Roles involved in convening cycle

APC has developed a standard chart of roles template that can be adapted and adjusted according to the specificity of the convening. Once this chart is completed, the Ops core team will add everyone to the event form ticket providing additional space beside the MM convening channel, for direct communication and coordination that can be managed either through Redmine or directly through Thunderbird email client.

The benefit of having a dedicated space only for the convening coordination team is the creation of a thread or virtual loop where all information is available to everyone and decisions and conversations can happen away from the “noise” of the Mattermost channel, as some of the more crowded events can be overwhelming or too dispersive.

The chart of roles contains two templates, one for planning and the other implementation of the programme schedule and other related tasks. The following table shows all APC teams that can contribute to the planning of the convening and general tasks. The convening point of contact can add or strike out the team involved or the task, adapting them to the nature and the size of the event they are coordinating.