CONFERENCE PREPARATION
General Research and Preparation
There are three equally important aspects of delegate preparation: structural, substantive, and positional
preparation. Structural preparation equips the delegates with basic tools, including an understanding of
the rules necessary to perform in committee. The substantive element provides a groundwork of specific
information on the topic areas. Finally, positional preparation requires the students to adopt perspectives
that are not their own. With this in mind, Diplomathon provides two tools to aid you: this Guide to
Delegate Preparation & Background Guides. Together, these will ensure you will be ready for the
conference. Beyond reading and understanding the material we have provided, the more practical
experience you can acquire through debate, resolution-writing, making presentations, and the like, the
better prepared you will be.
Structural Preparation
In order to perform in committee, delegates must have an understanding of the basic structural
elements. This Guide to Delegate Preparation covers most of that information. Herein, you may find an
overview of the Rules of Procedure, and the resolution writing process. Diplomathon views the
application of rules primarily as a means to the end of a smoothly functioning committee, and
secondarily as an indicator of delegate performance. Mock sessions in the classroom or club and other
practice can be very useful in learning these rules.
Substantive Preparation
The Background Guides are a result of extensive research and effort on the part of the Substance &
Quality Team and are the foundation of substantive preparation for each committee. We suggest that
you read them, discuss them, and read them again. If a delegate has not read and absorbed the
information in the Background Guide, he or she will not be able to contribute effectively to the
committee. An early start on the Background Guides will enable you to fully understand the topics and
begin to flesh out your own ideas. Remind yourself that you must act as policymakers, analyzing and
molding the information you have received into solutions and resolutions. Discussions with other
delegates will also help you develop your ideas. While the Background Guide will provide most of your
substantive preparation, independent research is useful, rewarding and necessary for a successful
conference. Research on the topic areas should be carried out in conjunction with the exploration of
country policies.
Guide to Delegate Preparation / Positional Preparation
Diplomathon requires delegates to adopt the position of a specific country throughout the simulation.
This is a key element of the “international” experience of Diplomathon as it forces delegates to examine
the perspectives, problems, and policies of another country at a very fundamental level. It is also one of
the most difficult aspects of Diplomathon because students must confront inherent biases of their own
national perspectives and historical information.
Important Notes
All the Participants are Addressed as Delegates
The Delegates are request to converse specifically in third person
The Motions or Points are to be presented to the committee after the Executive Board has
requested for the same
RULES OF PROCEDURE
1. Applicability: The below mentioned rules are applicable to all the committees being simulated
at Diplomathon conferences or any of its affiliated conferences unless specific instructions have
been provided for in the rules. Any deviation from the rules mentioned requires written
permission from the Secretary General of the organisation.
2. Language: English will be the official and working language of the conference
3. Representation: All councils shall have delegate’s representing one country having one vote.
Non-governmental Organizations & Special Observers shall be allowed to vote on working
papers, amendments and resolutions that pertain to them i.e. in an agenda which is directly
concerning them. On all other agendas they will be allowed to vote on all issues except working
papers, amendments and resolutions. In case of a dispute Chairperson shall be final and binding.
4. Attire: Delegates and the Executive Board members are expected to wear Western Formals.
5. Use of Electronic Equipment: The use of mobile phones, laptops, notepads and such other
electronic devices is not allowed during committee time. The same can be used only during
Unmoderated Caucus.
POWERS OF THE ORGANISING COUNCIL & EXECUTIVE BOARD
1. Executive board: The Executive Board are members who look into matters of quality of debate
in a particular committee & double-up as moderators & judges for the committee. The decision
of the Executive Board who can be addressed either as Chair / Vice Chair / Executive Board on
matters regarding debate is final and binding on all delegates. Any deviation from the rules of
procedure, which is final and binding on the delegate needs written permission and consent from
the Secretary General of the conference. Also if a delegate is not behaving in a parliamentary
fashion he/she can be barred from council after being given three warnings. The Executive
board has the power to question any delegate and ask for justification about his/her stand on a
particular issue if they feel it is contrary to their country policy or could help enlighten
committee better.
2. Appeal: The delegates have an option to appeal to the chair, if dissatisfied with the verdict of
the chair or if they wish to question the chair about the way they are conducting the committee.
