1. It is a FEPTO member organisation (or a temporary organizing committee of member organizations) that invites. It is not a person who invites. But what we call the “local” organization delegates some persons, forming a local committee.
2. When the local organization invites FEPTO, they take the responsibility (work, manpower, finances) to invite inside an in FEPTO usual maximum for hotel costs and registration fee and to offer the needed facilities.
3. The local organization and FEPTO organize or better co-create the meeting together, but there are differences in responsibility, the local organization being mostly the host for the event during one week (but prepared during more than one year) and FEPTO being mostly in charge of the professional, scientific and associational aspects of the meeting and the continuity.
4. As host, the local organization has the responsibility but asks the approval from FEPTO for:
   – Conference center with the needed conference rooms with the needed material for presentation and an office with possibility of telephone, photocopy, PC for redaction and printing, e-mail…
   – Hotel, B&B, Catering Coffee or tea, biscuits, fruit juice.
   – Social programme, excursion, special dinner with local atmosphere, meeting of local psychodrama societies. Also a social programme for accompanying persons. Tours before or after the meeting.
   – A documentation file for each participant with the agenda of the meeting, list of participants with their addresses, documentation about the country, the place and neighbourhood, psychodrama in the country, the more scientific and organizational documents given by FEPTO, tickets for meals, invitation for a reception. Also some paper and a ball-point.
5. The local organizing committee is also in charge of the programme and the organisation of the professional, scientific and associational meetings, which is to be discussed with FEPTO (especially the AM-chair and -committee). The FEPTO-Council is in charge of the GA and the voting with the help of the local organizing committee.
   Guest persons at the meetings are invited by FEPTO. Scholarships are decided by FEPTO and given from 10% of the present registration fees and the profit of previous meetings.
6. The necessary announcements are made by the host organization, but FEPTO gives advice and reviews before printing. In the first announcement, the local organization has to tell about the country, the place (photo), the environment, travel possibilities (train, taxi,.. from the airport ) to reach the place, conference and hotel facilities and about costs, inscription forms, modes of payment, visas, … to attract, tempt people to come to a foreign place
   FEPTO tells about the programme, the theme of the meeting, the goals, also to attract participants.
   The cost of the announcements has to be in the conference budget. Announcements in FEPTO News are paid by FEPTO
7. Finance. They are mostly about the host function, so the local organizing committee is responsible for making the budget and the accounts. FEPTO has to introduce its planned costs (e.g. photocopies) and 10% for scholarships in the registration budget. The profit goes for more scholarships the next year.

2. Registration procedure for the Annual Meeting of FEPTO

Due to the limited numbers of participants and in respect of the FEPTO Annual Meeting spirit and goals the Council decided that:

• Each training institute can send 3 representatives.
• Each accrediting institute can send 2 representatives.
• The local organizers can send two more participants.
• The institutes/organizations decide who will be their representative for the FEPTO Annual Meeting. To ensure a continuity of work and exchange it is advisable to have the same representatives for some years.
• Psychodramatists who want to register for the FEPTO meeting, even if they have been participant in previous meetings, have to be delegated by their institute/organization as representative or as delegate.
• The local organizers take it for granted that someone who registers is authorized by the psychodrama training institute or accrediting organization she/he belongs to.
• The local organizers accept only the first three people from a training institute or the first two from an accrediting institute. In case they receive more registrations than allowed by the regulations, they notify the institute in order to get a decision.
  The local organizers inform the FEPTO members of this procedure and announce that the participants should be trainers or practitioners. This procedure was published in the FEPTO Newsletter 9.2.

Students, practitioners and trainers are welcome to register for the FEPTO Post- or Pre-Meeting-Conference.

Representative: is an individual who represents the member organisation.
Accompanying people: refers only to representatives and not to guests. Only representatives can come with an accompanying person.

Guests
• A guest is a participant of the FEPTO Annual Meeting who is invited by the Council to represent an institute that is not yet a member of FEPTO or for another special purpose (e.g. lecture).
• Members of the past and present Councils are permanent guests of the AM and need no invitations.
• Representatives of candidate members or interested psychodrama training or accrediting organizations can be invited by the council. According to the guidelines they need a member of FEPTO to be their “godfather” who introduces them as guests at the annual meeting.
• The local organizers have to check the invitation of a guest with the registration.
• The council has to give a copy of each invitation or a list of guests to the LOC (Local Organizing Committee).
• And a guest has to send a copy of the invitation with the registration.

So if the LOC receives a registration of someone who is neither a representative nor a founding member and has no invitation they have to refer the guest to the council/AM chair for clarification.

3. Some experience in preparing an Annual FEPTO meeting