FRONTLINE FOR CLIMATE ACTION PROTOCOL ON MEETINGS, WORKSHOPS AND CONFERENCE REPRESENTATION

1. Purpose

This protocol outlines the guidelines for representing Frontline for Climate Action (FCA) at meetings, workshops, and conferences to ensure consistency, professionalism, and alignment with the organization’s mission and values.

2. Eligibility for Representation

• Only authorized FCA representatives (staff, board members, or designated volunteers) may attend official engagements.

• Approval must be obtained from the Executive Director or a designated senior official before confirming attendance.

• Representatives should have the necessary expertise and knowledge related to the event's theme.

  
  

3. Pre-Event Preparation

• Briefing: Representatives must be briefed on FCA’s position, objectives, and key messages related to the event.

• Agenda Review: Understand the agenda, key speakers, and discussion topics to prepare relevant contributions.

• Materials: Ensure availability of FCA promotional materials, reports, or presentations as required.

• Logistics: Confirm travel, accommodation, registration, and necessary documentation in advance.

  
  

4. Conduct During Representation

• Professionalism: Representatives must uphold the highest level of professionalism, ethics, and respect at all times.

• Alignment with FCA Values: All statements and contributions should align with FCA’s mission, vision, and advocacy positions.

• Networking: Build strategic relationships with stakeholders, policymakers, and partners to advance FCA’s objectives.

• Participation: Engage actively in discussions, panels, and breakout sessions while ensuring FCA’s perspectives are well communicated.

• Social Media Engagement: If permitted, share key takeaways and updates on FCA’s official platforms or provide content for FCA’s media team.

  
  

5. Reporting and Follow-Up

• Post-Event Report: Within five (5) working days, submit a brief report outlining key discussions, FCA’s contributions, new contacts, and action points.

• Internal Briefing: Share relevant information with FCA leadership and team members for strategic follow-up.

• Action Implementation: Follow up on commitments, partnerships, or opportunities identified during the event.

  
  

6. Conflict of Interest & Compliance

• Representatives must avoid any conflict of interest and disclose affiliations with other organizations where necessary.

• Confidentiality must be maintained regarding sensitive information unless otherwise authorized for public disclosure.

• FCA’s code of conduct and ethical standards must be adhered to at all times.

  
  

7. Review and Amendments

This protocol will be reviewed periodically to ensure its relevance and effectiveness in guiding FCA’s external engagements.

Approved by:

Cedric Dzelu

Executive Director

10th March 2025