Example: After being recognized ‘Permission to appeal to the chair’, on being given permission,
the delegate can voice his/her grievance to the chair within a minute’s time frame, after which
the chair may or may not take into consideration the delegate’s recommendation. A delegate if
further dissatisfied with the verdict of the Executive board can raise a plea to follow up. A
maximum of two pleas will be allowed which may or may not be recognised.
3. Secretary-General: The Secretary-General has sweeping powers bestowed upon him/her and
his/her decision is final and binding and cannot be challenged in relation to matters regarding
debate.
RULES REGARDING DEBATE
1. Quorum: The minimum number of member countries present in council should be at least 1/5th
of total committee strength.
2. Setting an Agenda: A committee shall decide for the agenda in the following manner:
a. The Chair will call for any points or motions on the floor, to which a delegate can rise to a
motion to set the agenda to a particular topic area.
How to Motion - “The Delegate of (NAME OF COUNTRY) would like to raise a motion to set
the Agenda to (NAME OF THE AGENDA)”
b. The chair shall call for those who are against the motion. If there is any opposition then there
shall be 1 speech for and 1 against the topic area both to a maximum of one and a half minute each.
c. This shall be followed by an informal vote by a show of placards, a 51% or more majority is
required for the motion to pass. If the motion fails then the second topic area automatically is set for
discussion and if there is no second agenda, then the council moves into an Emergency Debate.
However, using their discretionary powers the Executive Board can pass the Agenda
3. Speakers’ List: A speakers’ list is automatically opened and remains open throughout the
discussion of the topic area unless committee chooses to move into a moderated caucus or
unmoderated caucus. A speakers’ list is a mandatory session which starts immediately after the
Agenda passes where a delegate expresses his/her country’s stand on the topic area along with a
proposed solution from their country. The time limit is pre-set to one and a half minute per delegate.
4. Yields: At the end of a speech in the speakers list (yields cannot be exercised during any other
part of debate), a delegate has the following ways to yield which are compulsory:
a. Yield to another delegate: This is only applicable if the delegate has more than 15 seconds of
his/her time remaining. He/she can give his/her remaining time to another delegate.
b. Yield to questions: The delegate can yield to questions, a maximum of two Questions can be
asked and maximum two follow ups per question can be entertained with the permission of the
chair.
c. Yield to comments: The chair recognizes two 30-second comments.
d. Yield to the Chair: Such a yield should be made if the delegate has finished speaking. The
Chair will then utilize the delegate’s time either by entertaining questions, comments or both
from the committee or move to the next speaker. A yield to the Chair is in order, but not
automatic, when a speaker’s time has elapsed.
5. Moderated Caucus: The purpose of the moderated caucus is to facilitate substantive debate at
critical junctures in the discussion. A motion for a moderated caucus is in order at any time when the
floor is open, prior to closure of debate. The delegate making the motion must briefly specify a topic, a
speaking time, and an overall time limit, not to exceed twenty minutes, for the caucus. Once raised, the
motion will be voted on immediately, with a simple majority required for passage. The Chair may rule
the motion dilatory and his or her decision is not subject to appeal. If the motion passes, the Chair will
call on delegates to speak at his or her discretion for the stipulated time. Only speeches will be counted
against the overall time of the caucus, and each speech will be counted as taking up the full duration of
the speaking time. If no delegates wish to speak, the moderated caucus will immediately conclude, even
if time remains in the caucus. The Chair may also decide, subject to appeal, to suspend the caucus early.
How to Motion - “The Delegate of (NAME OF COUNTRY) would like to raise a motion to enter
a Moderated Caucus for Topic (NAME OF THE TOPIC) , Total Time (20 Minutes Maximum) &
Time per Speaker (1 Minute Maximum)”
6. Points: During the course of debate, the following points are in order:
[Link] of Personal Privilege: This is the only point that can interrupt a speaker and is used when
a delegate cannot hear the speaker or is experiencing discomfort and wishes to be excused from
committee
[Link] of Parliamentary Inquiry: This cannot interrupt a speaker and is exercised when a
delegate wants to know anything about the procedure from the Executive Board.
[Link] of Order: This is to point out the procedural inconsistency or deviation from the existing
rules of procedure.
