Federations
Organising a federation’s general assembly or congress
For sports, professional and voluntary-sector federations, SOST’N organises general assemblies, congresses and awards ceremonies.
Costed reply within 24 hours
A federation’s key meetings
Bringing together members from all over France, on a fixed date, under rules written in advance.
Assembly
Ordinary general assembly
Notices of meeting, sign-in, proxies, votes, material for the minutes.
Elective
Elective general assembly
Candidacies, ballot papers, voting booths, ballot boxes, count, announcement of results.
Congress
Federal congress
Plenary, workshops, delegates’ accommodation, from one host city to the next.
Awards
Prize and trophy ceremony
Order of call, stage, trophy presentation, recording.
Seminar
Seminar for board members and volunteers
One day or a weekend: venue, rooms, transport, catering.
Competition
Competitions and travel
Teams, coaching staff, kit, sporting calendar respected.
Before and during the assembly, in order
We start from your statutes, never from a template. The agenda belongs to the board; the order of the room is ours.
Send the notice
Within the statutory period, by post or by email as your statutes require: agenda, moral report, activity report, accounts, provisional budget, text of the resolutions.
Register the delegates
List kept up to date until the day before: body represented, number of votes where your statutes weight the vote, accessibility, dietary requirements, transport and accommodation.
Check the proxies
The most fragile point. Proxies collected before the session, ceiling per proxy holder checked, doubtful cases flagged to the board before the opening, not during it.
Sign in and record the quorum
Each delegate signs the attendance sheet and receives a badge, a voting card or keypad. Members present and represented are totalled, then handed to the chair, who records the quorum.
Reports and votes
Moral, activity and financial reports, and the auditor’s report where the federation has one. Each vote in the form set by your statutes. In closed session, guests and press move to another space and the broadcast is cut.
Close
Attendance sheets, proxies, results and recording handed to the general secretary: the material for the minutes.
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Request a quoteVoting: by show of hands, by ballot or by electronic keypad
The voting method is set by your statutes. The room must make it possible.
By show of hands, voting is quick, but the count is only right if everyone knows how many votes they hold. Weighted votes: coloured or numbered voting cards, tellers placed row by row, a count that can be read from the platform.
By secret ballot, often required by statutes for votes on individuals: ballot papers printed in advance, voting booths, one ballot box per polling station, an orderly flow of delegates, a count in front of the tellers. Time at the ballot box can be calculated: it drives the rest of the programme.
By electronic keypad, the result appears in a few seconds, weighting included. Your statutes or internal rules must still allow it, each keypad must be assigned by name at sign-in, and a fallback paper-ballot procedure must be ready in case the system fails.
When your statutes allow remote participation, the broadcast, the identification of voters and the combined count are part of the same set-up as the room.
The elective assembly, the travelling congress, the closing evening
Three moments that go beyond the assembly room.
The elective assembly renews the governing bodies, generally every four years in sports federations, in step with the Olympic cycle. More time at the ballot boxes, sometimes several rounds, a space where candidates present themselves on equal terms, an announcement prepared whatever the outcome.
The travelling congress moves from city to city between editions, often at the invitation of a league or committee: new venue, new hotels, new transport providers. We pick up the file from the previous edition where one exists, with the team of the host body.
The closing evening and awards ceremony: order of call for the winners, trophies lined up in that order backstage, timed walk to the stage, photographer in position, short speeches. A well-run awards ceremony does not drag on.
Sports, professional or voluntary-sector, each federation has its own key meetings: end-of-season trophies and competitions, annual congress and members’ convention, network meetings and volunteers’ seminar.
SOST’N has already worked for a federation. Its managing director, Gharib Benabid, himself worked for a federation of associations, on urban policy and priority neighbourhoods, and is now a volunteer director of a club.
In the quote, each item appears separately (delegates, venue, duration, voting method, technical, accommodation, catering): the board decides line by line.
SOST’N, and what we can say about ourselves
Our clients keep their image. The volumes remain.
- 35+events produced a year
- 300 to 400people welcomed at large-scale events
- €10Mof events produced by SOST’N
- Since 2019the managing director has produced events
Related pages
Further reading
Federations
A general assembly or congress to prepare?
Date, number of delegates, city in mind: costed reply within 24 hours. +33 6 95 06 53 54.