Glossary

Convening[1] 

For the purpose of this manual, any event, meeting, workshop, gathering – online or on-site or hybrid that requires bringing together of people for a common goal is a convening. These can be convenings that are either organised by APC programme/teams or are co-organised by APC staff programme/teams with members, associates and partner organisations. or convenings that APC participates in or is respresented in by staff, members, associates and partners. This participation can be individual or a team or as delegation of multiple teams, members, associates and partners.

APC wide convenings

APC wide convenings are those convenings where large APC delegation participates. This delegation is made up of but not limited to staff, members, associates and partners. APC wide convenings are organised under a common and collaborative strategic agenda and are attended by most of APC Programmes, NetDev and Comms, Operations and Organisational Development teams, several members through METF, own funds or other travel support and partners supported by APC programmes. For example, RightsCon, Internet Governance Forum (IGF) and Stockholm Internet Forum (SIF) and Global Gathering. 

APC led

APC led or organised convenings are primarily and fully organised/hosted by APC programmes, teams and staff. Examples include FTX, Community Gathering, Regional Gatherings, project inception meetings, Staff Meetings.

APC co-led

APC co-led or organised convenigns are hosted in collaboration with either members or partners or other external collaborators such as governmental institutions or United Nations etc. examples of APC co-led convenings include AfriSIG, consortium meetings etc.

Online

An online convening is conducted entirely virtually, allowing participants to join from anywhere in the world and from multiple time zones, using video conferencing platforms like BBB. Some examples in APC’s context are online workshops, team meetings and webinars.

On-site

An on-site convening takes place at a physical location where all attendees are present in person in single time zone.

hybrid

We understand hybrid convenings as that have both on-site and online participants and/or speakers, and where participation and engagement are mediated through and by technology. A hybrid event has elements of both on-site events and online events by design.

Convening coordination team

Convening coordination team is made up of cross programme/teams members involved in organising the convening as well as operations, tech and comms members. A convening coordination team is formed to steer the entire organising from start to finish collaboratively where all these roles are required to contribute in making the convening happen.

Convening Point(s) of contact

Convening Point(s) of Contact in the context of this manual would mean the programme/team staff person(s) responsible for leading the organising of the convening. This person can be the cost center holder but not necessarily. They are responsible for coordinating the overall process, lead on a strategy when there is one, liaise with other organisers, act as point of contact or delegate to other contact with external collaborators, create or review ToR for services and consultants, do risk assessment. They are also internally the point of contact for operations, tech, MEL, resource mobilisation and comms staff members. 

The role of Convening Point(s) of Contact can be shared with other people depending on the nature and size of the convening.

Cost Center Approver

Cost Center holder are the staff members authorised to sign off on budget allocation for the event, signing off on venue decisions. Cost Center Approver and Convening Point of contact can be the same person but not necessarily.

OPS Core team

OPS core team is made up 3 staff members at the time of this version of the manual - Operations Manager, Convening Lead and Information and Systems Coordinator.

OPS Programme Staff

Each programme team has a dedicated staff member responsible for looking after operations requirements of the programme that include administrative and logistics roles. This member works closely with OPS Core team for all convenings that require collaboration.

Onsite logistics coordinator

For convenings where on-site support is required - such as venue/accommodation scoping, working with local vendors or partners and travel agencies and other such logistical tasks – the organsing team may hire an on-site logistics person.

 

[1] APC CTE Strategy 2023 v.1.05: https://share2.apc.org/f/2940288