A simple way to decide what your team should do before, during and after the conference.
COP31 brings governments, civil society, companies, researchers and international institutions to Antalya. Simply being present can consume significant staff time and budget. A useful participation plan connects the trip to a small number of organisational priorities.
1. Decide why you are going
Choose two or three outcomes you could identify after the conference. Examples:
- Build relationships with potential implementation or funding partners.
- Contribute evidence to a specific negotiation or policy discussion.
- Present a verified project and invite targeted follow-up.
- Understand developments affecting your organisation's work.
- Meet specific stakeholders or clients.
If every possible outcome is labelled a priority, nobody knows where to spend time. Assign an owner and next step to each chosen goal.
2. Match people to activities
Create a simple matrix showing who will attend, what they can decide, which meetings matter and what material they need.
| Priority | Who should attend? | Useful preparation | Evidence of progress |
|---|---|---|---|
| Policy engagement | Subject expert or advocacy lead | Brief with question and requested action | Relevant meeting and agreed next step |
| Partnerships | Programme/partnership lead | Short project summary and partner criteria | Qualified follow-up conversation |
| Visibility | Spokesperson and communications lead | Claims check, message sheet, media materials | Relevant interview, event or meeting |
| Learning | Technical or research colleague | Priority sessions and interview questions | Internal briefing with implications |
Avoid sending every team member to the same event unless there is a reason.
3. Check access before booking the calendar
Blue Zone meetings and official side events require appropriate conference registration and badges. Pavilion sessions or independent events may have different conditions. A published event listing does not automatically grant entry.
Use the UNFCCC COP31 page and Information for Participants to check registration and access. Confirm individual invitations where relevant.
A COP31-specific planning choice
Separate three kinds of programme items: formal negotiation-related meetings, official side events/pavilion sessions, and independent Antalya gatherings. Each serves a different goal and may require different access. Do not build a delegation itinerary from event titles alone: check venue, entry conditions, audience and relevance to your objective.
4. Build a short list of people and events
Start with your objectives and identify a focused list of organisations, experts and sessions. Record why each matters. Arrange meetings before arriving where possible; otherwise the calendar can fill with interesting but low-priority events.
Use a shared tracker: person, institution, purpose, requested meeting, contact, status, meeting location, owner, next action. Do not treat a generic invitation as a confirmed meeting.
5. Prepare materials someone can use quickly
You may need:
- One-page organisation or project summary
- Three central messages and their evidence
- One concrete request or collaboration idea
- Brief Q&A covering limitations and difficult questions
- Named contact and a follow-up email template
The material should be understandable without a long introduction. If it includes climate or sustainability claims, verify scope, data and supporting sources.
6. Keep the daily schedule workable
Include travel, venue access, security queues, meals and short debriefs. Name a backup for critical meetings. Record introductions and commitments on the same day, while details are fresh.
A ten-minute end-of-day check can answer: Which goal moved forward? Who needs a reply? What should change tomorrow?
7. Turn attendance into action
Within two working days of each important meeting, send a concise note describing the agreed next step and who owns it. After COP31, report against the objectives set before departure: relationships developed, information gained, commitments made and decisions needed.
Avoid counting badges scanned or business cards collected as results without checking whether anything followed.
Participation plan checklist
- Two or three specific objectives agreed
- Delegation roles and decision rights assigned
- Registration and venue access checked
- Priority meetings and events identified
- Materials and claims reviewed
- Logistics and daily debrief arranged
- Follow-up responsibilities and reporting format agreed
Related service — SICI: SICI can help define COP31 priorities, prepare a participation plan, identify relevant contacts and develop messages alongside your existing team or agency. View the current service overview: Services.
Sources: UNFCCC COP31 · Information for Participants. All other steps are editorial planning recommendations.