[Link] of Information: This is a point that helps to clarify any factual inaccuracy in a delegate’s
speech. If one finds that another delegate has misstated a particular fact after the completion of
the delegate’s speech, one may raise his/her placard and on being recognized may ask for valid
documentation supporting the delegate’s facts. This point cannot however be used for
questioning a change in the country’s policy. The accepted sources of documentation for all
committees, organs and special simulations of the United Nations are: Reuters, Amnesty
International and any other such credible source approved by the executive board. For Indian/
Regional Bodies the accepted source is dependent on the presiding officer/chair of the
committee.
Order of Recognition of Points:
a. Point of Personal Privilege b. Point of Information c. Point of Order d. Point of
Parliamentary Inquiry
7. Unmoderated Caucus: An unmoderated caucus temporarily suspends formal debate and allows
members to discuss ideas informally in the committee room. A motion for an unmoderated caucus is
in order at any time when the floor is open, prior to closure of debate. The delegate making the
motion must briefly explain the purpose of the motion and specify a time limit for the caucus, not to
exceed twenty minutes. The motion will be put to a vote immediately, and a simple majority is
required for passage. The Chair may rule the motion dilatory and his or her decision is not subject to
appeal. The Chair may prematurely end an unmoderated caucus if the Chair feels that the caucus has
ceased to be productive, and this decision is not subject to appeal.
How to Motion - “The Delegate of (NAME OF COUNTRY) would like to raise a motion
to enter an Unmoderated Caucus for Total Time (20 Minutes Maximum))”
8. Working Papers: Working papers are the first step towards a resolution. They are the result of
caucusing and coordinated writing efforts by the delegates. A working paper provides the delegates
with exactly what the name suggests—something to work on. It is the first attempt to place the
abstract ideas from debate and position papers into written form. Working papers are concrete in
that they are relatively formal, yet they are also flexible because they are not bound by the format of
resolutions. They are usually one page proposals and help to focus discussion on certain aspects of
the entire topic at hand (see the sample working paper). Likewise, as the papers themselves are
rough drafts, they can be combined or altered to piece together a coherent resolution. This is key. In
the working paper stage, it is very important for the committee to gain as much consensus as
possible. During this interim step toward a resolution, some of the most valuable debate takes place.
If problems are dealt with during this phase, the resolution process will usually be much smoother.
The Chair has power over the working paper process; the paper must be approved by the Chair (but
requires no delegate signatures) before it can be copied and handed out. Please note that there is no
set format for working papers; the sample working paper attached as an appendix at the end of this
guide is just one example of a possible working paper. If a working paper is passed it has to be
incorporated in the resolution. The voting on a working paper can be done in an informal way by a
show of placards.
How to Motion - “The Delegate of (NAME OF COUNTRY) would like to raise a motion
to Introduce a Working Paper”
9. Resolution: The solution to the entire agenda is called a resolution. A resolution requires a
minimum of 1 author and 3 signatories to be introduced to council. This minimum requirement
holds true for every council irrespective of the council size. An author is one who formulates the
resolution and cannot vote against the resolution, whereas a signatory is a person who simply
consents to having the resolution being discussed in council and can exercise his/her vote in the way
he/she pleases. In case of multiple resolutions being brought to the Chair at the same time, the one
with more number of signatories shall be put to the committee first for voting. A resolution before
being introduced requires the prior approval and signature of the chair. The voting on introduction
of the resolution for debate can be done in an informal manner however, the voting regarding the
passing of the resolution must be done through Formal voting procedure.
How to Motion - “The Delegate of (NAME OF COUNTRY) would like to raise a motion
to Introduce a Resolution”
10. Amendments: All amendments need to be written and submitted to the executive board. The format
for this is authors, signatories and the clause with mentioning the add, delete and replace. There are
two forms of amendment, which can be raised by raising a Motion for amendment and approval of
the chair: Amendments that are introduced by any other need not be voted upon by the council and
is directly incorporated in the resolution. You need a simple majority in order to introduce a normal
amendment.
How to Motion - “The Delegate of (NAME OF COUNTRY) would like to raise a motion
to Introduce an Amendment”
11. Formal Voting: After debate is closed on any topic area or amendment, any delegate may request a
Formal Vote to pass a Resolution. The Chair’s decision whether to accept the motion for a formal
vote may not be appealed. Such a motion may be made from the floor. Voting will be at the
discretion of the Chair in all committees.
