IAEI MEMBERSHIP
Membership rules
Formal membership rules · Adopted at the members’ meeting on October 1, 2026 · Webpage updated October 4, 2026.
The rules were adopted at the members’ meeting on October 1, 2026. The website currently accepts expressions of interest. Registration requires no payment and does not itself confer membership or voting rights.
1. Purpose and scope
These rules govern membership eligibility, admission, rights, obligations and withdrawal in support of exchange in embodied intelligence, robotics, AI, intelligent sensing and human–machine integration. They form the membership part of IAEI’s internal rules and are read with its other valid by-laws. Applicable law and the filed articles take precedence.
2. Eligibility worldwide
Applicants may be individuals aged 18 or older with the necessary legal capacity, or lawfully established organizations with legal personality, that support IAEI’s purposes. Organizations may be based in Canada, Europe or elsewhere. Applicants must have authority to make the application and provide accurate information.
3. One membership class
The articles authorize one membership class, whose members receive notice of, attend and vote at members’ meetings. Company, education or research institution, and individual are applicant types, not different legal membership classes or tiers. Each admitted member has one vote. Sponsorship or payment does not buy additional votes or a board seat.
4. Application and approval
Start by registering interest through the website. IAEI may invite registrants whose enquiries remain within the retention period to confirm a formal application and any required organizational authorization. Please register again if your record has expired. Authorized reviewers check eligibility, organizational existence and representative authority where relevant. The board, or a body or officer it lawfully authorizes, decides and records the outcome. A request for more information or an acknowledgement is not approval.
5. Effective date and duration
Membership starts only on the effective date in a written admission notice issued after valid approval. The association records the member in its statutory register. Membership continues until resignation, lawful termination, the individual’s death, the organization’s dissolution or another applicable legal ending event; the end of the free first year does not itself end membership. An annual contact check is not an automatic readmission process.
6. Organizational representatives
A company or education/research institution membership belongs to the legal entity, not its employee or representative. A department or laboratory without separate legal personality must apply through its parent entity. The organization appoints an individual in writing to exercise its membership powers and updates that authority when representatives change. A change of representative does not create a new membership or extra vote, and appointment as a representative does not itself confer individual membership. Separately incorporated affiliates must apply separately; admission of one company does not admit an entire group.
7. First-year dues and later fees
Membership dues are waived for the first 12 consecutive months from the effective date of admission. No payment is collected for an expression of interest. Any later dues must be established through the applicable approval process and notified at least 60 days before they become payable, with the amount, currency, period and any refund terms stated. No retrospective dues or automatic debit will be imposed. If no valid later fee has been announced, no later fee is payable.
8. Member rights
The following rights belong to formally admitted members and are exercised under applicable law, the articles and valid by-laws. An organizational member acts through its authorized representative; registration of interest does not create these rights.
Meeting participation and voting
Receive notice of members’ meetings, attend, discuss the business before the meeting and cast one vote per member. An organizational representative exercises the organization’s single vote; changing representatives does not add votes.
Elections and nominations
Vote in director elections and on removal of directors where the law permits, and make nominations under the applicable procedures. A candidate must be an eligible natural person. Organizational membership does not make the organization or its representative a director automatically.
Proposals and requisitioning a meeting
Submit proposals for members’ meetings within the applicable deadlines and conditions. Members holding at least 5% of voting rights, or a lower threshold set by valid by-laws, may requisition a meeting in accordance with the statutory procedure.
Information and oversight
Receive or request financial statements and reports as provided by law, and inspect or obtain copies of the articles, by-laws, members’ meeting minutes and resolutions, and other records open to members under the Act. Access follows the applicable purpose, procedure and privacy limits; membership does not provide unrestricted access to board minutes or confidential third-party material.
Activities and knowledge exchange
Apply to join research discussions, knowledge sharing and research–industry exchanges that IAEI actually announces, under the published participation terms. Membership does not guarantee funding, projects, publication, event places, discounts, certification or commercial results. Any separate activity charge is disclosed before a separate decision to participate.
Suggestions, complaints and fair process
Raise suggestions or complaints about association matters. Before a membership sanction, receive the grounds and a chance to respond under section 11, receive a reasoned decision, and request the stated internal review. Statutory remedies remain available.
Voluntary withdrawal and data requests
Resign by written notice under section 10. Ask to access or correct personal information, or request deletion where applicable law allows. Withdrawal does not erase legally required corporate records or amounts already validly due.
9. Member obligations
Members must comply with the following obligations. These do not remove statutory voting, information or remedy rights, or require members to transfer ownership of their research or intellectual property.
Follow valid rules
Observe applicable law, the articles, valid by-laws and duly adopted resolutions when participating in association affairs, and act consistently with IAEI’s purposes. Constructive criticism and lawful use of member rights remain permitted.
Keep information and authority accurate
Provide truthful eligibility and contact information, promptly report relevant changes, and cooperate with proportionate checks. Organizations must keep their legal status and written representative authorization current.
Pay only validly established charges
After the first 12 months of waived dues, pay only dues validly established and notified under section 7. Separate event or project charges arise only under participation terms the member accepts. No retrospective dues apply to the waived period.
Respect others and maintain integrity
Treat participants respectfully, avoid discrimination and harassment, and do not use association activities for fraud, misleading promotion or unauthorized solicitation. Present research and business claims accurately.
Protect confidentiality and intellectual property
Share only material that the member is entitled to share, respect attribution and licence terms, and protect non-public information received under confidentiality duties. Do not publish or transfer another party’s confidential information without permission or legal authority.
Disclose relevant conflicts
When undertaking project review, procurement or other entrusted association decisions, disclose relevant interests and follow the applicable recusal procedure. Do not use the role for undisclosed personal or organizational benefit.
Describe membership accurately
Do not speak or sign for IAEI, or use its marks, without authorization. Membership is not endorsement of a member’s products, services or findings and does not itself create a partnership, agency or branch.
Honour accepted commitments
For activities or projects the member chooses to join, fulfil the agreed responsibilities and follow the published safety and participation requirements. Any use of the member’s data, research or intellectual property requires an appropriate separate basis.
10. Withdrawal and non-transferability
A member may resign by written notice, effective on receipt or a later date specified in the notice. Acknowledgement records receipt and is not a veto over resignation. Amounts validly due before resignation remain governed by the applicable terms; resignation creates no retrospective dues for the waived period. Membership cannot be sold, assigned or inherited; any legal successor must be assessed under the applicable rules.
11. Fair suspension or termination
Grounds are material false information, loss of eligibility, serious or repeated breach of valid rules, or dues remaining unpaid after a valid notice and reasonable opportunity to remedy. The board must give written grounds, relevant information and at least 20 days to respond before deciding a membership sanction. Conflicted decision-makers must withdraw. The outcome and reasons must be recorded and notified. Internal review may be requested within 30 days, without limiting statutory remedies. No suspension or removal may be imposed through the website or an automated score.
12. Records and publication
The association will maintain legally required records after admission. Member information is not a public directory by default; names, logos and publicity require separate permission. Statutory access to corporate records or legally required disclosure may still apply and cannot be excluded by a privacy promise. The expression-of-interest form is not the statutory membership register.
13. Adoption and changes
These rules were adopted at the members’ meeting on October 1, 2026. Their commencement is governed by that meeting’s valid resolution; the webpage update date is not an adoption or commencement date. Amendments must follow applicable law and the association’s valid decision procedures. Matters requiring a members’ special resolution cannot be changed solely through a website edit or an ordinary board decision. Membership rules are read alongside the association’s other valid by-laws.