The APPF meets each year and rotates between host countries as determined by the preceding meeting. The Annual Meeting is the highest decision-making body of the APPF.
The host of each Annual Meeting chairs the event and makes the necessary arrangements for the gathering. The host bears the organisation costs, while participants cover their expenses for attendance.
There are two key sub-groups generally established during Annual Meetings:
A Drafting Committee is established at each Annual Meeting on the advice of the Executive Committee. The Committee prepares draft resolutions and a draft joint communiqué for consideration, adoption, and release at the conclusion of the Annual Meeting.
Various working groups may be established by the Annual Meeting on the advice of the Executive Committee. The purpose of these groups is to examine specific issues or create a new joint draft resolution in place of multiple existing proposals with similar content, and submit this to the Drafting Committee.