How to Motion - “The Delegate of (NAME OF COUNTRY) would like to raise a motion
to commence Formal Voting”
In a formal vote, the Chair will call all countries noted by the dais to be in attendance in alphabetical
order.
• In the first sequence, delegates of countries may vote “Yes,” “No,” “Abstain,” “Pass,” “Yes with
rights,” or “No with rights.”
• A delegate may only request the right of explanation if his or her vote appears to constitute a
divergence from his or her country’s policy and if he or she votes “Yes with rights” or “No with rights”
in the first round of voting. After all delegates have voted, delegates who stated their vote with rights
will be granted 30 seconds each to explain their votes.
• In the second & final sequence, delegates of countries may vote “Yes,” “No,” “Abstain”
• A delegate who passes during the first sequence of the formal must vote “Yes” or “No” during the
second sequence. The same delegate may not request the right of explanation.
• The Chair will then announce the outcome of the vote.
12. Challenge: This is when a delegate can challenge another delegate over a particular issue for a
specified period of time; this may be over a particular sub-topic or country policy. This is one on
one debate.
How to Motion - “The Delegate of (NAME OF COUNTRY) would like to raise a motion
to challenge the Delegate of (NAME OF COUNTRY ) over Topic (NAME OF TOPIC)
for a time duration of (MAXIMUM 3 MINUTES).’
13. Question Answer Session: This is when many delegates need to ask questions to a delegate. Any
delegate may call for the same and committee can ask a maximum of up to 10 questions to that
delegate.
How to Motion - “The Delegate of (NAME OF COUNTRY) would like to raise a motion
to enter a Question Answer Sessions with the Delegate of (NAME OF COUNTRY ) over
(10 Questions MAXIMUM)”
14. One for One Against: This is when the committee usually cannot decide on a particular issue and
before the final vote needs to hear both sides of the argument.
How to Motion - “The Delegate of (NAME OF COUNTRY) would like to raise a motion
to enter a 1 For 1 Against over (NAME OF THE TOPIC)”
PRECEDENCE OF MOTIONS
Precedence: Motions will be considered in the following order of preference. If a point or motion is on
the floor, points or motions lower on this list are out of order.
1. Procedural Points
a. Points that may interrupt a speaker:
i. Points of Personal Privilege
b. Points in order only when the floor is open, i.e.
i. Points of Information
ii. Points of Order
iii. Points of Parliamentary Inquiry
2. Procedural motions:
a. Adjournment of the Meeting
b. Suspension of the Meeting
c. Unmoderated Caucus
d Moderated Caucus
e. Introduction of a draft resolution / working paper / amendment
f. Formal Voting
g. Question & Answer Session
h. Challenge
Sample Working Paper
The purpose of the working paper is to clearly communicate the interests of one or more countries.
Please note that there is no set format for working papers; the below is just one example of a possible
working paper. To facilitate the photocopying and delivery, working papers should include the name
and topic of the committee. After receiving the approval of the Director, working papers may be copied
and distributed to the committee.
Committee: UN Commission on Trade and Development Topic: Generalized System of
The authors of this working paper believe that a GSP should be set up so that Least-Developed
Countries (LDCs) receive preferential treatment from Developed Countries (DCs). To that end we
propose:
1. Each DC reduce its tariffs to the lowest level possible. This level will be determined by the below
created subcommittee.
2. Bilateral trade agreements should be pursued for further reductions in tariffs.
3. Trade preferences should be granted in the following areas: a) Agriculture b) Manufactures c) Semi-
manufactures d) Raw materials
4. Decisions on giving nations preference in product coverage should be made in consultation with the
affected LDC. Annual re-evaluation of coverage shall take place with the LDC with dispute going to the
below-created subcommittee.
5. A subcommittee of UNCTAD should be created with equal membership of developed and
developing countries. This subcommittee would have the following powers:
a) To mediate disputes between preference givers and receivers
b) Make recommendations which all countries should follow
c) Serve as a forum for airing grievances relating to the GSP
d) Report regularly to the Secretary-General
6. Membership should be as follows:
a) Five permanent nations from the DCs
b) Five permanent nations from the LDCs
c) Ten members elected annually by UNCTAD
The voting rights will have to be worked out, but the UN format for subcommittees seems best. Of
course, we are amenable to change.
