Constitution & Logo - MACEOS
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Constitution & Logo

CONSTITUTION

 

PERSATUAN PENGANJUR DAN PEMBEKAL PERSIDANGAN DAN PAMERAN MALAYSIA

MALAYSIAN ASSOCIATION OF CONVENTION AND EXHIBITION ORGANISERS AND SUPPLIERS – MACEOS

 

ROS NUMBER: PPM-001-10-17121990

CLAUSE 1: NAME

(1) The Association shall be known as

PERSATUAN PENGANJUR DAN PEMBEKAL PERSIDANGAN DAN PAMERAN MALAYSIA (MALAYSIAN ASSOCIATION OF CONVENTION AND EXHIBITION ORGANISERS AND SUPPLIERS – MACEOS)

 

Hereinafter referred to as “the Association”.

 

(2) Meaning of name:

  1. An Organiser shall be a professional Convention or Exhibition Organiser, registered in Malaysia, who is involved in the conceptual stage to the final implementation of an event on a commercial basis.
  2. A supplier shall be a company registered in Malaysia who provides all other supporting products and/or services to an organizer or an event.
  3. Any organisation that is registered in Malaysia who provides products/services to the Meetings, Incentives, Convention and Exhibition and Business Events industry, hereinafter referred to as “MICE”

 

(3) Level: Lain-lain

CLAUSE 2: PLACE OF BUSINESS

(1) The registered address is

LEVEL 3, EAST WING, MENARA MATRADE, JALAN SULTAN HAJI AHMAD SHAH, OFF JALAN TUANKU ABDUL HALIM, 50480 WILAYAH PERSEKUTUAN KUALA LUMPUR

 

or at such other place as may from time to time be decided by the Committee; and the postal address is

LEVEL 3, EAST WING, MENARA MATRADE, JALAN SULTAN HAJI AHMAD SHAH, OFF JALAN TUANKU ABDUL HALIM, 50480 WILAYAH PERSEKUTUAN KUALA LUMPUR

 

(2) The registered and postal addresses shall not be changed without the prior approval of the Registrar of Societies.

CLAUSE 3: OBJECTIVE

(1) The purpose of the Association is to pursue the following objectives;

  1. To promote and encourage an orderly growth of the MICE industry.
  2. To encourage and maintain high ethical standards of business conduct and professionalism generally by those directly or indirectly so engaged in MICE organising and supplies.
  3. To protect and advance the interests of members of the Association.
  4. To promote and encourage fair and equitable trading, conduct and condition within the MICE organizing and supplying industry and the cooperation of members in all matters of mutual interest.
  5. To represent the industry generally in relation to or dealings with any governmental or quasi-governmental bodies or association, federation or agency, press or other media of communication and others having dealing with or any interest in the MICE industry.
  6. To provide information and professional advice to members and others free of cost or on such terms as may be thought fit regarding matters relating to conduct and rights and obligations of all kinds.
  7. To collect information and statistics on subjects on the industry which is likely to prove useful to members of the Association in the conduct of its affairs and to develop within the industry means of technical education.

CLAUSE 4: MEMBERSHIP

A. CATEGORIES OF MEMBERSHIP

There shall be three categories of members namely: Ordinary Member, Associate Member and Individual Member.

 

(1) Ordinary Member

  1. Ordinary membership is opened to all companies. enterprises, associations and societies who are organizers, suppliers and or organizations within the definition presented in Clause 1(2)(i), Clause 1(2)(ii) and Clause 1(2)(iii) and provided that they meet the criteria of membership laid down by the Executive Committee and amended from time to time.
  2. The applicant must be a company or enterprise, association or society registered with the Registrar of Companies or Registrar of Societies in Malaysia.
  3. They shall comply with the following criteria:
    1. Have been in the industry for at least continuously one year;
    2. Have previously organized or collaborated in the organization of at least three MICE events
    3. Have or is organising or collaborating more than one MICE event scheduled for the next 12 months
    4. The Management team shall have credible track records in the MICE industry.
  4. The applicant shall not be a company or any of its directors, shall never have been declared bankrupt, insolvent or instituted voluntary liquidation.

 

The Executive Committee of MACEOS may waive any of the above requirements at their discretion.

 

(2) Associate Member

There will be four (4) categories for Associate Membership.

