1. Introduction
The Belgium India Creative Association (BICA) is committed to fostering cultural exchange, networking, and business collaboration between the Indian and Belgian communities. These policies outline the principles and guidelines governing BICA’s activities, ensuring transparency, inclusivity, and smooth operations.
2. Membership Policies
2.1 Membership Eligibility
• Open to professionals (individuals or family) and businesses interested in India-Belgium cultural and business collaboration.
• Membership acceptance is based on referral/approval by an executive committee.
• Membership categories:
o Individual/Family Membership
o Business/Corporate Membership
o Honorary Membership (by invitation)
2.2 Membership Fees & Renewal
• Membership fees will be determined annually by the Executive Committee.
• Members must renew their membership each year by January 31st.
2.3 Code of Conduct
• Members must uphold BICA’s values of respect, integrity, and inclusivity.
• Any misconduct or violation of BICA’s policies may lead to suspension or termination of membership.
3. Event Policies
3.1 Event Participation
• BICA events are open to members and invited guests.
• Non-members may participate in selected events upon payment of a guest fee.
3.2 Sponsorship & Partnerships
• BICA welcomes Sponsorship/Partnership that align with its values and objectives.
• All Sponsorship/Partnership agreements must be approved by the Executive Committee.
3.3 Safety & Compliance
• BICA ensures that all events comply with local laws and safety regulations.
• Participants must respect the event rules and venue guidelines.
4. Financial Policies
4.1 Financial Transparency
• All financial transactions must be documented and audited annually.
• A financial report will be shared with members during the annual general meeting.
4.2 Fundraising & Donations
• BICA may accept donations and organize fundraising activities to support its initiatives.
• Donations will be formally acknowledged and recorded.
5. Ethical & Cultural Guidelines
5.1 Respect for Cultures
• Members must promote mutual respect for Indian and Belgian traditions.
• Any form of discrimination, hate speech, or harassment is strictly prohibited.
5.2 Social Media & Public Representation
• Members should not use BICA’s name for personal or commercial gains without prior approval.
• Official statements on behalf of BICA must be made by authorized representatives.
6. Collaboration & Business Partnerships
6.1 Business Networking Guidelines
• BICA facilitates business networking but does not endorse specific businesses.
• Members engaging in business activities through BICA must adhere to fair trade practices.
6.2 External Partnerships
• Collaborations with other organizations must be approved by the Executive Committee.
• BICA reserves the right to decline partnerships that do not align with its mission.
7. Governance & Decision-Making
7.1 Leadership Structure
• BICA is governed by an Executive Committee comprising:
o President
o Vice President
o Secretary
o Treasurer
o Other Committee Members as required
7.2 Decision-Making & Voting
• Major decisions require a majority vote from the Executive Committee.
• Annual General Meetings (AGMs) will be held to review BICA’s progress and future plans.
7.3 Conflict Resolution
• Disputes among members or with BICA’s policies will be resolved through mediation by the Executive Committee.
• If necessary, legal consultation may be sought.
8. Policy Review & Amendments
• These policies will be reviewed annually to ensure they remain relevant and effective.
• Amendments may be proposed by members and approved by the Executive Committee.
Approved by: Executive Committee, BICA