1.1 Time and place of the annual plenary assembly are settled in the preceding Plenary Assembly. At latest two months before the Plenary Assembly the President (The designations of functions used in the Rules of Procedure and the Financial Regulations are not sex-specific.) of the Commission has the draft agenda communicated to the heads of delegations and requests their comments within two weeks before issuing the invitation to the Plenary Assembly.
1.2 The President calls for extraordinary Plenary Assemblies upon his own initiative or upon request of at least two delegations and communicates the agenda. The President calls for the extraordinary Plenary Assembly to be held as soon as possible, and at latest within two months after agreement with the delegations. The choice of venue and further matters to be placed on the agenda are part of the agreement procedure.
1.3 In its Plenary Assemblies, the Commission prepares resolutions to be passed by the Ministers in charge of the Rhine.
1.4 Simultaneous interpretation of the Plenary Assemblies into the three working languages of the Commission is provided for. The expenses for the required technical means are borne by the inviting Contracting Party. The Secretariat is in charge of providing interpretation services.
1.5 The following deadlines apply to submitting and supplying documents for the Plenary Assembly:
a. Meeting documents must be submitted to the Secretariat at latest six weeks before the Plenary Assembly.
The Secretariat must provide these documents in all three working languages of the Commission to the delegations at latest two weeks before the Plenary Assembly.
b. For documents submitted to the Secretariat within less than six weeks before the Plenary Assembly, translation into the other working languages of the Commission and timely distribution to the delegations cannot be granted.
c. Meeting documents submitted too late and which can thus not be translated into the other two working languages of the Commission or documents submitted to the Secretariat within less than two weeks before the Plenary Assembly are distributed (in the language submitted) at the attention of the delegations.
They will only be discussed in the Plenary Assembly if all delegations agree.