Further to the Notice of the BCA Extraordinary General Meeting 2026 issued on 30 April 2026, BCA is pleased to share the final delegate registration process, voting strength information and Microsoft Teams meeting rules for the EGM.

Member Associations are kindly requested to read this pack carefully, complete the delegate nomination process by the prescribed deadline and ensure that their nominated delegates attend the registration rehearsal.

1. Business of the EGM

The business of the EGM shall be limited to the following items:

To consider and approve the 2025 Audited Financial Statements;
To receive the 2026 Budget and 2027 Forecast;
To appoint the 2026 auditor as recommended by the BCA Council

No other business will be transacted during this EGM.

2. Delegate Registration Process

Each Member Association in good standing must complete the attached official online Delegate Nomination Form by Wednesday 24 June 2026 at 13:00hrs Mauritius Time (GMT+4).

Delegate Nomination Form submission Link: Google Form response

Complete the official online Delegate Nomination Form in full.
Nominate a maximum of two delegates and clearly identify the Voting Delegate and Delegate 2, where applicable.
Upload the signed and stamped delegate nomination form: HERE
Ensure that the details submitted in the form match the email address and name that the delegate will use to join Microsoft Teams.
Submit any correction or change to the nominated Voting Delegate before the registration deadline. Changes received after the deadline will not be accepted.
After registration closes, BCA will verify the final delegate list and issue the Microsoft Teams link only to verified registered delegates.

3. Delegate Eligibility and Representation Rules

Each Member Association may nominate a maximum of two delegates.
Both delegates may attend and speak when recognised by the Chair; however, only the nominated Voting Delegate may vote.
Delegates should be duly authorised representatives of the Member Association, such as the President, Secretary General, an elected board member, or a staff member employed by the Member Association for at least 12 months. Clause 9.29
Proxy attendance and proxy voting are not permitted.
No person may act as delegate for more than one Member Association.
Only verified registered delegates will be admitted to the Microsoft Teams meeting.

4. Registration Rehearsal – 23 June 2026

BCA will organise a registration rehearsal on Tuesday 23 June 2026 from 15:30hrs to 16:30hrs Mauritius Time (GMT+4).

Rehearsal link: https://teams.microsoft.com/meet/353474423542684?p=C16CNU5RkYR65B4TKL

The purpose of the rehearsal is to verify access, confirm delegate naming, identify technical issues early, and ensure that Member Associations are familiar with the online sign-in process before the EGM Day.

Nominated delegates are strongly encouraged to attend the rehearsal.
Delegates should join using the same name and email address submitted in the Delegate Nomination Form.
The rehearsal is administrative and technical only. No EGM business will be discussed or transacted.
It is strongly recommended to use your laptop or computer for the registration rehearsal and the EGM Meeting.

5. Voting Strength

The Voting Strength List is shared together with this registration pack for Member Associations to review and verify.

Member Associations are requested to notify BCA immediately if there is any query regarding the Voting Strength List.
Voting rights remain subject to the Member Association being a Member in Good Standing and having voting rights at the relevant constitutional deadline.
The final roll-call list and voting strength will be confirmed after the delegate registration deadline and shared with the appointed scrutineers.
Voting during the EGM will be conducted as directed by the Chair and verified by the appointed scrutineers.

6. Microsoft Teams Access and Meeting Rules

The Microsoft Teams link for the EGM will be sent only to verified registered delegates after registration closes. The link is confidential and must not be forwarded or shared.

Area	Rule for Delegates
Access link	The EGM Teams link will be sent only to verified registered delegates. It must not be forwarded.
Admission	The Teams lobby/waiting room will be used. Only verified delegates whose names and email addresses match the final register will be admitted.
Naming convention	Delegates should join using: COUNTRY – Full Name – Voting Delegate or COUNTRY – Full Name – Delegate 2.
Sign-in time	Delegates should join from 12:00hrs Mauritius Time on 25 June 2026 for identity verification and technical checks.
Microphones	Delegates should keep microphones muted unless invited to speak by the Chair.
Interventions	Formal interventions should be made only when recognised by the Chair.
Chat	The chat may be used for technical issues or written questions where permitted by the Chair.
Voting	Voting will be conducted as directed by the Chair and verified by the scrutineers. Voting may be by show of hands or roll-call, taking into account voting strength.
Recording	The meeting will be recorded for official records and minute-taking purposes. Recording and meeting records will remain confidential. No unauthorised recording of the meeting will be permitted
Confidentiality	EGM documents, Teams access details, voting strength information and meeting instructions are confidential and must not be published or shared externally.

7. EGM Day Process – 25 June 2026

	Process	Requirement
12:00hrs	Sign-in opens	Delegates join the Teams lobby for identity verification and technical checks.
12:00-12:55hrs	Verification	BCA Secretariat verifies delegate names, email addresses, Member Association and voting status against the final register.
13:00hrs	Formal opening	Chair opens the EGM once quorum is confirmed.
During EGM	Meeting conduct	Delegates participate only when recognised by the Chair; votes are recorded and verified by scrutineers.
Close of EGM	Records	Minutes of the EGM will be presented at the next AGM for ratification

8. Support

For any questions on delegate registration, voting strength or Microsoft Teams access, Member Associations should contact the BCA Secretariat before the registration deadline.

We thank all Member Associations for their cooperation and look forward to your participation in the BCA Extraordinary General Meeting 2026.

BCA EGM Order Paper 2026 2152026