Internal Regulations of D&D Gent VZW

Last updated: November 8, 2025

1. Scope

These internal regulations have been drawn up by the governing body of D&D Gent VZW in accordance with Article 24 of the Articles of Association, and clarify the rules of conduct and internal agreements for all members, both working and non-working. By joining the VZW, each member agrees to these regulations.

2. Code of Conduct

The following rules of conduct apply to all parties involved with the VZW (members, volunteers, participants, partners, etc.). Violations may lead to sanctions as described in Article 5 of these regulations.

2.1 Discrimination

D&D Gent VZW does not tolerate any form of discrimination, regardless of age, origin, gender, gender identity, sexual orientation, religion, disability, or native language. Exclusion is only permitted in the event of violations of these regulations or the articles of association.

2.2 Bullying, Intimidation, or Violence

Any form of bullying, threats, intimidation, violence, exclusion, or other unacceptable behavior is prohibited – both during and outside of non-profit organization activities.

2.3 Misuse of Funds

Funds, materials, or facilities of the non-profit organization may only be used for activities that support the non-profit organization's charitable purpose unless explicit permission has been granted by the governing body. Misuse may be considered theft or a conflict of interest.

2.4 Fraud or Breach of Trust

Business practices aimed at deceiving, defrauding, or exploiting others within the context of the non-profit organization (e.g., the sale of services or goods) are not permitted and constitute grounds for exclusion.

3. Members and Membership

In accordance with Article 6 of the Articles of Association, D&D Gent VZW recognizes:

• Active members: have voting rights at the general meeting and are actively involved in the organization.
• Non-active members: support the association's objectives and pay membership fees. They do not have voting rights.

3.1 Rights and Obligations

All members:

• Acknowledge and accept the Articles of Association and these regulations.
• Conduct themselves in accordance with the values ​​and charitable purpose of the VZW.
• Have access to official communication channels.
• Can participate in activities, subject to availability.
• Can enjoy benefits if they become a (paid) member.

Active members:

• Have voting rights at the general meeting.
• Have taken on an organizational role in at least one activity.
• Have access to official communication channels and internal platforms.

4. Communication and Contact Person

• Official communication will be sent via the email address provided by the member. If this changes, the member must notify the board.
• Reports of violations or complaints regarding these regulations can be submitted to a board member for immediate intervention.
• Reports of violations or complaints regarding these regulations must be sent to the official email address of D&D Gent (bestuur@dnd.gent), or anonymously via the contact form on the website.
• The board is responsible for the initial handling of reports.

5. Sanctions and Procedure for Violations

Violations of these regulations may result in:

• A warning
• Temporary suspension
• Proposed exclusion, in accordance with Article 9 of the Articles of Association

The governing body, a designated representative, or the event manager is authorized to immediately impose provisional sanctions. Incidents must be recorded and discussed at the next board meeting. Exclusion can only be pronounced by the general meeting with a two-thirds majority.

The person involved will in any case be heard before a decision to exclude is made.

6. Amendments to the Regulations

The board is authorized to amend these regulations in accordance with the articles of association. Any amendment will be:

• Recorded in the minutes of the board meeting,
• Posted on the website.

The most current version of these regulations is available at https://dnd.gent.

7. Final Provision

For all cases not expressly covered by these regulations, the provisions of the articles of association of D&D Gent VZW and the Code of Companies and Associations apply.

The organization reserves the right to take action in the event of serious violations of human dignity and generally accepted standards of decency, even if these are not explicitly included in the regulations. In such cases, the regulations will be amended to cover the situation in the future.