THIS DOCUMENT IS A GUIDING TRANSLATION TO THE ACTUAL ARTICLES OF ASSOCIATION WHICH ARE IN DANISH. YOU CAN READ THE ORIGINAL HERE.

THESE ARTICLES HAVE BEEN AMENDED AND APPROVED BY THE MEMBERSHIP IN THE 2026 GENERAL ASSEMBLY, FROM THEIR ORIGINAL FORM.

Articles of Association for Witchards Society F.M.B.A.

  1. Name and Address
    1. The name of the association is Witchards Society F.M.B.A.
    2. The association’s address is in the Municipality of Copenhagen.
  1. Purpose
    1. The purpose of the association is to conduct activities including the organisation and execution of role-playing events, workshops, lectures, courses, and congresses.
    2. The association is an F.M.B.A. under Danish law.
  1. Members
    1. Any person who is 18+ and wants to participate in activities and presentations can apply for membership.
    2. The board reserves the right to reject applications for membership if there is a special reason for doing so.
    3. A member may withdraw from the association at any time.
    4. All members, including board members, agree to follow the Articles, terms and conditions, and code of conduct.
  1. Exclusion
    1. Any member who acts dishonestly, violates the association’s code of conduct, or violates the Articles of Association or whose actions are harmful to the association may be excluded.
    2. Members can be excluded at any time by decision of the board.
    3. The decision to exclude a member is made by majority vote of the board of directors. 
  1. Membership Fee
    1. The membership fee is determined during the assemblies (see §6)
    2. A membership fee is annual and valid for the current fiscal year of the association at the moment the membership is bought (September to August).
    3. In the case of exclusion, membership fee may be refunded at the discretion of the Board.
  1. Assemblies
    1. A general assembly (GA) is held once a year in December. This ensures sufficient time that the annual report (September to August) can be approved and submitted within the applicable deadline to the Danish Business Authority by January.
      1. The General assembly is the association’s highest authority.
      2. The General Assembly is called by the board with four weeks’ notice at the earliest and two weeks’ notice at the latest by publication on the association’s website and electronic notice to all members with indication of the agenda.
      3. The agenda for the General Assembly must at minimum include:
  • Election of meeting chair (dirigent)
  • Election of vote counters
  • Chairperson’s report
  • Approval of the annual report (not mandatory if: no full time employees and a turnover of less than 14 million DKK)
  • Processing of received proposals
  • Determination of membership fee
  • Approval of budget
  • Election of board members
  • Other business
  1. A mid-year assembly is held within 7 months of the general assembly.
    1. The mid-year assembly is called by the board with four weeks’ notice at the earliest and two weeks’ notice at the latest by electronic notice to all members with indication of the agenda.
    2. The agenda for the mid year assembly can contain any topic of the General Assembly but must at minimum include:
  • Election of meeting chair (dirigent)
  • Election of vote counters
  • Processing of received proposals
  • Other business
  1. Assemblies organisation:
    1. Decisions and votes:
      1. Each member has one vote, and no member has special rights.
      2. The assembly makes decisions by simple majority. Amendments to the Articles require a 2/3 majority of votes cast.
      3. In the event of a tie, the Chair has the casting vote.
      4. The assemblies have decision-making capacity regardless of attendance.
    2. The board may choose to hold the assembly across multiple locations connected digitally, designating one as the primary location. Decisions made at the primary location are valid in case of technical difficulties.
    3. Proposals must be received by the board at least 14 days before the meeting.
  2. An extraordinary general assembly must be called if the board finds it necessary or if at least half of the members demand it in writing. It must be held within two weeks of the request and called with the same notice as the general assembly.
  1. Management
    1. The association is managed by a board of five members.
    2. All members are eligible for election. 
    3. Board members are elected for two years in one of the assemblies. Their tenure begins the day they are elected.
    4. The board constitutes itself with a chairperson and sets its own internal organisation and responsibilities over the different processes.
    5. The board makes decisions by simple majority, and in the case of a tie the chairperson has a casting vote.
    6. The board meets at least once a month to review business.
    7. Budgets, contracts, agreements and financial decisions that affect the association must be signed by a minimum of two board members, of which at least one is not directly involved in the proposal.
    8. All events must have an appointed board member responsible for oversight. If the main organiser of an event is a board member, the oversight must be carried out by a different board member.
  1. Collaborations with Witchards Society
    1. A written agreement is required for: all organisers of events affiliated with Witchards Society, and all collaborations with external vendors, partners, and co-organisers.
    2. The agreement must clearly describe:
  • the purpose of the collaboration,
  • the responsibilities of each party,
  • any financial arrangements (including free services), and
  • the duration of the agreement.
  1. The agreement may be in the form of, for example, an email or a contract.
  2. Collaboration agreements may be one-off or ongoing. If ongoing, their continuation must be reviewed annually and can be ended by either party.
  1. Accounting and Auditing
    1. The association’s financial year runs from 1 September to 31 August.
    2. The first financial year was 1 April 2023 to 31 August 2023.
    3. The association has opted out of auditing the annual report.
  1. Signing and Liability
    1. The association is signed by the chairperson and one other board member.
    2. Members have no claim on the association’s assets.
    3. Profits must be used exclusively to promote the association’s purpose.
    4. Members do not have property rights over association assets.
    5. The association is liable only with its own assets. Neither members nor board members have personal liability.
  1. Dissolution
    1. The association may only be dissolved after two consecutive assemblies votes, one of which must be a general assembly. 
    2. For the association to be dissolved, at least 2/3 of the votes cast are required to be in favor of the dissolution on both assemblies.
    3. If the association has a profit when the association is dissolved, all assets are distributed according to the board’s decision to purposes that benefit the European non-profit role-playing environment.