  1. It is opened to all companies, enterprises and associations involved in the MICE industry who do not meet the criteria for Ordinary Membership at the point of application. These members can be recognised as Ordinary Members once they qualify the criteria of Ordinary Members as stipulated in Clause 4(A)(1)(iii).
  2. It is opened to all Associations which are affiliated with the MICE industry. Membership is by invitation only and on a contra basis in annual subscription with said applicant Association.
  3. It is opened to any companies, enterprises or associations who are non-MICE related.
  4. It is opened to all foreign companies, enterprise and Associations lawfully established or incorporated under the laws of a country other than Malaysia.

 

(3) Individual Member

  1. Individual Membership is opened to individuals who are related or have interest in the MICE industry residing in Malaysia and subject to minimum qualification criteria as specified by the Executive Committee.
  2. All Associate and Individual Members shall enjoy the same privileges accorded to Ordinary Members except that:
    1. They may not vote or stand for election at any position at any General Meeting.
    2. They may not be entitled to such privileges of the Association as determined by the Executive Committee from time to time.
    3. Provided always that Associate Members or Individual Members when they satisfy clause 4(A)(1)(ii) or 4(A)(1)(iii) hereof, may apply to be Ordinary Members (as applicable) by paying the applicable entrance fee and annual subscription fee prevailing less the amount paid by them on being admitted as Associate Members or Individual Members.

CLAUSE 5: RESIGNATION AND TERMINATION

(1) A member shall cease to be a member by either of the following actions:

  1. Resignation by registered letter from the member to the Honorary Secretary
  2. Dissolution of the member organization if it goes into liquidation
  3. Non-payment of fees within the prescribed period of three months after the same became due
  4. Continued failure to act upon MACEOS correspondence.

 

(2) Loss of membership shall be notified by the Executive Committee to the member concerned.

 

(3) A member in default of paying annual subscription for three months, shall be deemed to have resigned from membership or at the discretion of the Executive Committee, be suspended from membership and shall receive no benefits from MACEOS until their subscription have been paid in full. They shall also be disqualified from holding any office in MACEOS and shall not be entitled to vote or attend all general meetings.

 

(4) A member ceasing to be a member shall remain liable to the Association for any membership fee for which shall be liable at the date of his ceasing to be a member and which shall remain unpaid notwithstanding the termination of his membership.

 

(5) A former member may rejoin by making an application to the Honorary Secretary and upon acceptance pay the appropriate entrance fees and annual subscription.

CLAUSE 6: SOURCE OF INCOME

(1) The Entrance Fee and Annual Subscription for members shall be as follows:

  1. Entrance Fee Ordinary and Associate Members, with the exception of the invited Associations shall pay RM1200.00; Individual Members need not pay any Entrance Fee.
  2. Annual Subscription
    • Ordinary Member – RM1200.00
    • Associate Member – RM 800.00
    • Individual Member – RM 300.00

 

(2) The Annual Subscription shall be payable annually on or before 31 January.

 

(3) The funds of the Association shall be under the control of the Executive Committee who shall cause an account to be opened with a bank in Kuala Lumpur in the name of the Association into which all monies belonging to the Association shall be paid and all cheques drawn on the said account shall be signed by the President or Vice-President and counter-signed by the Honorary Treasurer.

CLAUSE 7: GENERAL MEETING

(1) A General Meeting shall be held at least once a year as soon as possible after the close of the financial year but not later than the month of May.

 

(2) All other General Meetings of the members shall be called Extraordinary General Meetings.

 

(3) An Extraordinary General Meeting of the Association shall be convened:

  1. Whenever the Executive Committee deems it desirable, or
  2. At the joint request in writing of not less than one third of the registered Ordinary Members, stating the objectives and reasons for such meeting.

 

(4) An Extraordinary General Meeting requisitioned by the registered Ordinary Members shall be convened for a date within thirty days of the receipts of such requisition.

 

(5) Fourteen days (14) notice of every Annual or Extraordinary General Meeting shall be sent to each member specifying the time and place of the meeting and the business to be transacted thereat. In the case of the Annual General Meeting, copies of the audited accounts for the previous year should be sent to all members together with the notice of meeting.

 

(6) The business of the Association’s Annual General Meeting shall be:

  1. To receive the Executive Committee’s Report and Audited Accounts for the previous year together with the Auditors’ Report thereon and if approved, to pass them.
  2. To hold election of office bearers in the Executive Committee, once every two years.
  3. To transact any other business of which not less than seven (7) clear days’ notice have been deposited in writing with the Secretary.

 

(7) For all General Meetings, the quorum shall be one third of the total registered Ordinary Members, or twice the Executive Committee members, whichever is the lesser.

 

(8) If within half an hour from the time appointed for the General Meeting a quorum is not present, the meeting shall be adjourned to the same day in the next week, at the same time and place or at such other time and place as the chairman shall appoint.

