Extra Policies
To apply for the Second Sitting of GIMUN 2026, all applicants must carefully read, understand, and agree to the policies outlined below.
Exceptions to Policies and Rules
Only the Conference Secretariat is authorized to grant exceptions to any conference policies or general GIMUN practices. Prep and Pave LBG shall not be held liable for any incorrect statements made by other staff members regarding exceptions to fees or policies.
Privacy and Intellectual Property Policies
Prep and Pave LBG reserves the right to use all data submitted by participants and to collect additional data in the form of photographs, videos, and other audio-visual materials during the conference and associated social events, without limitation.
Any photographs, videos, or audio/visual materials recorded by Prep and Pave LBG that feature participants or guests may be used and published for promotional, educational, or other official purposes by Prep and Pave LBG and its partners.
Plagiarism is treated as a serious offense by Prep and Pave LBG. Delegates and officials are expected to present original ideas and must properly credit all quoted or paraphrased sources in their written work and presentations, both prior to and during the conference. Faculty Advisors and Committee Bureau members are encouraged to assist delegates with proper citation practices to prevent plagiarism. Delegates are also encouraged to seek guidance whenever necessary to avoid violations.
All participants agree that no data, results, or materials produced for use in GIMUN 2026 shall be published, reported, or disseminated in any form without the express written consent of Prep and Pave LBG, which retains exclusive ownership of such materials.
GIMUN reserves the right to update or modify information at any time without prior notice.
Security, Valuables, Tags, and Curfew Policies
Delegates who bring valuables are advised to store them at the hostel porters’ lodge. Prep and Pave LBG and the management of conference venues shall not be responsible for personal belongings left in committee rooms, social event venues, or buses.
For security reasons, delegates are required to wear GIMUN-embossed identification tags at all times during the conference. Delegates without tags may be denied access to conference facilities and services. Lost tags must be reported immediately to conference staff for replacement, which will attract an additional fee.
Curfew will be strictly enforced by Prep and Pave staff and hostel security at the times indicated in the conference schedule. After curfew, delegates must remain quietly in their assigned rooms. Delegates are not permitted to move through hallways, visit other rooms, or leave their rooms to receive food deliveries after curfew. Security patrols and staff supervision will continue throughout the night.
Prep and Pave LBG authorizes its staff and hostel personnel to exercise appropriate supervision, including room entry where necessary, to enforce security regulations.
Faculty Advisors must disclose the residential arrangements of non-resident delegates to GIMUN staff prior to the conference.
Alcohol, Controlled Substances, and Smoking Policies
The possession or consumption of alcohol during the conference is strictly prohibited. Any delegate found to possess, consume, or have consumed alcohol will result in the immediate expulsion of the delegate’s school from the conference and hostel. Criminal proceedings may also be initiated against the individual involved.
The possession or use of controlled substances is illegal and will not be tolerated. Any participant found to unlawfully possess or use controlled substances will result in immediate expulsion of the participant’s school from the conference and hostel, and criminal complaints may be pursued.
Smoking is strictly prohibited in all conference rooms and hostel facilities.
General Policies
Cancellation Due to Weather Conditions or Health Issues
The Second Sitting of GIMUN 2026 will take place from 29th–30th June, 2026, regardless of weather conditions. Prep and Pave LBG will not issue refunds to delegates or delegations who choose not to attend due to adverse weather or health epidemics.
GIMUN reserves the right to cancel the conference in extreme circumstances, including but not limited to national crises, health epidemics, or major natural disasters.
Code of Conduct
By completing the application process, applicants certify that all information provided is truthful and accurate. Any falsification of information will result in disqualification from GIMUN 2026 and future GIMUN activities, and may lead to legal action.
Participants are required to obey all laws of the Republic of Ghana during the conference. Delegates shall be held responsible for any willful or negligent damage caused to property and will be liable for replacement costs.
Participants acknowledge and assume full responsibility for their actions and understand that Prep and Pave LBG, including its officers, representatives, employees, and the GIMUN Student Secretariat, assumes no responsibility for individual conduct.
The Secretariat reserves the right to immediately expel any delegate from the conference and conference venue due to unacceptable behavior. Unacceptable behavior includes, but is not limited to, acts of disrespect toward other delegates, conference staff, or venue staff. All conference materials, including badges and placards, must be surrendered upon expulsion.
All participants agree to comply with the official Code of Conduct issued by the Executive Chairman of Prep and Pave LBG and the GIMUN Secretary-General.
Country and Committee Assignments
Delegates will not receive committee or country assignments until at least 50% of the participation fee has been paid. Assignments will be issued within five (5) working days after payment is received.
Country assignments are made solely at the discretion of the GIMUN Secretariat. Preferred country requests are not guaranteed. Participation fees shall not be refunded if a delegate declines the assigned country.
Committee Sessions
Delegates are required to remain in their assigned committee rooms during sessions. Any delegate wishing to leave a committee session for an extended period must inform both the Committee Chair and their Faculty Advisor in advance.
Delegates must adhere strictly to the committee dress code (Western business attire or national dress). Attendance must be recorded by signing the committee attendance register at every session.
Delegates who are absent without permission for a cumulative total of ninety (90) minutes across committee sessions will not be eligible for a participation certificate and may be barred from future GIMUN conferences.
Refund of Fees Paid
There shall be no refund of conference fees paid under any circumstances.
Transfer of Fees Paid
Conference fees may only be transferred to another delegate or group member by submitting a written request to the Budget Officer no later than 10th May, 2026 via email at gimun@prepandpave.org.
The request must state the reason for withdrawal, as well as the full name and contact details of the proposed beneficiary. Beneficiaries must have already applied for the conference. Transfers are subject to approval by the Executive Chairman and will attract a 25% administrative charge.
Payment of Extra Fees
Additional fees will apply for the replacement of lost or misplaced conference badges, placards, and handbooks. E-certificates of participation will be sent to all delegates via email. Requests for printed certificates will be considered at an additional cost.
Other Rules
These policies are in addition to the laws of the Republic of Ghana, University of Ghana regulations, and basic standards of conduct. Serious violations will result in immediate dismissal from the conference.
The Executive Chairman, in consultation with the Secretary-General, reserves the right to introduce additional rules or amend existing ones at any time.