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In all cases when the location of an event is not decided by APC or the convening, due to its nature, requires to happen in specific countries, the following will apply: Convening timeline needs to be adapted and extended if necessary to respond to the spec...

APC is committed to provide support for conference visa as the type that provides the higher transparency about reason for the visit, and therefore safety and protection from immigration scrutiny. In cases where APC cannot support the conference visa process,...

Local partners’ support When a conference visa is the only acceptable option for participants, support from a local partner becomes mandatory, as APC cannot provide invitations without having registration in the host country. APC will sign MoUs with local tr...

It is the responsibility of the convenings lead or the Ops programme staff to reach out individually to each of the participants and share the event’s corresponding visa information and support documents the APC will provide, together with an indication of the...

APC will make sure to provide the correct details of the host organisation to all participants applying for visa. These can be the organisation’s name, address, email, telephone contact and other details required to be filled in the visa application forms.

Following the communication about the visa, the convening lead will create the repository for visa support and store in there all the supporting documentation in separate folders: Venue confirmation of accommodation: The convening lead is responsible for as...

Once participants have submitted their details in the Logistics Registration Form, and they do not require a visa or have an approved visa, the flight booking process begins. The general rules of how to book a flight ticket under APC guidelines can be found i...

APC works with a set of trusted travel agents that are able to offer diverse options and absorb requests for larger groups when needed. It is recommended to use these agents, as they have long-term contracts with APC and they send the invoice directly to the F...

Currently this document is the main register of all bookings made in APC, and it is mandatory to register each booking at the moment of confirmation. In this way, the information of the booking is communicated to the Finance team and they are able to identify ...

Only the Ops core team and Ops programme staff can book tickets through the trusted travel agents. All booking requests must be made through the Logistics Registration Survey or the APC Individual Travel Form. Once these requests are received, the Ops core tea...

In some cases, participants are allowed to book their own tickets. This is generally the case for METF grantees who take care of their own travel arrangements and choose to get the advance funds or reimbursement. Likewise in the case for some staff members who...

Local travel refers to any means of transportation needed to get from the participants’ home to the airport. This can involve airport shuttles or other ground transport, but also flights within the origin country. APC is usually able to confirm flight tickets...

There are several approaches on how to plan transportation for participants on arrival and for departure in the country where the convening is taking place. Participants find their own transportation. This is an option especially recommended for locations w...

When organising ground transportation in the destination country, it is necessary to create transportation schedules to communicate the time of arrival and departures, the type of vehicles hired and the group arrangements to the service provider. This task is ...

To create a safe and welcoming space, APC has included in its registration survey explicit mention of APC principle of participation, code of conduct, and policy on harassment. At the end of the registration survey, all participants are asked to expressly sign...

From October 2025, Signal is becoming part of APC workspaces as a communication tool, especially during travel and on-site coordination during convenings. This means its use is mandatory for all staff and everyone has to use the app. APC will provide orientati...

The APC Communications team’s role for APC-wide convenings and APC-led or co-led convenings when requested is to co-lead and support the communication strategy, support with exhibitions, booth, materials and any other Comms-related activity or output. They are...

Convenings like RightsCon, the IGF, FIFAfrica and the Global Gathering have a village/fair set up that allows organisations to set up booths or stalls to showcase their work. APC uses booth spaces for strategic purposes such as: To share information about A...