the implementation of the scientific programme as delivered by the SPC (lectures halls, interactive facilities, etc)
3. organising the exhibition
4. interaction with sponsors and FS under the supervision of the Treasurer
5. develoment in cooperation with VP communication of the marketing plan necessary for the success of the Congress
6. development of the first and second announcement and of the Final programme in cooperation with SPC and with the Communication team
7. organising the social events together with the LOC

e) Financial aspects of the Congress
The congress budget shall cover:
1. The costs for travel, “Flexible Economy Class” or equivalent, accommodation and registration of all elected members of the ExCom, allowing them to participate in all business, scientific and social activities (Opening and Closing Ceremony, Presidential Dinner) of the meeting.
2. The costs for travel Economy Class, accommodation and registration for all EAACI past-Presidents.
3. Facilities for meetings of the ExCom, General Assembly, other committees and scientific bodies of EAACI, in so far as these have been requested beforehand. Cost of BoO-ExCom pre-meetings are covered by ExCom budget.
4. A hospitality suite or room for the EAACI President. (meeting room max. 10-12 participants plus lounge area).
5. Up to a maximum of 10 complimentary registrations to persons nominated by the EAACI President where appropriate to be charged to relevant budget codes other than Congress.
6. Up to 100 travel grants for junior members.
7. The benefits of speakers and chairpersons decided for each Congress by the ExCom
8. Registration, economy travel and accommodation for maximum 6 LOC members
9. Other costs (ACC meetings, site visits) will be approved on a case-by-case basis by the ExCom
The registration fees are proposed by the ACC and should be approved by the ExCom. EAACI members (including EAACI-NAS dual members) are entitled to a reduction of the registration fee to be established by the ExCom.

f) Professional Congress Organizer
EAACI may appoint a Professional Congress Organizer (PCO) to organise EAACI Congresses. Relationships between EAACI and PCOs are regulated by a contract approved by the ExCom. The PCO interacts with the ACC, SPC and LOC. The PCO shall provide the ExCom with six-monthly reports on the current status of the Congress.

g) Event insurance
The Congress and Focused Meetings shall be covered by insurance, if possible by the same provider.
In any case, a clear force majeure clause needs to be included in any contract with suppliers.
h) Crisis management/emergency plan
A crisis management/emergency plan needs to be put in place covering different crisis/emergency scenarios before and during the event (such as strikes, outbreak of communicable diseases, any other force majeure causes, fire, terrorist attacks, etc.). These guidelines will be put together by the HQ team of EAACI under supervision of the BoO and should guarantee timely and concise actions and a clear communication in case of potential incidents.

Article 2. EAACI Editorial Activities

a. “Allergy: The European Journal of Allergy and Clinical Immunology”, “PAI – Pediatric Allergy & Immunology” and “CTA – Clinical and Translational Allergy” are the official journals of the European Academy, published by Wiley and either fully owned by EAACI (CTA) or jointly owned by Wiley and EAACI (Allergy and PAI). Online subscription to the journals is included in the annual membership fee. The relationship between EAACI and the publishing house of the journals is regulated by an agreement signed by the EAACI President on behalf of, and after approval by the EAACI Executive Committee.

b. In line with the current contract, the Academy and the Publisher are jointly responsible for establishing editorial policy, defining the aims and scope of the Journals, and for selecting the Journal’s editor(s) and editorial board to implement the editorial policies. Changes in editorial policy may only be made by mutual agreement between the Parties. The Editor-in-Chief term will be four years. Associate editors are appointed by each Editor-in-Chief or the Publisher, who may consult with relevant bodies of EAACI in this process. The Publisher shall report to the Academy at least once per year on key publishing metrics related to the Journals.

c. EAACI publishes a Newsletter and/or a Newsfeed aimed at informing members about all the activities of the Academy and providing relevant scientific and professional information.  The Newsletter/Newsfeed are publicly available on the EAACI website

d. The Newsletter/Newsfeed is edited by an editor elected by the EAACI Executive Committee. The News Editor holds office for two years and is re-eligible once to the same post.

e. The EAACI website is run by a Website Editor supported by the Website Committee and the EAACI HQ marketing and communication team.

f. The Website Editor is elected by the EAACI Executive Committee, holds office for two years and is re-eligible once to the same post.

g. The Website Committee includes a representative from each Section, Interest Groups, Working Groups and other EAACI Groups and Committees. The Website Committee meets annually during the EAACI Congress, in order to evaluate the progress, address issues and make recommendations on further improvement of the site.

h. The Website Editor works closely with the EAACI HQ marketing and communication team. The Website Editor organizes the timely and effective presentation of information on the site, verifies its communication content and effectively applies EAACI communication policies.

i. Social Media channels of EAACI include EAACI’s Facebook, Twitter, Linkedin, YouTube, Instagram and Pinterest. They are coordinated by the EAACI social media editor with support from the marketing and communication team of the HQ.

j. The Social Media Editor is elected by the EAACI Executive Committee, holds office for two years and is re-eligible once to the same post.

k. The Social Media Editor works closely with the EAACI HQ marketing and communication team. The Social Media Editor organizes the timely and effective presentation of information on the Social Media channels, verifies its communication content and effectively applies EAACI communication policies.

l.  The editorial activities are coordinated by the EAACI Vice President for Communication and by the Chair of the Scientific Communication Committee. The EAACI Vice President for Communication reports on these every year to the General Assembly.

The Knowledge Hub Committee is a permanent body instituted by the EAACI Executive Committee (ExCom) to carry out the review and allocation of content for the EAACI Knowledge Hub. The Knowledge Hub Committee is composed of two automatic elected positions (President and Vice-President Education & Specialty). SPC Chair and Knowledge Exam Chair will be included as adjunct members. The Committee is coordinated by the Chair, who is responsible for coordination of activities, communications for content collection and overseeing the Committee budget. The Chair is voted by ExCom, the Secretary is voted by the Committee. All Committee members serve a two-year mandate, eligible once for re-election to the same post. The Knowledge Hub Committee shall report to the EAACI Executive Committee any time requested by the ExCom but at least once a year.

Article 3. EAACI Sections

In order to strengthen the impact of EAACI on the main clinical specialties where allergy and clinical immunology plays an important role, EAACI decided to form its Sections. Sections will co-ordinate and represent the activities of all EAACI members who have expressed and wish to join a Section and will act both as a focus and contact platform for specialty-relevant Societies or non-members.

a. A Section should represent an area of interest for EAACI such as Basic and Clinical Immunology, Dermatology, Paediatrics, Pneumology, ENT, etc.

b. The establishment of a section is approved by the General Assembly, following a proposal from the EAACI Executive Committee. At present EAACI has the following sections: Asthma, Basic and Clinical Immunology, Dermatology, ENT, Paediatrics and Allied Health & Primary Care.

c. The purpose of the Sections is to encourage membership of EAACI from relevant areas, to refer to European and national societies of relevant areas, to promote an understanding of the importance of allergy as well as basic and clinical immunology within those societies, to advise the ExCom on matters of policy within the relevant areas, to advise the SPC on the development of relevant programmes, to promote Europe-wide co-operation in scientific and clinical research in the relevant areas, and to suggest task forces, scientific sessions and educational programmes within their areas.

d. Any EAACI Member can propose to the ExCom that a Section is formed, but the decision to form a Section is taken by the General Assembly following the proposal of the EAACI Executive Committee.

e. Membership of a Section is restricted to EAACI Members. An EAACI member can join with voting rights only one Section.
f. A Section is governed by a Board, which has seven members including Chair, Secretary and JM representative. The past Chair may support the Section Board during meetings but has no voting rights as to the formation of a new Board. The maximal duration of the Board membership is 3 terms for each specific section.The lifelong number of terms is limited to 3 terms life-long for each board.

g. The Section Board elects a Section Chair from amongst the Board Members. After election by the Section Board the Chair of a Section Board is proposed to the General Assembly as a voting member of the EAACI Executive Committee. A Section Chair serves only one term (two years). The Chair of any new Section proposed by the ExCom between Congresses will be an adjunct member of the ExCom until a formal election is made by the General Assembly. If the Chair of the Section is unable to attend an Executive Committee meeting, the Section Board may nominate an alternative, but without voting rights.

