Mayoral delegation participation and coordination
Our goal is to make the conference warm, substantive and seamless for every mayor and delegation. The guidelines below help us plan appropriately, protect the experience for all participants and make the most of our time together.
Participation in the conference
- Mayor participation is expected throughout the official conference program. The program is designed as a shared experience, and each session, visit and gathering contributes to the value of the conference for the full group.
- We understand that an unavoidable issue may occasionally arise. If a mayor expects to miss any part of the official program, please let the AJCongress team know as early as possible so we can plan accordingly.
- Some activities may be designated as optional. AJCongress will identify those clearly in advance or in the daily schedule.
Schedule, transportation and on site coordination
- Please plan to be ready for scheduled departures and program start times. Group transportation, security and host commitments depend on the delegation moving together and on time.
- Use the conference WhatsApp group and official materials for schedule updates, attire, departure times and last minute changes. Please alert the AJCongress team promptly to any travel delay, schedule conflict or change in plans.
- For security and coordination reasons, please do not arrange alternate transportation to official events or leave a scheduled visit without informing the AJCongress team.
Hospitality, media and professional courtesy
- We encourage mayors to engage fully with one another, speakers, hosts and participating organizations. The conference is designed to create meaningful peer relationships and opportunities for continued collaboration.
- Photography, press and social media coverage will be part of the conference. Please let the AJCongress team know in advance of any significant media or communications considerations we should be aware of.
- We welcome coordination with mayoral communications and social media teams before and throughout the conference on key moments, tagging and amplification.
- Please treat private conversations, participant contact information and nonpublic program details with discretion. Media requests or public statements involving the conference should be coordinated with the AJCongress team when appropriate.
Changes, cancellations and questions
- Because AJCongress is arranging travel, hotels, transportation, meals and special access in advance, please notify us immediately of any cancellation, flight change, delegation change or other issue that may affect participation.
- If there is anything we can do to make the experience more comfortable or productive, please reach out to your AJCongress contact. We want every mayor and delegation to feel welcomed, well cared for and able to participate fully.
Your AJCongress contacts: