The conference is held every year during the last weekend of December. The venue and date is decided two years in advance to coincide with the Round Table India Annual Conference. Ladies Circle India rules and regulations must be followed.

Conference Convener

The Ladies Circle of India nominates the Convenor. The Convenor can then appoint her own committee. If there is more than one Circle in a city, she should try and see that Committee members are chosen from all Circles, to ensure support and co-operation from all members. She should keep in touch with the President and other board members and send progress reports. She should prepare and present a report at the Conference and later send a detailed report and accounts to the board members.
Committee
Apart from the conference convener, the committee usually consists of

• Conference Secretary- She has to attend to all correspondence relating to the conference, printing and sending out circulars, registration forms, invitations, etc and keep a record of all meetings held.
• Conference Treasurer- She handles all finances of the conference, opens a bank account in the name of National Association of Ladies circle India Conference, prepares a budget and keeps an account of expenses. She has to submit a balance sheet at the Annual General Meeting if possible or soon afterwards.

Venue and duties
The venue of the meetings should as far as possible, be at the same hotel or place as the RTI Conference. The maximum number of participants that might attend should be taken into consideration when deciding on the size of the meeting hall. The maximum must be borne in mind when estimating the budget. Notes should be made about discussions and decisions. A printing press should be contacted in good time, and the registration forms etc should be printed. Articles should be sent to the newsletter and the LC India magazine, Rendezvous on the progress and arrangements.