h. The Section Board elects a Section Secretary from amongst the Board Members. The Secretary holds office for two years and may be re-elected once to the same post, subject to the limit of six years on the Board. The Secretary of a Section is ex officio a member of the EAACI Scientific Programme Committee to represent the interests of the Section by proposing sessions on behalf of the Section to the SPC. If the Section Secretary is unable to attend a Scientific Programme Committee meeting, the Section Board may nominate an alternative.

i. The Section Chair is responsible for managing, organising and leading the Section meetings and activities. The Secretary of the Section works closely with the Section Chair and supports the Section Chair to achieve the Section goals. To this end, the Section Secretary is responsible for the logistics (e.g. helps to organize locations for the Section meetings, or TCs, takes minutes, etc)
Both Section Chair and Secretary are expected to:

  • Submit annual report and budget submission every September
  • Contribute substantially to the Section’s activities and Task Forces
  • Coordinate and encourage new Task Forces and projects to their Section Board
  • Responsible for TF reports are delivered according the deadline
  • Anticipate and train (Chair / Secretary) successors
  • Organise abstract evaluations within the Section
  • Initiate and participate in location process for Focused Meeting, Master Classes and Allergy Schools
  • Recruiting key opinion leaders in the field (for example as an advisory board) and to encourage them to become EAACI members
  • Ensuring enough candidates for the board elections
  • These will be the subject of evaluation of performance by the ExCom

j. Nomination of new candidates to the Section Board:
The nomination of the candidates to Section Board shall take place no later than two months prior to the annual congress and will be timely announced by the HQ by electronic post.
Any member of the Section is eligible to be nominated provided they are eligible and they have no COI or ethical issues; the nomination should be endorsed by two other members of the Section; nominees should provide detailed information of clinical & scientific background. Before proceeding to an election, nominations should be approved by the Election Committee* according to the specific SOP.
The CV and background information of candidates will be placed on the section website, and an e-mail sent to all members of the section will announce the opening of election process.
Voting will be done using the EAACI online voting system, with appropriate security.
The names of the successful candidates will be communicated to the section board and to all candidates once available, and then officially announced during the section business meeting at the annual congress.

k. The Section Board is elected by the Section members through electronic vote for the same period of 2 years and can be re-elected once in the same position.
No more than three of the Board members (including Secretary) can be re-elected for a second two-year period.
No person may remain as a Board member for a continuous period of more than 3 terms (including periods as Board member, Secretary and Chair). The lifelong number of terms is limited to 3 terms life-long for each board. Additional years, due to a decision to create a Section being taken at a Congress when the Executive Committee is not being elected, are not counted.
The JM representative is automatically included in the section board following the elections

l. Re-election of board members for a second term
Board members wishing to be re-elected for a second term do not have to be nominated again but have to be re-elected by the same election process as new candidates

m. If there is a European society with a field of interest overlapping with the Section, it may be appropriate to include as adjunct member in the Section Board for a representative nominated by that society. If so, the Section should have a representative on the Board or Executive Committee of the society in question. This agreement should be stipulated as a MoU with the respective society. The nomination should be approved by the Section board

n. Only 2 members from the same country are allowed in the Section Board.

o. Individual EAACI members can participate in business and scientific meetings of several Sections, but can only be members with voting rights or Board member of only one Section.

p. The Annual General Meeting of the Section Board should be held during the EAACI Congress. A suitable room will be offered at the cost of the congress. In between the annual EAACI congresses the Section Board members are expected to keep in communication by telephone/electronic means and should hold at least one additional Board Meeting (remote or in person) per calendar year.

q. The scientific activities of a Section should be channelled through the EAACI Science Committee. A Section can ask the Executive Committee to approve the establishment of a Task Force to work on a specific project for a given time. Each Section is encouraged to propose programmes for one or more Main Symposia at each EAACI Congress. The final decision on the congress programme rests with the EAACI Scientific Programme Committee which has the power to reject or modify the section’s proposal.

r. The EAACI Executive Committee should rely on the expertise of the Section in matters of interest to the Section.
s. The Section should rely on the EAACI Executive Committee for all matters of general interest to EAACI.

t. A budget should be granted to a Section for administrative expenses including mailing costs, telephone conferences and a Board meeting between EAACI annual congresses. A separate by-law (use of EAACI budgets) regulates how section budgets can be utilised

* Election Committee consists of the President, SG, Past President, one Section Chair and one MaL

Article 4. EAACI Interest Groups

In order to strengthen the impact of EAACI on matters related to allergy and clinical immunology, EAACI decided to form Interest Groups (IG). IG will co-ordinate and represent the activities of all EAACI members who have expressed and wish to join an IG and will act both as a focus and contact platform on a specific area.

a. An IG should represent areas of interest within allergy and clinical immunology that is beyond the scope of any one of the already existing EAACI Sections. The establishment of an IG is approved by the General Assembly, following a proposal of the EAACI Executive Committee (ExCom).

b. Any EAACI Member can propose that an IG is formed, but the decision is taken by the General Assembly following the proposal of the EAACI ExCom.

c. Membership of an IG is restricted to EAACI Members. An EAACI member can join more than one IG.

d. An IG is governed by a Board, which has seven members including Chair, Secretary and JM representative.

e. The Chair and Secretary of an IG are elected by the IG Board and appointed after approval by the EAACI ExCom, for one term (two years) coinciding with that of EAACI Officers.
The official nomination of the IG Board officers (Chair and Secretary) shall take place during the IG business meeting during the Annual Congress.

f. The Chair and Secretary of an IG may be re-appointed for a second period to either post, but may not hold office continuously (in either post) for more than four years. The lifelong number of terms is limited to 3 terms life-long for each board.

g. Nobody may be a Chair or Secretary of more than one IG. However, any EAACI member can participate in business and scientific meetings of several IG.

h. The IG Board is elected by the IG members through electronic vote for the same period of 2 years and can be re-elected once in the same position.

No more than three of the ordinary Board members can be re-elected for a second two-year period.
No person may remain as a Board member for a continuous period of more than 3 terms (including periods as ordinary Board member, Secretary and Chairperson). The lifelong number of terms is limited to 3 terms life-long for each board. Additional years, due to a decision to create an IG being taken at a Congress when the ExCom is not being elected, are not counted.

i. Nomination of new candidates to the IG Board:
IG Board shall take place no later than two months prior to the Annual Congress.
Any member of the IG is eligible to be nominated; nominees should provide detailed information of clinical & scientific background.
Before proceeding to an election, nominations should be approved by the existing Board according to the following guidelines: representation of IG spectrum of interests, academic curriculum and experience.
Only 2 members from one country are allowed in the IG Board.
The CV and background information of candidates will be placed on the EAACI website, and an e-mail sent to all members of the IG will announce the opening of election process.
Voting will be done using the EAACI website, with appropriate security/data protection.
The names of the successful candidates will be communicated to the EAACI ExCom, IG Board and to all candidates once available, and then officially announced during the IG Business Meeting at the Annual Congress.

j. Re-election of ordinary Board Members for a second term:
Board members wishing to be re-elected for a second term do not have to be nominated again but have to be re-elected by the same election process as new candidates

k. IGs are represented at the ExCom by IG/WG Representatives. The ExCom elect the IG/WG Representatives from the upcoming IG/WG board members applying for that position. IG/WG Representatives are proposed to the General Assembly after elected by the EAACI ExCom, to serve on the ExCom with voting rights for one term (2 years) coinciding with that of EAACI Officers. The nomination of IG/WG Representatives for this office takes place during the ExCom meeting prior to the Annual Congress. Nominated IG/WG Representatives are expected to liaise with all IG/WG officers to communicate IG/WG issues to the ExCom.

l. Individual EAACI members can participate and vote in Business Meetings of several IG, but can only be Board members of one single IG.

m. The Annual Business Meeting of the IG should be held during the EAACI Congress. A suitable room will be offered at the cost of the congress. In between the annual EAACI congresses the IG Board members are expected to keep in communication by telephone/electronic means and should hold at least one Board Meeting.

n. An IG can ask the ExCom to approve the establishment of a Task Force to work on a specific project for a given time.

o. The scientific activities of an IG should be channelled through the EAACI Science Committee. Each IG is encouraged to propose programmes for one or more Main Symposia at each EAACI Congress. The final decision on the congress programme rests with the EAACI Scientific Programme Committee which has the power to reject or modify the section’s proposal.

p. The IG Chair is responsible for managing, organizing and leading the IG meetings and activities. The IG Secretary is responsible for helping the Chair and substitute the Chair on demand. IG Chair and Secretary are expected to:

  • Submit annual report and budget submission every September
  • Contribute substantially to the activities of IG and to the Task Forces
  • Hold regular TCs/webex e.g., all 6 weeks to keep the IG Board updated about the current status and new developments
  • Coordinate and encourage new Task Forces and projects to their IG Board
  • Trains (Chair/Secretary) successor
  • Organises abstract evaluations within the IG
  • Initiates and participates in location process for Focused Meeting, Master Classes and Allergy School
  • Recruiting key opinion leaders in the field (for example as an advisory board) and to encourage them to become EAACI members
  • Ensuring enough candidates for the board elections

q. The EAACI ExCom should rely on the expertise of the IG in matters of interest to the IG.

r. The IG should rely on the EAACI ExCom by their IGs Representatives for all matters of general interest to EAACI.

s. The IG should rely on the EAACI Headquarters for all administrative matters.

t. A budget should be granted to an IG for administrative expenses including mailing costs, telephone conferences and a Board meeting between EAACI annual congresses. A separate by-law (use of EAACI budgets) regulates how section budgets can be utilised

Article 5. Junior Membership

The EAACI Executive Committee sets the annual membership fees and makes arrangements for reduced subscription rates for different categories of membership.

a. Junior Membership shall be available to all those who are aged 35 years or less at the time of renewal of their subscription. Members wishing to obtain this concession shall provide proof of entitlement to the Executive Office upon request.

b. The benefits of Junior Membership shall be determined by the Executive Committee and publicised at Congresses, Joint Symposia, and other EAACI events, as well as on forms for enrolment and membership renewal.

The Junior Members Assembly (JMA) consists of all Junior Members who are in good standing. The JMA elects a Junior Members Committee (JMC), which will assist in the co-ordination of activities for Junior Members and will provide advice to the Executive Committee. For financial and administrative purposes, the JMA shall be treated as a Section and the JMC as a Section Board (see Article 3 e/f). Elections to membership of the JMC is arranged though the web. The chair of the JMC is ex officio a member of the ExCom with voting rights. The term of office is two years, renewable once (as per Section chairs, if aged 35 or less at the time of starting the second term).

Article 6. National Societies Committee and the International Societies Council

In order to ensure collaboration with European and worldwide National Allergy and Clinical Immunology Societies and with other national societies with an interest in allergy EAACI has developed the National Allergy Societies (NAS) Committee and the International Societies Council (ISC). The allocation to NASC or ISC follows specific SOPs. More then one society/country can join the EAACI platform and all members have equal voting rights.

I. The NAS Committee

a. The NAS Committee is a platform that brings together European NAS, the Chairperson of the International Societies Council and EAACI representatives in order to facilitate constant communication and improve the collaboration on various issues and activities.

b. Points of discussion in the NAS Committee may be current issues coming from local situations in Europe or affecting EAACI activities such as National Allergy Programmes or Guidelines. The Committee’s members exchange on difficulties and opportunities in implementing guidelines and collaborate on the preparation of consensus documents, surveys, registries and other activities. They also join forces to disseminate public campaigns, lobby for better care and recognition of allergic diseases at the national and European levels and encourage the recognition of Allergy Specialty and continuous medical education at the national level.

c. The NAS Committee consists of a Chairperson elected by the EAACI Executive Committee, a Secretary elected via electronic vote by the Committee’s members, two representatives from each European NAS/other society with an interest in allergy member of EAACI (one senior and one junior), the Chair of ISC and the Secretary General.

The NAS Committee is constituted for a period of two years and its regular members can be re-elected once for a second mandate upon nomination by the respective NAS/society. Each NAS designates a representative for the Committee who will serve as primary communication partner in the planned intensified interaction between EAACI and NAS. The representative should be able to attend all NAS Committee meetings and tele-conferences (at least one every 3 months) and should be able to decide on behalf of the NAS.

d. The official language for communications with the NAS Committee members is English.

e. The NAS Committee is coordinated by
· a Chairperson elected by the EAACI Executive Committee
· a Secretary elected by the NAS Committee’s members

f. Chairperson and Secretary report to the EAACI President and Secretary General and collaborate closely with the EAACI HQ Membership Project Manager

g. Both the Chairperson and the Secretary start their mandate upon election (usually during the EAACI Congress), keep their office for two years, and are eligible for re-election to the same position once.

The Chairperson is invited to attend the EAACI Executive Committee Meeting held at the time of the EAACI Annual Congress, as an adjunct member (without voting rights).

The NAS Committee Secretary may deputize for the NAS Committee Chair if the Chair is unable to attend the meeting.

The Chair and the Secretary of the NAS Committee are responsible for organizing the Committee activities, regular communication and the annual BM, for initiating projects, for submitting the annual report to the ExCom and for the annual budget application.

h. Each NAS representative:
· is proposed by the NAS/other national society (one representative per society)
· is empowered by the NAS board to communicate in the NAS committee
· must be able to understand and speak English
· must reply to mails from EAACI
· must be able to attend the NAS Forum at EAACI Annual Congress or nominate a deputy

i. the NASC will have its regular BM during the annual congress and regular communication via TC at least every 3 months. Additional meetings can be organised if necessary

j. The NAS EU Committee is a subcommittee of the NAS committee and consists of representatives from EU countries only.

k. Working groups can be constituted within NASC in order to deliver specific projects

II. The International Societies Council

The major purpose of the International Societies Council is to discuss educational and quality care aspects.

a. The ISC includes representatives of EAACI Non-European Societies (one representative per country)

b. The International Society Council is governed by a Chairperson and a Secretary, both nominated by the ExCom.

Both the Chairperson and the Secretary start their mandate upon election (usually on the occasion of EAACI Congress), keep their office for 4 years, and are eligible for re-nomination once.

The Chairperson of the International Societies Council is a member of the NAS Committee.

c. The Chairperson and the Secretary of the ISC are responsible for organizing the Committee activities, regular communication and the annual BM, for initiating projects, for submitting the annual report to the ExCom and for the annual budget application.

d. the ISC will have its regular BM during the annual congress and regular communication via TC at least every 3 months.

Article 7. EAACI Committees

Committees are permanent bodies instituted by the EAACI Executive Committee (ExCom) to deal with specific aspects of the Academy’s work.

Committees are coordinated by the Chairperson elected by the ExCom and by the Secretary elected by the committee’s members.

The Chairperson is responsible for the formation of the Committee, organising the election of the Secretary and the other Committee’ members and the Committee meetings and for overseeing the Committee budget.

The Secretary will provide the minutes and will support the Chairperson in all activities.

The mandate of the Chairperson, Secretary and Committee members will start immediately after their election, they keep their office for two years, and are eligible once for re-election to the same post.

The chairperson of each EAACI Committee is invited to attend the ExCom Meeting held at the time of the annual congress, as an adjunct member (without voting rights). Committee Secretaries may deputize for the Committee chairs if the chair is unable to attend an ExCom meeting.

EAACI may supply funds for Committee meetings or other Committee activities according to the budget application rules.

All EAACI Committees shall report to the EAACI Executive Committee any time requested by the ExCom but at least once a year.

a)EAACI Scientific Programme Committee

The Scientific Programme Committee (SPC) is a permanent body of the European Academy aimed at ensuring high scientific standards, continuity and harmonisation of EAACI congresses. The composition and function of the SPC are defined by the rules governing the organisation of congresses (Article 1B.d). The scientific programme committee activities are financed through the EAACI Congress budgets.

b)Specialty Committee

The Specialty Committee is a permanent body of EAACI aimed at co-ordinating activities in Europe in the areas of undergraduate and postgraduate teaching in allergy and clinical immunology. The committee also deals with other relevant problems of the specialty, including recognition of the specialty, free circulation of specialists within Europe, relationship of allergology and clinical immunology with other specialties, contacts with regulatory bodies, UEMS etc.

c)Governance Committee

The Governance Committee is a permanent body instituted by the EAACI Executive Committee (ExCom) to deal with the Academy’s specific governance requirements such as periodic revision and update of Constitution and Bylaws, organigram of the Association (Sections, IGs and WGs), etc.

The Governance Committee is composed of the President, President Elect, Secretary General, Treasurer, Past President, JM Assembly Chair, the IG/WG Representatives in the ExCom, one current Section Chair, one current MaL, one past BoO member, one past ExCom member and Ethics Committee Chair. The Governance Committee is coordinated by the EAACI President who acts as Committee Chair and provides the schedule of the Committee meetings and the agenda. The Secretary General acts as Secretary and will provide the minutes and will support the Chairperson in all activities.

The President, Secretary General, Treasurer, Past President, JM Assembly Chair, the IG/WG Representatives in the ExCom and Ethics Committee Chair are automatically included in the Governance Committee. The other members are nominated by the BoO and approved by the ExCom. All Committee members serve a 2 years mandate.

The Chairperson and the Secretary are responsible for the formation of the Committee, coordination of Committees activities and output and for overseeing the Committee budget.EAACI President serves as Governance Committee Chair and the SG as the Governance Committee Secretary.

EAACI supplies funds for the Governance Committee meetings or other Committee activities according to the budget application rules.

The Governance Committee shall report to the EAACI Executive Committee any time requested by the ExCom but at least once a year.

Specific Tasks and Procedures

Governance Committee will analyse all submission from the ExCom, Sections, IGs, WGs, Committees or other EAACI structures related to the EAACI Governance process. The submission has to be submitted in writing to the Secretary General. The Governance Committee passes its resolutions by simple majority and submits proposal for further approval to the Executive Committee.

The Committee meets as required but at least once per year. The meetings can be either face-to-face or remote. The attendance and voting quorum is by a simple majority.

d)Election Committee

The Election Committee is a permanent body instituted by the EAACI Executive Committee (ExCom) to deal with the Academy’s specific requirements for the election process in all EAACI structures, with the exception of the General Assembly

The Election Committee is composed of the President, Secretary General, Past President, one current Section Chair and one current MaL. The Election Committees is coordinated by the EAACI President who acts as Committee Chair and provides the schedule of the Committee meetings and the agenda. The Secretary General acts as Secretary and will provide the minutes and will support the Chairperson in all activities.

The President, Secretary General and Past President are automatically elected in the Election Committee. The other 2 members are nominated by the BoO and approved by the ExCom. All Committee members serve a 2-year mandate.

The Chairperson and the Secretary are responsible for the formation of the Committee, coordination of Committee’s activities and output and for overseeing the Committee budget.

EAACI will supply funds for the Election Committee meetings or other Committee activities according to the budget application rules.

Specific Tasks and Procedures

Election Committee will analyse for eligibility all submissions of the candidates for elections within EAACI in terms of declaration of interest, possible conflict of interest and/or loyalty and compliance with the EAACI Governance rules (previous assignments, number of mandates, etc.). In cases of doubt the candidate can be required and has the right to provide further clarifications. The Committee checks the correctness of the election process and validates the election procedure and the outcome. The Election Committee may be involved upon decision of the ExCom in any appeal put forward by an individual member without affecting the initiation of the mandate of the elected individuals.

The Election Committee acts via individual input from each member. In case of major disagreement between the opinions of the Committee members the issue will be brought for decision to the ExCom.

The Election Committee works remote via emails and/or TCs.

The Election Committee shall report to the EAACI Executive Committee any time requested by the ExCom but at least once a year.

e)CME Committee

CME Committee is responsible for the issues concerning Continuing Medical Education. The system for Continuing Medical Education (CME) is now provided by the EACCME and aims to guarantee a high level of theoretical and clinical competence throughout the entire working life of medical specialists that qualify for CME certification.

CME provides educational activities allow doctors to:

  • maintain, develop and increase medical knowledge and skills
  • improve their professional performance
  • ensure better and safer diagnosis and treatment, in order to improve the quality of life of the patient

f)Website Committee
(article 2, paragraphs g. & h.)

g)Ethics Committee

I. Mission and specific activities
a. Mission of the EC
The Ethics Committee (EC) is a permanent body of EAACI aimed at ensuring high ethical standards in all areas of EAACI activity and beyond as the European reference structure in the field of ethics in allergy and clinical immunology for training and good practice, research and management of allergic diseases, patient information, patient care, and public health issues concerning the field of allergy and clinical immunology. The EC is independent in its investigations and recommendations. The EC works as an advisory body of the ExCom. The ExCom makes the decision.

b. Specific activities within EAACI
i. EC periodically reviews and updates the Code of Ethics, recommending any amendments for the approval of the Executive Committee.
ii. EC is the relevant committee to manage ethical affairs linked to conflicts of interest and loyalty, CME and all the scientific output of the Academy. It is the ExCom’s responsibility to review, approve and publish the EC opinions and position statements.
iii. EC develops and implements educational programmes on medical ethics for EAACI members upon appointment and approval of the ExCom.
iv. EC responds to specific issues raised by the ExCom under the Constitution, bylaws and Code of Ethics. The EC is obliged to consider each case referred to it as described under III.A of these bylaws. The EC issues a recommendation to the ExCom that shall decide on any appropriate action. The ExCom has always the last decision on the respective case.

c. Activities of interest outside EAACI:
i. Patient rights including patient education and healthcare professional rights;
ii. Evidence-based allergy knowledge including allergy training, Continuous Medical Education (CME), Continuous Plan of Personal Development (CPD), Scientific research (human material and population, animal);
iii. Any activity under the allergy public health domain, industry cooperation.

II. Administrative procedures of EC

The EC shall consist of ten members:

A. The Chair
· Is the principal administrative officer responsible for calling meetings of the EC and for implementing the Code of Ethics in compliance with the Constitution, bylaws and other regulatory documents.
· Is elected by the ExCom after appointment by the Board of Officers.
· he rules for any other Committee Chair described in the general bylaws for EAACI Committees apply here as well (start of mandate, terms of office, renewal etc.).

B. The Committee
– The Chair will organize the EC team by an open call: four EAACI members including the Chair plus five non EAACI Members and a Patient Representative who may be an EAACI Member or a non EAACI Member. The EC composition should be balanced by gender, practice, education, research and other endeavours within the fields of Allergology and Clinical Immunology. It is strongly recommended to include people specialised and involved in Bioethics, Legislation, Patient association, Human sciences (Philosophy, Sociology, Psychology, Public Health, etc.).
– A slate of members for the next two years period will be prepared by the existing EC and submitted to the ExCom for approval. If the ExCom rejects the slate twice the elections will be organised by the ExCom.
– The EC shall appoint one of its members to serve as the Committee’s Secretary. The Secretary shall act in the place of the Chair when the Chair is unable to serve.
– The Chair of the EC or any other member may be suspended or dismissed by the ExCom for good cause with a 2/3 majority. The suspension should not be longer than 6 months.

The Chair of the EC or any other member is expected to sign the EAACI confidentiality agreement and to declare relevant interests and to act in the best interests of EAACI at all times. The declaration of interests should be available on the EAACI website during the term of service of each member.

C. Meetings and resolutions
EC will decide if its meeting is open for EAACI members or guests depending on the level of confidentiality and importance of the issue.

Reports of the EC approved for release by the ExCom and checked to be in accordance with data protection regulations should be available to all EAACI members provided that confidentiality and personal rights of individuals are respected.

The meetings of EC shall be called upon by the Chair at least 14 days in advance by written or electronic notice to Committee members. The ExCom will also be notified. The notice shall include the agenda for the meeting.

Six appointed EC members shall constitute a quorum for the purpose of conducting business at the EC meeting.

Voting resolutions shall be taken by 2/3 majority of those present at a meeting, or by voting by mail or electronic. Mail or electronic voting without a meeting is permitted when all Committee members submit votes. Dissenting opinion are possible to be submitted to the ExCom.

All EC resolutions will be submitted to the ExCom who will take the final decision.

EAACI shall indemnify, hold harmless, and defend completely all EC members against liability arising from EC-related activities.

C) In the temporary absence of an ethics committee an interim advisory board elected by ExCom will take over urgent business until a new ethics committee will be elected. The interim period is maximum six months.

III. Committee activities

A. The Ethics Committee may be asked by the ExCom to:

1. Prepare policy proposals and statements on areas of general interest within the field of Allergy and Clinical Immunology.
2. Prepare policy proposals in relation to the ethical standards and practice expected of members of the ExCom and of EAACI members.
3. Provide advisory opinion interpreting any provision of the Code of Ethics.
4. Investigate the behavior of individual EAACI members and report to the ExCom on whether the member in question has breached ethical standards. The EC shall conduct the investigation into specific facts or circumstances in order to clarify, expand or corroborate the information provided by the ExCom. All these kind of investigation will require confidence, confidentiality, objectivity and respect without any indication of prejudgment.

Specific procedures for the EC investigation

Step 1: Submission
Submissions are made to the ExCom in a written and signed form.
The submission will be discussed in the ExCom and if approved it will be transferred to the Ethics Committee chair.

Step 2: Investigation
– As soon as the Chair has received the request from the ExCom he/she will introduce the submission to the whole EC group within a week (7 days)
– EC will decide and notify the ExCom within 30 days after information from the Chair if the investigation is initiated.
– The member who is the subject of the investigation shall be informed by a letter within two weeks (14 days) after ExCom is informed about the start of the investigation by the EC describing the nature of the challenge, the request to cooperate, the opportunity to have a hearing
– Hearing an inquiry: If the E.C. considers that it is relevant or if it is demanded by the person investigated, a private hearing can be organized (could be made public on demand of the investigated person). The concerned member and other people (victim(s), witnesses etc.) invited to plead, will be informed a minimum of 14 days before the hearing. They may be assisted or represented by a legal counsel at their own expense. They shall inform the EC if they will be supported by a legal counsel. The hearing shall be conducted by the EC. A transcript or audio recording will be performed and an official record made as part of the investigation.
– The investigation will be completed within 3 months maximum after the ExCom was informed by the EC about the start of the investigation. If any delay is necessary, the EC chair will inform the Ex Com. and will send a request for good reasons to obtain an extension of 3 months, approved by the ExCom. Only one extension of six months shall be granted. The period can be modified by the ExCom.

Step 3. Resolution
– Upon completion of an investigation the EC shall develop a resolution by 2/3 majority which shall be communicated to the ExCom.
– The ExCom will evaluate the resolution of the Ethics Committee and elaborate the decision. In cases of doubt, the ExCom can request the EC to resume and revise the investigation.
– The decision on the matter is taken by the ExCom. Any resultant action will be the responsibility of the ExCom.
After receipt of notice of the ExCom decision the affected Member or Society may submit to the ExCom in writing a request for an appeal.

B. Initiatives from the Ethics Committee

1. May propose topics for the development of EAACI policy but requires the permission of the ExCom to initiate discussions and the development of policy proposals.
May propose changes to the bylaws that govern its function but such changes must be approved by the ExCom before they come into force.

h) Science Committee

All WG have independent activities and budget. They report regularly to the Science Committee Chair that pools all info into one comprehensive report to the ExCom WG Chairs and Secretary are the board of the Science Committee. They should meet during the annual congress and anytime needed during the year and provide the yearly scientific roadmap with priorities, strategy, tools, division of tasks and responsibilities.

i) Exam Committee

The Exam Committee is a main promoter of bringing relevant knowledge and progress into training and education of allergists in Europe. It prepares, organises and analyses the annual EAACI Knowledge Test. This written MCQ-based test covers all relevant areas of clinical allergy and immunology and related basic immunology aspects according to UEMS European standards of medical training in allergology.

A major task of the Exam Committee is the recruitment and creation of new, fair, relevant and selective questions to feed the question pool and to select a well-balanced mixture for the exam, which is created annually. New questions from EAACI sections, interest groups and working groups as well as from new position papers and guidelines are constantly gathered, analysed and integrated into the exam and suitable literature shall be provided for those preparing for the exam.

j) Scientific Communication Committee

The European Academy of Allergy and Clinical Immunology produces a broad portfolio of scientific content, position papers, guidelines and other formats for its members and the community. The adequate distribution of these contents has always been an essential aim of EAACI and became ever more important during the current global health emergency. The Scientific Communications Committee combines an enthusiastic team working on the optimal communication of scientific content created within the academy via the corporate and patient websites, social media channels and the EAACI Review.

k) Research and Outreach Committee

– Facilitate allergy, asthma and clinical immunology research through the coordination and support of the research community.
– Support high quality and reproducible data by leveraging resources into a joint information exchange network while boosting top-notch experimental research through multicenter collaborations and strengthen the validity of the experimental medicine results.
– Deliver new forms of translation of key research findings, to better meet the needs of clinicians and more quickly develop precision approaches to improve and cure allergic disease and asthma.
– Facilitate basic and clinical research career development by expanding the funding opportunities for EAACI fellowships, develop educational and training programmes on cutting edge research methodologies,
– Facilitate access of EAACI members to research funding opportunities
– Inform public policy on research priorities in allergic diseases and asthma via public engagement and outreach activities.
– Build an infrastructure that will monitor, analyse and interpret science and research data to identify trends, barriers and opportunities, and strategic imperatives, forecast needs and directions.

The ROC Committee is lead by a Chair, Secretary and board nominated by the ExCom for a period of 2 years renewable once.

Each Section, IG and WG nominates a representative in ROC

An Advisory Board comprising key opinion leaders in each scientific area relevant for EAACI will support ROC activities

Specific ROC WGs can be created to drive activities in a specific area.

l) Patient Organisation Committee

The EAACI Patients Organisation Committee aims to be the Patients reference body in the field of Allergology, representing patients of all nationalities and promoting patient-centred healthcare in the specialty.

The committee aims to build cross-sector alliances and working collaboratively with EAACI members (like-minded medical and health professionals, academics, and researchers), policy makers, and industry representatives.

The POC is driven by its members which are patient support organizations working at the local, national, regional and international levels.

Article 8. Use of EAACI Budgets

Principles regarding the use of EAACI budgets related to ExCom, BoO, Sections, Interest groups, Working Groups, Task forces and Committees.

EAACI has in the last years developed a comprehensive budgeting procedures for all of its activities.

The aim of this document is to set up the rules how the EAACI funds can be used,

a) Expenses covered by EAACI include:

1. Travel expenses to meetings outside the EAACI annual congress or focused meetings or other EAACI events that are directly related to the activity (business meetings section/IG/WG board, task force meetings). All travel must be in economy class, except under special circumstances approved by the President or the Treasurer in writing. Travel arrangements should be made as early as possible, at least 2 weeks in advance. Any meeting covered by an EAACI budget should be held in Europe. Exceptions must be approved by the BoO and reported to the ExCom.

2. EAACI activity related meeting expenses (meeting rooms, hotel costs, meals, transfers). These must be reasonable in relation to the cost level of the city/country where the meeting is held and compliant with the EAACI rules as a non-profit organisation.

3. Expenses directly related to production or publication of an EAACI supported document, developed by a Section, Interest Group or Task Force.

4. Specific and limited consultation fees required for a specific task. Such expenses could for example include professional language checks, statistical analysis by a professional statistician, the use of questionnaires, legal advice, or some other highly specified cost. Such expenses must be checked and approved by the Treasurer and the Executive Director.

5. Remote meetings It is recommended that internet based conference calls are used whenever possible.

6. One day registration to an EAACI and non-EAACI meetings where an official meeting of an EAACI group takes place can be reimbursed depending on the overall budget spent for that meeting and upon written approval from the President or the Treasurer

b) Expenses that should NOT be covered by EAACI budgets:

1. Expenses for phone calls, mobile phone calls.

2. Expenses for meetings that have not produced minutes (all minutes and meeting reports must be delivered to the EAACI HQ within one month following the meeting).

3. Expenses for informal meetings (without an official convocation and agenda) between individual.

4. Investments such as computers or any other office equipment cannot be covered by the budget allocated to that particular group.

5. Budgets cannot be paid out to personal accounts, except to cover direct expenses initially paid by the member, upon delivery and approval of a receipt.

6. No honoraria are paid out to any member for any EAACI activity, with very few exceptions (journal/website/social media/NL Editors) decided specifically by the Executive Committee.

