1. The conference participants are correctional administrators, that is officials responsible for the administration of prison and other correctional systems. It is not appropriate for Ministers to attend, except for the opening and closing ceremonies of each conference.

2. The host nation has absolute discretion with regard to the invitation list, provided the invited participants come from the Asia and Pacific region. The host nation may invite other persons to attend as observers.

3. All participants pay for their own transport and accommodation expenses, but the host will provide the venue, appropriate hospitality, and arrangements for professional and cultural visits.

4. Each conference elects its own Chairman, but traditionally this is the senior member of the corrections authority of the host nation.

5. The Governing Board constitutes members who are appointed in accordance with the Joint Declaration signed by all APCCA members. The board is headed by the Chair (current host) and is facilitated by the APCCA Rapporteurs. The Governing Board is responsible for all significant decisions between conferences, and also provides advice to the APCCA Rapporteurs on the annual Discussion Guide and the selection of Agenda Items for each conference.

6. The host for each conference is responsible for the safekeeping of the APCCA symbols (a Fijian war club presented in 1985, an Indian oil lamp presented in 1989 and the APCCA flag adopted at the 25th APCCA in Korea) until they are formally handed over to the host of the next conference.

7. At each conference a draft report will be produced and circulated to participants by the Rapporteurs before the closing ceremony. The host nation subsequently publishes and circulates the final report to the APCCA members.