Sample Draft Resolution
Committee: Commission on Information Regulation
Topic: International Newsflow Imbalance
Signatories: Algeria, Belize, Cambodia, Cameroon, Dominca, Ecuador, Egypt, Ethiopia, Finland,
France, Greece, India, Indonesia, Kenya, Lebanon, Madagascar, Malawi, Mali, Mozambique, Nepal,
Nicaragua, Oman, Pakistan, Palestine (observer), Slovenia, Solomon Islands, South Korea, Spain,
United Arab Emirates, Uganda, Ukraine, United Kingdom, Venezuela
The Economic and Social Council,
Recalling its Resolution A/36/89 of 16 December 1981, “The Declaration on Fundamental Principles
Concerning the Contribution of the Mass Media to Strengthening Peace and International
Understanding,”
Recalling also Article 19 of the Universal Declaration of Human Rights, “Everyone has the right
to...receive and impart information and ideas through any media and regardless of frontiers,”
Recognizing that the problem of newsflow imbalance is that two-way information among countries of a
region is either nonexistent or insufficient and information exchanged between regions of the world is
inadequate,
Realizing the need for all Sovereign Nations to maintain their integrity and still play an active role in
the international system,
1. Recommends that a three-level information interchange system be established on the National,
Regional, and International levels to ameliorate the current problems of newsflow imbalance, which
is to operate as follows:
a. Each region’s member nations will report their national information and receive the
information of other nations in their region from the regional level of this interchange
system;
b. Nations will decide the character of the newsflow media best suited to the need of their
sovereign territory, be this printed, audio, or audiovisual;
c. Regional News Gathering Agencies will serve to gather information from the nations in their
region, and these boards will have no editorial discretion and will serve to forward all
information to the International Board;
d. Each regional agency will be composed of representatives from every member nation of the
region;
e. The primary function of the International Board will be to translate information accumulated
from the regional news gathering agencies;
f. The secondary purpose will be to transmit all information gathered back to the member
nations via the regional news gathering agencies;
g. In order to expedite the transfer of information from the international to regional level the
international board will utilize a UN frequency on a European Economic Community (EEC)
satellite;
2) Proposes that the following be designated as regional areas:
a) Africa;
b) Middle East;
c) Asia and the Pacific;
d) Latin America;
e) Eastern Europe;
f) Western Europe and North America;
3) Urges the establishment of the University of International Communications, whose main branch will
be in Geneva, Switzerland with additional branches located in each of the aforementioned regions, with
the following aims:
a) The University and branches will be established with the express purpose of bringing together
world views and facilitating the transfer of technology;
b) All member nations of the United Nations will be equally represented at the University;
c) Incentives will be offered to students of journalism and communications at the University to
return to their countries to teach upon completion of instruction;
d) The instructors of the regional education centers will be comprised of a multi-partisan
coalition of educators from throughout the world;
e) The number of students admitted to the University will be contingent upon the amount of
funding provided by the United Nations;
4) Calls for the continued use of funds from the International Program for the Development of
Communications, Special Account, UNESCO, the UN Development Program, and other sources of
funding including national governments and private donors;
5) Recommends that the distribution of funds be decided by the IPDC.
Preambulatory Clauses
Affirming Deeply conscious Fully believing
Alarmed by Deeply convinced Further deploring
Approving Deeply disturbed Further recalling
Aware of Deeply regretting Guided by
Believing Deploring Having adopted
Bearing in mind Desiring Having considered
Cognizant of Emphasizing Having considered further
Confident Expecting Having devoted attention
Contemplating Expressing its appreciation Having examined
Convinced Expressing its satisfaction Fulfilling Having heard
Declaring Fully aware Having received
Deeply concerned Having studied
Operative Clauses
Accepts Declares accordingly Further proclaims Regrets
Affirms Demands* Further remind Requests
Approves Deplores Further recommends Resolves
Authorizes Draws attention Further requests Solemnly affirms
Calls for Designates Further resolves Strongly condemns
Calls upon Emphasizes Has resolved Supports
Condemns Encourages Notes Takes note of
Congratulates Endorses Proclaims Trusts
Confirms Expresses its appreciation Reaffirms Urges
Considers Expresses its hope Recommends
Decides Further invites Reminds