7. EAACI budgets designated to a specific activity cannot generally be used to cover external secretarial expenses. There may be exceptions for this for typing out of minutes, meeting reports and other documents by department secretaries, if previously approved by the BoO. The total time spent by a department secretary for any such document shall be specified in a pro forma invoice. No overhead, except normal University or Department overhead, shall be accepted to be paid by EAACI. If requested, secretarial expenses must be approved by the BoO, and shall not exceed €1000.

8. Industry participants will not be reimbursed by EAACI.

9. Reimbursement requirements

  • Only «original» receipts are accepted and must be sent by regular post to EAACI HQ with signed and fully completed reimbursement form
  • The reimbursement should be submitted no later than 3 months after the meeting
  • No advanced reimbursement before the meeting takes place
  • Any flight or hotel booked by a third party must provide proof of initial request, approval of offer and VAT invoice before being processed
  • Only official EAACI template will be accepted
  • Reimbursement for specific activities should be accompanied by a detailed report including hourly based cost – calculation

Article 9A. Allergy Schools

For educational purposes, and in order to stimulate the social contacts between members and people interested in allergy and clinical immunology, EAACI arranges Allergy Schools. For EAACI the co-ordinator of any school activity is the Vice President of Education and Specialty.

a. Any EAACI National Member Society, Section, Interest Group or Working Group can apply to organize an Allergy School. Joint submissions between EAACI structures and/or NAS are encouraged as their support the EAACI matrix structure. In addition, EAACI can organise allergy schools in cooperation with international or regional societies according to the corresponding MoUs.

b. The educational programme should be developed in collaboration with the EAACI Science Committee, the ExCom Education WG and the Junior Members Group, and shall be approved by the EAACI VP Education and Speciality.

c. Applications must be received by the EAACI Headquarters by 15th September, following the rules and templates published on EAACI webpage, of the year before the calendar year in which the proposed meeting will take place.

d. CME credits should be sought through the EAACI-CME Committee and EBAACI.

e. The Allergy School should cover 3 – 4 days. Low cost accommodation should be used wherever possible.

f. The format of the AS should facilitate informal interactions. The speakers should be regarded as “teachers” and should attend the whole period of the Allergy School, to interact with the attendance. Each speaker should give at least 2 lectures and use interactive teaching techniques. Teachers and students should be given ample time to interact. A syllabus and other printed or online educational material should be available and sent to the EAACI Vice President for Education and Specialty, including the final report of the organizers, within three months after the end of the meeting. Invited speakers should provide content for the syllabus based on their lectures.

g. The school should be open to EAACI members (special fee), with special preference to participants from the host country and EAACI Junior Members. Non EAACI members are also accepted.

h. EAACI will provide funding, part of which should be used for travel grants for Junior Members with an accepted abstract. All EAACI travel grants will be administered by the EAACI HQ.

i. The total budget available from EAACI will vary from School to School but cannot exceed 33’000 EUR with the exception of the Winter School. A detailed budget should be provided for the BoO approval, including any required direct payments, travel grants to participants and travel expenses for lecturers.

j. The school will charge a registration fee for participants (with the exception of the Winter school). Additional sponsorship efforts from the local organisers are required in order to keep the organisation of the AS cost neutral. EAACI HQ will provide timely sponsorship prospectus and will facilitate the sponsorship agreements.

k. Practical aspects regarding the organization of the Allergy School, as well as the registration of applications and participants and travel grant applications, should be handled by the organizers, in collaboration with the EAACI HQ.

l. All surplus from a school should be returned to EAACI and shall be utilized for future educational activities.

9B. MASTER CLASSES

Covering both clinical and transitional topics of a specific field, EAACI Master Classes aim to provide higher level education and therefore target professionals and specialists with a higher level of experience. Conducted in exclusive workshop formats of up to 65 international participants, including Faculty. They offer an excellent interactive platform for the exchange of knowledge over a two-day period.

a. Any EAACI Section, Interest Group or Working Group can apply to organize a Master Class. Joint submissions between EAACI structures are encouraged as they support the EAACI matrix structure. In addition, EAACI can organise master classes in cooperation with international or regional societies according to the corresponding MoUs. EAACI will pay up to 50% of the costs.

b. The final educational programme should be developed under the supervision of the EAACI Science Committee and the ExCom Education WG and shall be approved by the EAACI VP Education and Speciality.

c. Applications must be received by the EAACI Headquarters by 15th September, following the rules and templates published on EAACI webpage, at least the year before the calendar year in which the proposed meeting will take place.

d. CME credits should be sought through the EAACI-CME Committee and EBAACI.

e. The Master Class is a two-days event with scientific plenary sessions and break-out sessions. Short presentations from attendees may be included into the programme. Interactive Sessions are encouraged.

f. A maximum of 10 to 15 lecturers from the MC funding are recommended.

g. In order to provide the best possible scientific support to the participants, EAACI will produce an official e-handout that contains summaries of the presentations (based on material provided by speakers) made available online to all attendees one week before the MC.

h. MC participants can apply for travel grants if available.

i. Industry participants – EAACI has the right to limit participants from the Industry up to a maximum of 50%. Industry representatives are asked to indicate their status in the online application form. A specific registration fee will apply.

j. The maximum budget that can be allocated by the EAACI for a MC is € 25’000 unless extra budget is approved. Other costs (e.g. venue, audio-visual, CME request) are also covered by this budget.

k. Additional sponsorship can be provided by the organisers preferably in the format of an unrestricted grant. According to the compliance rules at least 2 sponsors should be selected.

l. Low cost accommodation such as an academic setting should be used wherever possible.

Article 10. EAACI Member Society Sponsored Speaker Scheme

In order to stimulate the exchange of scientific and educational information amongst EAACI members, EAACI operates a funding scheme for speaker support to national society, regional and international meetings.

(a) Any EAACI National Member Society or Partner Society (with an MoU with EAACI) can apply to the Executive Committee for a speaker support grant

(b) Each application should be for one to three speakers. One of the speakers should be a member of the EAACI Executive Committee, who will represent EAACI at the meeting and make an appropriate statement on behalf of EAACI at any opening ceremony, general assembly or equivalent meeting/gathering

(c) EAACI will cover the travel expenses for the sponsored speakers. The meeting organisation is expected to cover any additional costs such as registration fees, hotel accommodation and meals for the invited speakers

(d) Ideally each EAACI sponsored speakers should make at least two presentations at each meeting; these may be lectures, workshops, seminars etc. The EAACI sponsored speakers need not necessarily speak on the same symposium

(e) Where the format chosen is a joint symposium, EAACI requires presentations in English. Simultaneous translation may be provided for non-English speaking members of the audience at the discretion of the Member Society. Any costs for translation will be borne by the Member Society

(f) Acknowledgement of EAACI sponsorship should be made in the programme of the meeting and in any accompanying materials

(g) Applications must be received by the HQ at least 6 months before the proposed meeting will take place

(h) Participants should provide a brief report of the experience to the ExCom

(i) A meeting with the inviting Leadership must be arranged

Article 11. Bylaws Defining Specific Competencies of Executive Committee and Board of Officers

The Board of Officers (BoO) coordinates the day-to-day business together with the HQ Manager and the Headquarters (HQ).

Within the scope of the day-to-day business and all business delegated to the BoO, the BoO needs to have decision power to keep the business of EAACI effectively running. Since the decision making process of the Executive Committee (ExCom) is not mentioned in the Constitution these bylaws shall define specific competencies of the ExCom and BoO.

The ExCom has the right to ask for full financial transparency at any time.