 

(9) If at such adjourned meeting, a quorum is not present after half an hour from the time fixed for the meeting, the registered Ordinary Members present shall have the power to proceed with the business of the meeting, but they shall not have the power to amend, alter or modify the Constitution, or to make any decision affecting the whole membership.

CLAUSE 8: COMMITTEE

(1) The administrative and executive body of the Association shall be an Executive Committee of 15 (fifteen) members elected by the members at an Annual General Meeting, and ex-officio. The Executive Committee shall consist of the following:

  1. The President
  2. Four (4) Vice Presidents
    1. One (1) Vice President – Exhibition
    2. One (1) Vice President – Conference
    3. One (1) Vice President – Industry Partners
    4. One (1) Vice President – Event Management
  3. An Honorary Secretary
  4. An Honorary Treasurer
  5. Eight (8) Ordinary Committee Members
  6. Malaysia Convention and Exhibition Bureau (MyCEB) shall be an ex-officio member who has no voting rights.

 

(2) In addition, the Immediate Past President shall be a member of the Executive Committee but he shall not have any voting rights at the Executive Committee meetings.

 

(3) All elected office bearers, except the President and Treasurer, will serve a two (2) year term and be eligible for re-election each term.

 

(4) The President may serve not more than three (3) consecutive terms only and be eligible for re-election after a lapse of one (1) term.

 

(5) The Treasurer may serve two (2) consecutive terms only and be eligible for reelection after a lapse of one (1) term.

 

(6) The office bearers of the Association and every officer performing executive functions in the Association shall be Malaysian citizens or non-Malaysians with a valid work permit.

 

(7) The election of the members of the Executive Committee shall be by secret ballot at the alternate Annual General Meeting.

 

(8) Each Ordinary Member shall have one (1) vote for each post for the election of the officers.

 

(9) A member may appoint a proxy to vote at any General Meeting in his place, and the instrument appointing the proxy shall be in writing under the hand of the appointee and deposited with the Honorary Secretary 24 hours before the meeting. No member shall hold more than one proxy at any one time.

 

(10) Nominees for the election must have served at least one term (2 years) as an Ordinary Committee Member before being eligible to be elected into the post of President, Vice-President, Secretary or Treasurer.

 

(11) The Executive Committee shall be empowered to co-opt or invite the attendance of any person, whether a member or not, to attend any of its meetings, but such person shall have no right to vote.

 

(12) The Executive Committee may appoint sub-committees for any purpose arising out of or connected with any of the duties, functions and aims laid down under the Constitution. Any member may become members of the sub-committees.

 

(12.1) The Executive Committee may establish Chapters of the Association within Malaysia to look into the interest of members in the specific region which it believes will assist or further the aims of the Association. The Executive Committee shall define the region and sanctioned area of focus and activities to be undertaken by the said regional Chapter, the following shall apply:

  1. The Chairperson of the respective regional chapters will be identified and appointed by the Executive Committee and will have the following responsibilities:
    1. To be the liaison person between the state authorities and MACEOS
    2. To identify and encourage industry players to join the Association
    3. To organize industry activities in the respective regions
    4. To update and report to the main Committee of the activities and progress on regular basis
  2. The Executive Committee may set aside funds at its discretion to assist in the founding or working of any such Chapters.
  3. The Executive Committee shall have the rights to regulate the proceedings of the Chapter and require reports of proceedings of the Chapter to be submitted to the Executive Committee as and when it deems necessary.
  4. The Executive Committee shall have the continuing rights to set such terms and conditions pertaining to any aspect of the said Chapter.
  5. The Executive Committee shall have the power to suspend or dissolve the said Chapter as and when it deems appropriate and/or necessary.

 

(13) The Executive Committee shall meet at least once every three months and seven (7) days notice of each meeting shall be given to the members. The President acting alone, or not less than three of its members acting together may call for a meeting of the Committee to be held at any time. At least one half of the Executive Committee members must be present for the proceedings to be valid and to constitute a quorum.

 

(14) The Executive Committee may, at its discretion, appoint staff for such period at such remuneration and on such conditions as may from time to time be determined to carry out the administration of the Association under the direction of the President or Honorary Secretary.

 

(15) The Executive Committee may also, at its discretion, appoint a Chief Executive Officer for such period at such remuneration and on such conditions as determined to give directions towards the achievement of the organisation’s mission, strategy and its goals and objectives.

