In addition to the conference rules, for international conferences or conferences within a series organised by other bodies and not necessarily held in Europe, one delegate of the Board of the corresponding EPS Division, Section, etc. must be a member of the Programme Committee, as well as of the International Advisory Committee of the next to come conference, if not organised in Europe.

The role of this member will be to ensure that the contribution from European physicists working in that field will be represented at the conference. The organisers must contact the Chairperson of the corresponding body (see list in Divisions and Groups) and agree on the name of that member prior to submitting their application. This agreement does not represent the award of EPS sponsorship.

The special form has to be sent at the same time as the application form for sponsorship.