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Intended users The intended users are Convening Coordination teams. The Convening Coordination teams are recurrent yet temporary teams that are constituted for the purpose of organising a convening. Key roles involved in a Convening Coordination team are Ops...

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. While this convening manual has been written for AP...

The manual, part of APC’s Policies, Systems and Procedures (PS&P) framework, is structured in sections that cover the full convening cycle, right from its idea inceptions all the way to the final evaluation, report, and financial reconciliation. In this firs...

Convening For the purpose of this manual, any event, meeting, workshop, gathering – online or on-site or hybrid – that requires bringing people together for a common goal is a convening. These can be convenings that are either organised by APC programmes/team...

This manual will address the implementation cycle of an in-person convening in detail. For online and hybrid convenings please review particularly the relevant sections from APC guidelines on planning and designing online events as well as APC hybrid events g...

Please also see section on all links to convening resources - 5. OPS (people and systems) key links and repositories   APC convening coordination and related workflow happen across a set of platform and tools: Redmine: Events scheduling form and/or indivi...

All convenings require budget. The APC convenings lead will work on a budget forecast, including a detailed list of the most recurrent event expenses such us travel expenses, subsistence costs, venue costs and consultant fees among others. These details will b...

APC follows its travel expense policy for overall travel and subsistence costs such as per diem, and reimbursement. It is the convening point of contact’s responsibility to be aware of the policy and liaise with the convenings lead should any other specific ne...

Resource persons are individuals or teams contracted for the implementation of specific services such as on-site logistics, programme design and facilitation, documentation, tech facilitation and tech support, interpretation and captions among others. The conv...

Post-convening finance reconciliation is the final accounting of the services procured for the convening. The APC convening lead has to prepare this report within one month after conclusion of the event. At this stage, the invoices for accommodation and other...

The selection of a location for an APC convening is chosen after the assessment of different factors. The criteria usually are: international travel complexity for participants; country entry requirements and visa process complexity, with special attention to ...

After determining the location for a convening, which can be the result of an internal location comparison exercise or the decision to attach the APC convening to an external event, you can proceed to look for the venue keeping in mind the conditions relevant ...

APC follows a single-room policy for accommodation in order to respect the privacy and mental health of the participants. But participants can share rooms to cut costs or for personal preferences. The general rule is that the convenings lead or the programme O...

Participants’ experience is at the heart of any convening planning and implementation. To achieve a positive and welcoming experience, having internal coordination, clear information systems, feasible timeline and clear budget are critical. APC practises havi...

The APC systems and information coordinator has to liaise with the organising team to create and maintain the form required for call for applications required to identify participants. In case of recurrent convenings (e.g. AfriSIG), the core team creates a st...

Once the participants have been confirmed, the APC systems and information coordinator creates a standard Logistics Registration Survey that is shared with all participants. The Logistics Registration Survey can be shared directly by the Ops core team or by t...

It is convening point of contact’s responsibility to make sure all members of the coordination team are informed, consulted and updated on all aspects of the convening. APC systems and information coordinator is responsible for setting and maintaining an accur...

APC recognises the limitations, challenges and discrimination by visa regimes on the free mobility of its staff, members/partners and invitees to convenings APC it organises or attends with a delegation. For this reason, APC is committed to not only providing...