1 Introduction
This guide is aimed at hosts who want to hold and facilitate hybrid convenings/events, and is based on APC’s experience and learning from the last two years. [1] After the pandemic, new ways to allow people to participate in convenings have arisen, as a means of reducing travel and minimising contact.
1 Welcome
We organised this collection in four main sections that compose our story, the tapestry of online events with the infrastructure, labour, threads, creative patterns and strategies we think of when organising and designing online events.
1. Intended users and update policy
The APC Convening Manual provide an organic guidance on the cycle of Convenings and is rooted in the following Policies: APC Expenses policy, APC Procurement, APC Risk framework, APC Code of Conduct and Principles of Participation, APC Harassment Policy, APC Data and Privacy, HR manual for the section that pertain to staff take leave for work and other issues.
2 Planning and designing your online event(s): The beginning
Questions in this section 1. Core principles and practices 2. Why? | Unique value and general challenges - Why do I want to host this event? - Could this experience be an opportunity or a risk for us a team? - What challenges should I consider during this process? 3. What? | Goals and possibilities - What do I want to accomplish? - What are the possibilities of my online event? 4. Who? | People, participation, context and access - Who will attend? | Participants and context - Is my event accessible? | Documentation, technology and access - Preparatory survey for participants 5. Crossroads and possible directions
2 Planning hybrid events
This section provides you with information on the event planning and how to make it inclusive and participatory.
2. GLOSSARY
This section provides essential definitions for terms and roles used within the manual.
3 Rising action
Questions in this section: 1. Who needs to be involved in the planning and designing stage? 2. When and how long? | Timing, time zone(s), duration and digital fatigue considerations 3. How? | Format, technology, documentation design, language(s), budget and care
3 Running the event
Here we go into details about technical areas and things to watch out for regarding running a hybrid event.
3. Introduction
Organising convenings, events and meetings requires a framework of values and practices with a strategic use of ICTs and communications, coupled with an intersectional approach in the overall design process. Whilst this Convening manual has been written for APC staff, we encourage team members to use these guidelines for working with member and partner organisations as well. We cannot make decisions for member and partner organisations, but we can provide support and guidance in relation to collaborative work and sub-granting with APC. The convening manual offers a systemic approach to how APC coordinates and organises convenings - in person, hybrid and online. Indication on how to choose the right convening format as well as specific workflow and tasks for online and hybrid convening can be found throughout the manual in the interlinked guidelines on online convening and hybrid convening 101.
4 Final words
Hybrid events can offer the best of both worlds: the pleasure of being together after the pandemic, and the possibilities of connecting people online and therefore allowing more people to participate while reducing costs, carbon emissions, logistics needs and possible health risks.
4 The lead up and going live
1. How, when and where to share my event: Communications plan, invitation and registration form design, and outputs 2. Core principles for a safer and more accessible event 3. Technical support during my event, backup plan and preventive measures 4. (Re)imagining facilitation for online events
4. Convening cycle
5 Appendix: Components of a hybrid tech kit
At APC we have designed a technical toolkit that we carry for hybrid events. Though some of the equipment can normally be rented on-site, other components are less common and so we prefer to have our own.
5 Winding down, reflection and continuation
The focus of our guide so far has been on the main elements of online event planning and design process. This section entails many different questions, inspiring approaches and considerations, including strategic archiving processes, continuing the conversation, evaluation forms design, post-event care activities, new learnings and reflections on the overall process, creating new resources, etc. We will be working on this section in the future and our plan is to add it in the next edition of this guide. However, here are some of the threads that we imagine could be included.
Credits and acknowledgements
The CommsLabs Blueprint 2.0 was co-created by a group of people offering their knowledge and experiences.
Digital Infrastructure
Overview, specifications and descriptions of each platform.
Event design and cycle
Work templates on the before, during and after CommsLabs.
Hybrid events guide at a glance
The infographics in this section provide an overview of hosting and participating in hybrid events.