1. What is the IGLYO Annual Members' Conference?

The core and most important aim of the IGLYO Annual Members' Conference (AMC) is to hold the Members' General Assembly, where Members are updated on IGLYO's current structure and activities, cast their votes on statutory issues, and elect new Board Members.

In addition, the AMC offers opportunities to engage in insightful panels, hold or attend workshops, discover the local scene through an optional social programme, and network with over 70 LGBTQI young activists from across Europe.

In other words, it is a unique chance as a Member to have a say and contribute to setting the direction of IGLYO for the future, while meeting all together in person and exchange as a united international network. Feel free to check out how last year's IGLYO AMC Ljubljana 2024 went to see what it concretely looks like!

2. Why should my organisation attend?

As an IGLYO Member Organisation, it is a duty to take part in the General Assembly at the AMC and cast your vote on statutory issues. We therefore kindly ask each Member Organisation to have one official delegate to participate in the AMC — or give their proxy​ to another Member if really no one is able to attend.

IGLYO is a Member-led organisation, which means that you, as Members, are our highest decision-making body. For the General Assembly to be valid legally, we are required to reach a quorum (= minimum number) of votes of Members present or represented via proxy.

3. Who from my organisation should attend?

IGLYO AMCs are open to all IGLYO Member Organisations, and the capacity is limited to one delegate per Member Organisation.

To be able to attend the AMC, your delegate needs to:

• Be a board member, employee, or volunteer, etc. of your organisation;
• Be 18 years old or above at the time of registration.

In addition, to ensure that everyone has the opportunity to attend IGLYO's AMCs and that all identities are equitably represented in the discussions, we encourage Members to consider sending someone who:

• Is preferably under 30 years old, unless really no one between 18-30 is available
• Is able to understand and communicate in English
• Rarely gets travel opportunities, and could not self-fund an opportunity like this
• Has intersecting marginalised identities (e.g. trans, intersex, BIPoC & disabled folk)
• Feels safe and comfortable traveling and being in groups
• Has the time and capacity to attend

Important note: This year, there will be Board elections during the AMC. Board Elections are open to LGBTQI young people between 18-30 years old who are nominated by a Member Organisation. If you are a Member Organisation and you are planning to nominate someone for the Board elections, we strongly advise you to register that person as your delegate for the AMC so they can campaign in person during the conference. The call for the Board along with more information will be published in May.

4. What if no one from my organisation can attend?

If no one from your organisation can attend the AMC in person, it is still important that you, as a Member, cast your vote for us to be able to reach the quorum required by our Statutes. Therefore, if no one from your organisation can attend in person, we kindly ask you to fill out this Proxy Form​ to either give your proxy vote to another attending Member Organisation if you already know one, or to ask us to pair you with an attending Member Organisation if you don't have one in mind.

5. Do I need to be part of a Member Organisation to participate?

Only delegates of IGLYO Member Organisations (see full list here​) can register for IGLYO's Annual Members' Conferences. If you are not representing an IGLYO Member Organisation, your organisation will have to apply as an IGLYO Member and be validated by the Board before you can register for the AMC. You can find more information about our membership and how to become a member on this page​.

6. What to do if I need a visa to travel to Switzerland?

Depending on your home country, you might require a visa to travel to Switzerland. While it is your responsibility to verify whether you need a visa, and apply for one if need be, IGLYO can draft you a letter of invitation and support you in this process. 

We've prepared this Visa Application Guide​ to help you understand the different steps, and what role IGLYO can have in supporting your application. Just remember to start the visa application procedure as early as possible to ensure you receive your visa on time for the event.

7. What's on the AMC Agenda & Can I suggest proposals?

We will publish the Agenda at a later stage but here is a rough outline of the agenda for the conference:

• 6 November 2025: Arrival day & Welcome session
• 7-9 November 2025: Core programme, including the General Assembly, Board Elections, panels, workshops by members, networking sessions, and an optional social programme in the evenings. 
• 10 November 2025: Departure day

8. Can I hold a workshop at the AMC?

Member-led workshops are a flagship element of the AMC programme, and a great way for you and other Members to learn more about each other's work. We will provide more information on how to apply to hold a workshop at a later stage.

