Summit

Our Main Event

Summit of the Foundation for Democratic Leadership & Liberty
One week of intensive training with various experts, activists and politicians. We visit key institutions in Washington, DC., including the US Capitol, OAS, universities, museums, IDB, among others multilateral organizations and institutions.

How Does Each Country Participate?

Each country has a delegation that is lead by a leadership team composed of first-time participants, alumni, mentors, and local experts who coordinate activities and post-Summit plans of action.

Regulation For Participants:

This regulation is mandatory for:
a) All participants, National Delegates, National (Local) Boards, and Local Coordinators recognized by FDLL.
b) Partner organizations that organize events with or on behalf of FDLL through a written agreement.

Event Categories:

Regional Event: An activity that covers two or more countries within the same geographic region.
National Event: An activity limited to a single country.
Event Coordinator: A person designated by the National Board to present, execute, and report on the event.
Events Committee: A standing committee of the Global Board that evaluates and approves proposals.

Event planning responsibilities

FDLL and the National Boards and events in which FDLL is represented:

a) FDLL reviews applications and issues written authorization of any event in which FDLL is represented.
b) FDLL oversees execution and financial closing of any event where FDLL is represented.
c) FDLL submits recommendations for changes and exceptions to the FDLL Board of Directors.

National Boards must:

a) Be comprised by FDLL approved applicants (ages 16-35) for their respective countries. Applicants must be citizens or residents of the country they wish to represent.
b) Select and support their Event Coordinator.
c) National Boards can have members above 35 years of age who support their boards as advisors/consultants.
d) Ensure compliance with local law and FDLL regulations.
e) Submit a joint report with the Coordinator to the FDLL after any event.

Event application procedure

The Coordinator will submit the following to the events committee at least 45 days in advance:

-Form ER-01 (General description, agenda, speaker CVs)
-Form ER-02 (Preliminary budget)
-Form ER-03 (Communications and branding plan)
-Form ER-04 (Risk matrix and mitigation plan).

Event approval criteria

a) Alignment with the six educational pillars of the FDLL.
b) Financial viability (no expected deficit >10% of the cost).
c) Guarantee of accessibility and inclusion.
d) Compliance with health, safety, and local legislation.
e) Ability to measure impact (post-event survey).

FDLL approval response timeframe

The FDLL will communicate its decision within a maximum of 15 business days. No response does not constitute approval.

Execution standards

Brand Identity

Only the official FDLL logo, typography, and color palette will be used. All graphic materials must be approved by the FDLL Event Coordinator at least 10 days prior to the event.

Inclusion and Accessibility

The following will be guaranteed:
a) Spaces without architectural barriers for people with physical disabilities whenever possible.
b) Simultaneous translation or subtitles when the audience speaks more than five languages.
c) A partial scholarship policy for at least 20% of participants who require financial assistance.

Security and Risks

a) In-person events will have liability insurance or its local equivalent.
b) The Coordinator will develop a first aid and evacuation protocol.
c) In countries with security alerts of level 3 or higher (according to the U.S. Travel Advisory), the events committee may require private security or reject the proposal.

Human Rights

Venues controlled by authorities or actors involved in serious human rights violations or corruption are prohibited.

Finance and accountability

Permitted Funding Sources

Private donations, corporate sponsorship, registration fees, and unconditional public grants are permitted. Receiving funds from political parties or non-democratic governments is prohibited.

Cash Limit

Cash payments will not exceed 5% of the total event budget, except with the approval of the events committee.

Closing Report:

Within 30 days of the event, the following must be submitted to the events committee:

a) Statement of income and expenses (ER-03 format, digital supporting documents).

b) Final list of attendees and their signatures.
c) Impact assessment (minimum 70% of participants surveyed).
d) Photographic and audiovisual record with rights assigned to the FDLL.

Non-compliance and sanctions

Offenses:

a) Holding an event representing FDLL without written authorization.
b) Budget deviation >15% without prior consent.
c) Misuse of trademarks or undeclared sponsors.

Sanctions:

Formal warning, suspension as coordinator for up to two years, obligation to compensate for damages, or reporting to the authorities if appropriate. Suspension from attending other FDLL events.

Reforms and effective date

Reforms:

These regulations may be modified by the Board of Directors with a simple majority vote, after consultation with the Events Committee.