IBCPC Festival Update

The 2026 IBCPC Participatory Dragon Boat Festival will take place from August 24 to August 30, 2026, in Aix-les-Bains, France, on the shores of Lake Bourget. The Congress part of the festival is specifically to be held in the Cinema Complex, Aix les Bains on the 27th August 2026.

The IBCPC 2023 Constitution/By Laws can be found on the IBCPC website under documents/governance. The updates that were voted on at the 2023 Congress were added to be current from May 1st, 2023. For transparency and reference, you can also find on the website the amendments that were proposed in 2023 to the 2018 version of the Constitution/By Laws.

📅 Key Notification Deadlines (counted back from 27 Aug 2026)

Note: The bylaws define what must be circulated and how far in advance; they do not require a separate general “Congress notice” period beyond the IBCPC Board setting date/time/place and holding the Congress during the Festival. The items below are the mandatory documents/notices with explicit timing rules

1. Election Cycle Communications

• Election announcement to Membership (method & date + positions & job descriptions)
  Due: Wednesday, 29 April 2026 (≥ 120 days prior)
  

• Nomination submissions due to the Board
  Due: Sunday, 28 June 2026 (≥ 60 days prior)
  

• Circulation of nominees to Membership
  Due: Tuesday, 28 July 2026 (≥ 30 days prior)

2. By laws Amendments

• First circulation of proposed By laws amendments
  Due: Sunday, 28 June 2026 (≥ 60 days prior)

• Second circulation of proposed By laws amendments
  Due: Thursday, 13 August 2026 (≥ 14 days prior)

3. Constitutional Amendments

• Circulation of proposed Constitutional amendments
  Due: Tuesday, 28 July 2026 (≥ 30 days prior)

4. Voting Modality & Congress Mechanics

• Proxies: The bylaws permit proxy voting but do not impose a specific proxy form deadline—we will set a practical cut off in our administrative notice.

• Voting method reminders: Default is show of hands for ordinary business unless two or more Representatives request a secret ballot; elections are by secret ballot unless elected by acclamation.

🗂️ What we will send on each date (recommended document pack)

29 Apr 2026 (120 days) – Election Launch Pack

• Election notice (date/method), positions & job descriptions, nomination instructions & template, timeline overview.

28 Jun 2026 (60 days) – Governance Pack A

• First circulation of any By laws amendments; reminder of nomination deadline, initial proxy guidance (if applicable).

28 Jul 2026 (30 days) – Governance Pack B

• Circulation of Constitutional amendments (if any); circulation of nominee list & bios; draft Congress agenda (including voting items and method); proxy forms/instructions.

13 Aug 2026 (14 days) – Governance Pack C (Final Pre Congress)

• Second circulation of any By laws amendments; final agenda & supporting papers; practical Congress details (venue/room/time, registration & credentialing, voting procedures, and any accessibility/translation arrangements—English is the official language.

IBCPC Congress – Timeline of Required Proceedings

Date: 27 August 2026
Proposed Timeline. Subject to change.

09:00 – Congress Opens

1. Congress is formally convened at the date/time/place set by the Board

2. Verification of Representatives:

• Each Team may send two Representatives; only one may vote.

• Proxy votes are confirmed (bylaws allow proxy voting).

Presentation of Agenda/Approval of Agenda

Approval of previous minutes

Presentation of Financial Accounts

Presentation of Resolutions & Motions

• Congress reviews resolutions and motions requiring approval by simple majority (50% + 1) of attending Teams.

• Voting conducted by show of hands, unless two or more Representatives request a secret ballot.

Voting for Board vacancies

Guest speakers