Activity Responsibility
Develops the mission statement and the strategic programme ExCom
Revises and approves modifications of bylaws and other regulatory documents ExCom
Revises the Constitution and prepares for the General Assembly approval ExCom
Prepares Constitution, bylaws and other regulatory documents for the ExCom revision Governance Committee
Monitors and ensures compliance of EAACI activities with internal and external regulations ExCom
Prepares SOPs BoO in collaboration with the HQ Manager and other bodies (e.g. Committees)
Approves SOPs ExCom
Ensures ExCom is fully informed of all EAACI activities BoO
Streamlines the integration among all EAACI activities BoO
Primary contact with FS, sponsors and other third parties BoO
Ambassador/spokesperson for EAACI in the allergy field ExCom
Ensures compliance with Confidentiality agreement and Conflict of Interest BoO
Ensures the functionality of the Ethics Committee ExCom
Liaison with Ethics Committee BoO
Election and dismissal of EAACI Committee Chairs, journals, website and social media Editors ExCom
Revises and approves the annual budget ExCom
Revises and approves the location for the yearly Congress and Focused Meetings ExCom
Selection of providers based on bid rules BoO
Reviews and approves new income proposals according to the EAACI policy ExCom
Reviews and approves investments in compliance with the EAACI policy BoO
Approval of the contracts with third parties BoO
Signature of the contracts with third parties Three with signature in the commercial register, with one being the President.  In the absence of the President, the Secretary General will act as deputy for collective signing by three.
Approval and executing the payments Treasurer
Legal fees and other services (editorial and secretarial services, professional language check, etc.) significantly exceeding average rates BoO
Honoraria ExCom
Signature in the commercial registry BoO (except the Past President) and the HQ Manager. Collective signing by three is needed, with one being the President. In the absence of the President, the Secretary General will act as deputy for collective signing by three.
Guides and supervises HQ HQ Manager in cooperation with the BoO
Recruitment, employment, salaries and bonus of the HQ staff except the HQ Manager BoO in cooperation with the HQ Manager
Approval of employment and dismissal of the HQ Manager ExCom by physical or electronic vote
Recruitment, salary and bonus of the HQ Manager BoO
Reviews and selects speaker support and NAS submissions BoO
Approves speaker support and NAS submissions ExCom

Any other urgent day-to-day business can be delegated by the ExCom to the BoO.

All WG have independent activities and budget. They report regularly to the Science Committee Chair that pools all info into one comprehensive report to the ExCom WG Chairs and Secretary are the board of the Science Committee. They should meet during the annual congress and anytime needed during the year and provide the yearly scientific roadmap with priorities, strategy, tools, division of tasks and responsibilities.

Election Committee

Election Committee will analyse for eligibility all submissions of the candidates for elections within EAACI in terms of declaration of interest, possible conflict of interest and/or loyalty and compliance with the EAACI Governance rules (previous assignments, number of mandates, etc.). In cases of doubt the candidate can be required and has the right to provide further clarifications. The Committee checks the correctness of the election process and validates the election procedure and the outcome. The Election Committee may be involved upon decision of the ExCom in any appeal put forward by an individual member without affecting the initiation of the mandate of the elected individuals.

The Election Committee acts via individual input from each member. In case of major disagreement between the opinions of the Committee members the issue will be brought for decision to the ExCom.

The Election Committee works remote via emails and/or TCs.

The Election Committee shall report to the EAACI Executive Committee any time requested by the ExCom but at least once a year

Article 12. EAACI Working Groups

In order to strengthen the impact of EAACI matters related to allergy and clinical immunology, EAACI decided to form Working Groups.

a. A Working Group should represent an area of specific interest, not represented by a Section/Interest Group, that needs to be considered in more detail.

b. The purpose of the Working Group is to suggest task forces, scientific sessions and educational programmes within their specific areas.

c. Any EAACI member can propose to their Section/Interest Group or to Executive Committee that a Working Group be formed, the decision to form a Working Group needs the approval of the Section/Interest Group board of the relevant Section/Interest Group and the decision to approve any new Working Group is finally taken by the EAACI Executive Committee and notified to the General Assembly.

d. Working Groups have the choice to become independent or remain under the umbrella of a Section or Interest Group. Requests to become independent must be submitted in writing to the EAACI Executive Committee with a clear justification.

e. A Working Group is governed by a Chair, a Secretary and three board members, elected by the Working Group membership. No person may remain as a Board member for a continuous period of more than 3 terms (including periods as Board member, Secretary and Chair). The lifelong number of terms is limited to 3 terms life-long for each board.

Both WG Chair and Secretary are expected to:

  • Submit annual report and budget submission every September
  • Contribute substantially to the WG activities and Task Forces
  • Coordinate and encourage new Task Forces and projects to their WG Board
  • Responsible for TF reports are delivered according the deadline
  • Anticipate and train (Chair / Secretary) successors and actively recruit board members during the elections ensuring the scientific profile and fair representation of specialists in the area
  • Organise abstract evaluations within the WG

f. The term of Chair, Secretary and board members is two years, ideally coinciding with that of EAACI Officers. However, a Working Group can start anytime after the approval by the Executive Committee

g. The Working Group Chair is responsible for managing, organising and leading the Working Group meetings and activities. The Working Group Secretary is responsible for helping the Chair and substitute the Chair on demand.

h. The Chair and Secretary of a Working Group may be re-elected once for a second period to either post but may not hold office continuously (in either post) for more than than 2 terms. No person may remain as a Board member for a continuous period of more than 3 terms (including periods as Board member, Secretary and Chair). The lifelong number of terms is limited to 3 terms life-long for each board.

i. Nobody may be a Chair or Secretary of more than one Working Group/Interest Group/Section. However, any EAACI member can participate in business and scientific meetings of several Interest Groups or Sections.

j. Working Group Chair and Secretary should not be current members of a Section or Interest Group board. Working Group Chair should not be chosen from current members of the Executive Committee.

k. The Working Group report directly to their Interest Group/Section board (if applicable) or directly to the Executive Committee if independent (via the Interest Group/Working Group representatives) and are represented as a whole to the Executive Committee by the Interest Group/Working Group representatives or Section.

l. WGs are represented at the ExCom by IG/WG Representatives. The ExCom elect the IG/WG Representatives from the upcoming IG/WG board members applying for that position. IG/WG Representatives are proposed to the General Assembly after elected by the EAACI ExCom, to serve on the ExCom with voting rights for one term (2 years) coinciding with that of EAACI Officers. The nomination of IG/WG Representatives for this office takes place during the ExCom meeting prior to the Annual Congress. Nominated IG/WG Representatives are expected to liaise with all IG/WG officers to communicate IG/WG issues to the ExCom.

m. All Working Groups will be evaluated every two years and it will be decided whether they should continue as a Working Group. The evaluation will be carried out by the Interest Group/Working Group representatives and approved by the Executive Committee.

Article 13. Focused Meetings

a) Venue requirements

The venue requirements (number of rooms, room size and set-up, exhibition space, social events, etc.) vary depending on the actual meeting, meeting format and budget available. The requirements will be clearly defined in the call for venue proposals (see section b) below).

b) Organizing Committee/venue selection process

The call for FM Chairs is sent to all EAACI Members (incl. the Chairperson(s) of the relevant Section(s) and/or Interest Group(s)) with the aim of getting at least 3 proposals from experienced and motivated candidates from different countries per call. The proposer should liaise with the respective EAACI Section/Interest Group Chairs before submitting the respective proposal. For physical and hybrid meetings at least one Chair needs to come from the same country as the proposed venue – Local Chair. Additionally, proposals for specific host cities and hotels/universities/institutes (from the same countries as the proposed local Chairs) can be submitted to the EAACI HQ for consideration. If possible, facilities of universities/institutes shall be proposed.

In the best case, the place (city/country) and date of the next edition should be announced during the actual meeting. More detailed information and exact timelines are covered in the EAACI SOPs for Focused Meetings Venue Selection.

c) Constitution, roles & responsibilities of OC/SPC

OC (Organizing Committee):
The FM Chair proposes to the ExCom 2-3 (local) Co-Chairs and up to 4 members to constitute the Organizing Committee. For physical and hybrid meetings the local Chair needs to be from the same country as the event is planned in.
The respective Section/Interest Group Chair needs to be represented in the OC.
As for PAAM, the chair of the EAACI Pediatric Section will automatically act as main chair of the meeting and will be involved, together with the EAACI Pediatric Section Board and EAACI VP Congresses, in the proposal to the ExCom of the venue and local chairs/organising committee.