9. How much does it cost and what does IGLYO cover?

The fee to participate in the AMC is €50 per participant, and IGLYO will cover all expenses related to your participation (food, accommodation and travel), as per the conditions detailed below. 

IGLYO will be booking and providing accommodation in shared rooms for everyone who registers for and attends the event. Please note that accommodation is booked and covered by IGLYO only for the duration of the AMC, from Thursday 6 November (arrival) to Monday 10 November (departure). If your delegate is arriving before or leaving after these dates, you'll need to arrange and pay for accommodation yourself for the extra days. Each delegate will share a room with another delegate.

As for travels, you are expected to book and pay for your delegate's travel to the event and we will reimburse your travel costs up to €300 after the conference, as long as you comply with our reimbursement policy requirements. Please carefully read our full Reimbursement Policy before booking any travels.

10. What if we are facing financial difficulties and cannot pay the fee or book travel?

If you are currently facing financial difficulties due to the conditions in your country, please get in touch with our Communications & Network Team at network@iglyo.org by Monday 13 October 2025 at 23:59 CEST.

If your organisation requires financial assistance to book your travel, there are several options available:

• Fee waiver - this is a request that your organisation can make for our event fee ahead of the event
• Travel booking - if your organisation or you don't have the means to fund travel ahead of time, IGLYO can book your travel.

We provide all necessary information to our Member Organisations months ahead of our events in order for your organisation to choose delegates and manage travel logistics in advance. 

For this reason, we expect you to book your travel in advance, and have the deadline of 1 month before the event (13 October 2025) to request financial assistance. After this, the team will not have the capacity to help.

11. Can I be refunded or transfer my ticket if I cannot attend anymore?

The conference fee is fully refundable up until Wednesday 22 October 2025 (2 weeks prior to the event), after which it is no longer refundable. Your conference fee can also be transferred to another person who will attend from the same Member Organisation up until Wednesday 29 October 2025. To ask for a refund, or to transfer your conference fee to a different attendee, please email our Comms & Network Team at Jeremy & Toryn at network@iglyo.org. 

Please note however that, as per our Travel Reimbursement Policy, if you book travel and are no longer able to attend the AMC, we will not be able to reimburse the travel expenses. This is why we encourage you to consider refundable/changeable options where possible when booking travel (also in case of flight cancellations, etc). 

12. What's the deadline to register?

The deadline to register for the AMC is 19 June 2025 at 23:59 CEST. Unlike other years, we are putting the deadline far earlier in the year for this AMC to ensure that our quorum is reached, and to communicate ahead of time the number of participants as well as their accessibility needs and food requirements in advance to the hotel. It also encourages you not to wait for the last minute to book your travel or apply for a visa if you need one.

13. How to register and pay?

Please follow these steps to complete your registration:

1. Fill out the registration form by 19 June 2025 at 23:59 CEST.
2. In order to receive updates about the AMC, you need to put yourself as the "Contact Person" on the "Contact Details" page.
3. During the registration, you will be asked to set up a password for your Glue Up account if you do not have one already. Your Glue Up account will allow you to access your registration status easily and interact with other participants if you wish to. 
4. Once you register, we will review your registration to make sure that you represent a Member Organisation, and that no one else from your organisation is already registered.
5. Once we approve your registration, you will receive an email with instructions on how to pay. You will have the possibility to pay online, or by bank transfer. If you choose to pay by bank transfer, you need to settle the registration fee within 15 days after the registration.
6. Once the fee is paid, you will be registered for the event and you will receive your email confirmation. Please wait for this email confirmation before booking any travel.

Before registering, please make sure that your organisation has agreed for you to be their only delegate, and that you ran through our Tips to choose your IGLYO AMC delegate​ to decide which delegate should attend. Please remember that the AMC is only open to IGLYO Member Organisations, and that only one delegate per Member Organisation can attend.