 

(16) Any Executive Committee who has resigned from the elected member company shall be deemed to have resigned from the position held in the Executive Committee. And the elected member company shall also be deemed to have resigned from the Executive Committee. The Executive Committee shall then appoint an Ordinary Member to fill the vacancy. Should the post be unable to be filled, then an Extraordinary General Meeting shall be convened to fill the post.

 

(17) The Executive Committee shall direct the affairs of the Association during the interval between General Meetings and shall conduct the Annual General Meeting until its adjournment at which time the newly elected Executive Committee and its officers shall assume office.

CLAUSE 9: DUTIES OF OFFICE BEARERS

(1) The President

  1. The position of the President must be filled by a Malaysian citizen.
  2. The President shall preside at all Executive Committee Meetings, General Meetings and public functions of MACEOS.
  3. The President may delegate all or any part of his duties to the Vice-President. However, all documents legally binding the Association must bear the signature of the President jointly with that of one of the office bearers.
  4. In the event of a hung decision at Executive Committee meetings or General Meetings, the President shall have the deciding vote.
  5. The President shall not hold office for more than three (3) consecutive terms.

 

(2) The Vice President The Vice President shall assist the President in the execution of his duties and deputise for him whenever necessary.

 

(3) The Honorary Secretary The Honorary Secretary shall:

  1. Take charge of all non-financial records and correspondences of the Association.
  2. Prepare and keep Minutes of the Executive Committee Meetings and of the Annual and Extraordinary General Meetings.
  3. Prepare and dispatch notices of meetings.
  4. Present application forms from candidates for membership.
  5. Prepare agendas for all meetings.
  6. Assist the President in producing an annual report of the Association’s activities, which shall be approved by the Executive Committee and submit to the Annual General Meeting.
  7. Prepare and publish a periodical newsletter.
  8. Keep a register of members and their addresses and business affiliations.
  9. Cause a copy of the Rules and Constitutions of the Association to be sent to all members.

 

(4) The Honorary Treasurer The Honorary Treasurer shall:

  1. Keep and maintain all accounts of MACEOS.
  2. Receive or pay on behalf of the Association all income arising from:
    1. Subscription of members;
    2. Revenue from organised events and functions;
    3. Donations, etc.
  3. Pay all monies received into the banking account of the Association. Treasurer shall at any given time be allowed to retain a petty cash of RM1,000.00.
  4. Sign all cheques in conjunction with the President or Vice President of MACEOS.
  5. Prepare and submit the financial report, on behalf of the Executive Committee for the year, at the Annual General Meeting. In the event of the Executive Committee going out of office before the completion of its term of office, the Treasurer of the outgoing Executive Committee shall close all its accounts and submit on its behalf a financial report covering its period of office to the Treasurer of the incoming Executive Committee within four weeks.
  6. Submit the accounts to the auditors at least four weeks before the Annual General Meeting.
  7. Keep a record of all members in arrears of subscriptions or other monies due to MACEOS, and
  8. Not to hold office for more than two (2) consecutive terms.

 

(5) Ordinary Committee Members Ordinary Committee Members shall perform such duties and exercise such powers as may be assigned to them by the Executive Committee

 

(6) Should an Executive Committee Member be unable to attend a called meeting, he must give a written reason to the Honorary Secretary or nominate a representative who holds at least the position of a manager (or above) in his/her organisation to attend on his/her behalf.

 

(7) Any Executive Committee who is absent from three (3) consecutive meetings without duly accepted reason shall be deemed to have resigned and the vacancy shall be filled by the Executive Committee from any Ordinary members of the same category.

CLAUSE 10: FINANCIAL PROVISION

(1) Subject to the following provisions in this rules, the funds of the Association may be expended for the purpose necessary for the carrying out of its objects, including the expenses of its office-bearers and paid staff, and the audit of its accounts, but they shall on no account be used to pay the fine of any member who may be convicted in a court of law.

 

(2) The Treasurer may hold a petty cash advance not exceeding RM1000.00 at any one time. All money in excess of this sum shall within seven days of receipt be deposited in a bank approved by the Committee. The bank account shall be in the name of the Association.

 

(3) All cheques or withdrawal notices on the Association’s account shall be signed jointly by the President or in his absence, the Vice President and the Treasurer.

 

(4) No expenditure exceeding RM1,000.00 at any one time shall be incurred without the prior sanction of the Executive Committee. Expenditure less than RM1,000.00 at any one time may be approved by the President or Vice President together with the Treasurer.