The main responsibilities of the OC are:

• Propose the place and date of the respective event – these are subject to approval by the EAACI ExCom
• Appoint the SPC – this is subject to approval by the EAACI VP Congresses and VP Science
• Form the scientific programme together with the Scientific Programme Committee, EAACI VP Congresses and EAACI VP Science
• Liaise with the HQ for sponsoring/exhibition opportunities
• Provide input where needed for marketing activities coordinated by HQ
• Contribute to the project planning (e.g. timelines, budget, etc.) and logistical aspects (e.g. social events) together with EAACI HQ which has the operational project lead

SPC (Scientific Programme Committee):
The SPC is appointed by the OC. The number of involved SPC members can vary depending on the actual meeting, meeting format and budget and is subject to approval by the EAACI VP Congresses and EAACI VP Science. The SPC is mainly responsible for aiding and advising the OC with forming the scientific programme.

d) Number of involved faculty members

The number of involved faculty members (speakers, chairs, moderators, etc.) can vary depending on the actual meeting, meeting format and budget available. The faculty member/delegate ratio and specifically involvement of oversea faculty shall be kept at a reasonable level. The faculty member list is subject to approval by the EAACI VP Congresses before invitations are being sent out.

e) Meeting language

The official language of all EAACI Focused Meetings is English.

f) Budgets

A first budget outline needs to be approved by the VP Congresses and the Treasurer before starting with all logistical organization. Budget updates have to be shared periodically with the VP Congresses for information. In case of major budget deviations or additional costs, the VP Congresses has to be informed as soon as possible in order to report to BoO/ExCom if needed.

The event budget normally includes:

Expenses:

  • Room rental cost
  • Other venue-related costs (furniture/plants, room set-up, hostesses, posters/e-posters, etc.)
  • Catering
  • Social events
  • Technical equipment & IT (technicians, WIFI, webcasting, etc.)
  • Marketing related expenses (signage, mobile app, printed matters, EAACI booth, etc.)
  • Travel/hotel expenses*
  • Various expenses (committee-related costs, travel grants, poster prices, abstract handling fees, site inspection costs, etc.)

Income:

  • Registration fees
  • Income from sponsors/exhibitors

*The specific benefit policies are covered in the EAACI SOPs for Focused Meetings Benefits.

g) Professional Congress Organizer (PCO)

EAACI may appoint a Professional Congress Organizer (PCO) to organize certain aspects of the Focused Meetings depending on the size of the meeting, the resources and expertise available within HQ. EAACI shall appoint if ever possible only one PCO across different Focused Meetings and define a reasonable term of collaboration. In some cases, local PCO can be appointed in addition to existing PCO or as a primary meeting organiser. Relationships between EAACI and PCOs are regulated by a contract approved by the ExCom.

h) Registration fees

The registration fees for each Focused Meeting are set by the ExCom and proposed by the VP Congress together with the LOC. They can vary based on the meeting format and budget available.

The ExCom decides about early and late registration fee categories if applicable and also decides which services may or may not be included in the registration fee upon proposal from the VP Congress and LOC.

For digital participation, reduced fees may be explored and are subject to approval by the EAACI ExCom.

j) Collaboration with other scientific societies

EAACI may collaborate with other scientific societies for specific Focused Meetings.
In such cases, responsibilities and financial aspects have to be clearly regulated by a contract or MoU which are subject to approval from the EAACI ExCom.

k) Allocation of Industry Symposia

The Local Chair and VP Congresses is responsible for the allocation of potential industry symposia within the programme together with the EAACI Sponsoring Manager, which requires approval by the BoO. If possible, industry symposia shall be allocated outside of other scientific sessions (e.g. during breaks, lunch or in the evening). If a conflict with the scientific programme cannot be avoided for whatever reason, it has to be ensured that there are at least no thematical overlaps between the respective sessions.

l) Alternative event formats

The EAACI VP Congresses may brainstorm together with the respective ExCom Group and LOC about the implementation of alternative event formats such as digital and hybrid event formats. The final decision about the meeting format will be made by EAACI ExCom after taking into consideration a risk/benefit assessment and cost projection of different scenarios.

m) Event insurance

The Focused Meetings shall be covered by insurance, if possible by the same provider as for the Congress.
In any case, a clear force majeure clause needs to be included in any contract with suppliers.

n) Crisis management/emergency plan

A crisis management/emergency plan needs to be put in place covering different crisis/emergency scenarios before and during the event (such as strikes, outbreak of communicable diseases, any other force majeure causes, fire, terrorist attacks, etc.). These guidelines will be put together by the HQ team of EAACI under supervision of the BoO and should guarantee timely and concise actions and a clear communication in case of potential incidents.

o) Terms and conditions for Registrations/Abstracts

Concise terms and conditions following pre-defined templates have to be established for Focused Meetings. Changes to these templates are subject to approval by the BoO.

Article 14. EAACI Structure where Elections are not possible due to lack of Candidates

The Executive Committee will evaluate the activity and the importance of that particular group
If considered of strategic importance ExCom will nominate a Delegate Chair and a Delegate Secretary that will be responsible for running the activities for 2 years and for ensuring enough candidates for the next election round.

Article 15. Knowledge Hub Committee

The Knowledge Hub Committee is a permanent body instituted by the EAACI Executive Committee (ExCom) to carry out the review and allocation of content for the EAACI Knowledge Hub.

The Knowledge Hub Committee is composed of two automatic elected positions (President and Vice-President Education & Specialty). SPC Chair and Knowledge Exam Chair will be included as adjunct members. The Committee is coordinated by the Chair, who is responsible for coordination of activities, communications for content collection and overseeing the Committee budget.

The Chair is voted by ExCom, the Secretary is voted by the Committee.
All Committee members serve a two-year mandate, eligible once for re-election to the same post.
The Knowledge Hub Committee shall report to the EAACI Executive Committee any time requested by the ExCom but at least once a year.

Specific Tasks and Procedures

The EAACI Knowledge Hub is a platform designed to combine EAACI’s digital initiatives as well as providing a point of reference for scientific education, knowledge disseminating, professional networking, research
development discussions and much more.

The eLearning platform is the first element of the EAACI Knowledge hub, and will host webcasts, podcasts lectures, event sessions and assessments, collected and uploaded in a continuous manner throughout the year.

EAACI Family groups (sections, interest/ working groups, task forces, journals, event speakers, NAS etc.) will be approached regularly to propose new learning content, and their proposals will be collected by EAACI HQ.

Industry collaborators will be part of the Advisory Committee, to suggest content (on a basis of regular meetings or individual initiatives) to be developed by EAACI Family groups, which can be supported by unrestricted grants. In addition, industry companies will be able to apply for their own content to be uploaded onto the eLearning platform. This content will not be CME accredited and will be labelled as generated by industry.

The Knowledge Hub Committee is tasked with thoroughly reviewing the above-mentioned proposals: checking if eLearning module topics suggested are relevant from the EAACI perspective, and if designated speakers are suitable.

The Committee is also expected to come up with sound proposals for eLearning content throughout the year, indicating responsible speakers and topics, and coordinating the development of these modules, in accordance with relevant current guidelines, eg. the Royal College of General Practitioners guidelines and the UEMS Training Requirements for the Specialty of Allergology Syllabus.

Once modules are edited and finalised, the Knowledge Hub Committee is responsible for checking their content for quality, and/or CME credit applicability.

The Committee meets at least once a month in a remote meeting. The Committee should meet at least once per year face-to-face, if possible.

Code of Conduct and Funding Sources

Code of Conduct

The objectivity and transparency of non-profit organisations like EAACI is critical to carrying out their mission. Income derived from fees, congress and meeting profits are devoted to current activities, research and travel awards, and initiatives of interest to members. As a member of the Alliance for Biomedical Research in Europe EAACI fully adheres to this code of conduct between healthcare professionals and scientific organisations which can be found here, such as the Code of Ethics developed by the EAACI Ethics Committee. While they may need adaptation to specific settings they are an important agreement on common ethical values and will be a prerequisite for our doing.

For Guidelines projects, please refer to the EAACI COI Guidelines here.

Founding Sources

More information regarding industry related income and our Founder Sponsors list can be found here.

Reporting

Visit the MyEAACI portal.

Note: Only EAACI members with good standing membership for the current year have access on those documents.

  • EAACI General Assembly 2021
  • EAACI General Assembly 2020
  • EAACI General Assembly 2019
  • EAACI General Assembly 2018
  • EAACI General Assembly 2017
  • EAACI General Assembly 2016
  • EAACI General Assembly 2015