 

(5) The financial year of the Association shall commence on the 1st January and end on the 31 December every year

CLAUSE 11: AUDITORS

(1) Two (2) auditors shall be elected from and by the Ordinary Members and they shall audit the accounts of each financial year or at such other time as the Executive Committee may require, and shall present their reports to the next Annual General Meeting.

 

(2) The two auditors shall not be eligible for re-election after two (2) terms.

 

(3) Where necessary, the Executive Committee shall have the power to appoint a firm of accountants at the Annual General Meeting to audit the accounts of MACEOS.

CLAUSE 12: PROPERTY ADMINISTRATOR / TRUSTEES

(1) The immovable properties of the Association shall be registered in the name of the Association and all the instruments relating to the properties shall be as valid and effective as if they had been executed by three (3) office bearers of the Association for the time being, that is President, Honorary Secretary and Honorary Treasurer whose appointments are authenticated by a certificate of the Registrar and sealed with the Association seal.

 

(2) The Property shall not be sold, transferred or changed without the consent and authority of a general meeting of the Association members.

CLAUSE 13: INTERPRETATION

(1) Between annual general meetings the Executive Committee shall interpret the rules of the Association and when necessary, determine any point on which the rules are silent.

 

(2) Except where they are contrary to or inconsistent with the policy previously laid down by the general meeting, the decisions of the Executive Committee shall be binding on all members of the Association unless and until countermanded by a resolution of a general meeting.

CLAUSE 14: ADVISOR / PATRON

(1) The Association may appoint such advisory boards as it deems necessary and may make rules relating to the appointment and removal of members from such boards.

 

(2) The board should comprises not more than seven (7) members, inclusive of one (1) patron external to the Association and the MACEOS Past President(s), appointed by the Association upon proposal of the President, having independence and competence, as well as high integrity and reputation. The person appointed must give his/her consent in writing. Each such appointment is to continue until terminated by the person concerned or the Executive Committee.

 

(3) The overall composition of the board aims to reflect an adequately broad range of expertise and have no voting rights.

CLAUSE 15: PROHIBITION

(1) No illegal or immoral practices shall be permitted on the premises of the Association.

 

(2) The Association shall not hold any lottery, whether confined to its members or not, in the name of the Association or its office-bearers or members.

 

(3) Neither the Association nor its members shall attempt to restrict or in any other manner interfere with the trade or prices or engage in any Trade Union activities as defined in the Trade Union Act 1959.

 

(4) “Benefits” as mentioned under Section 2 of the Societies Acts 1966 shall not be given by the Association to any of its members.

 

(5) The funds of the Association shall not be used to pay the fines or legal fees of members who have been convicted in a court of law.

CLAUSE 16: AMENDMENT OF CONSTITUTION

(1) The Rules and Constitution may be altered, added to, rescinded or otherwise varied or amended by a resolution passed by a two-third majority of those present and voting at any General Meeting.

 

(2) Notice of motion of any such amendment must be forwarded to the Honorary Secretary at least seven (7) days prior to the date of the Meeting. Amendments to Rules shall be submitted to the Registrar of Societies within sixty (60) days from the date of its being duly approved by the General Meeting

 

(3) Any amendments or alteration to these Rules and Constitution will take effect from the date of approval by the Registrar of Societies, Malaysia.

CLAUSE 17: DISSOLUTION

(1) The Association may be voluntarily dissolved by a resolution of not less than two thirds of the membership present in a general meeting.

 

(2) In the event of the Association being dissolved as provided above, all debts and liabilities legally incurred on its behalf shall be fully discharged, and the remaining funds shall be disposed of in such manner as may be decided upon by a general meeting.

 

(3) Notice of dissolution shall be forwarded to the Registrar of Societies within fourteen (14) days of its dissolution.

CLAUSE 18: FLAG, LOGO AND BADGE

(1) Flag

Not Available

 

(2) Logo

 

 

Description:

‘MACEOS’ is an abbreviation of ‘Malaysian Association of Convention & Exhibition Organisers & Suppliers’ and the blue symbolises trust and integrity of the Association. This clean and engaging typography logo simply indicating MACEOS is associated with confidence, knowledge and stability. The word Malaysia depict the Association as the national association of country and the voice of Business Events Industry in Malaysia.

 

For a complete guide to usage and elements of MACEOS logo, please refer to the official MACEOS Logo Guidelines.

 

(3) Badge

Not Available

CLAUSE 19: AFFILIATIONS

(1) MACEOS may seek affiliation with or become member of or enter into agreement with any organisation which MACEOS considers to be in the interest of its members.

MACEOS Constitution:

Version as of 05 September 2019