M Meridian Forum
Concept Note Roundtable on AI Governance
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• Page A1 · Today's lead Filed · Brussels · CET
Built for the people who turn convening into outcomes.
A platform and a network for the people who run policy events in Brussels and the capitals where European policy is shaped.
Convenor covers the whole arc of an event, from the first concept note to the post-event report. Invitations, logistics, briefing packs, check-in, follow-up, stakeholder relationships, and the organisational memory that makes every edition better than the last.
06 The cycle A6 · Infographic
The work, in one picture.
Convenor is one system that covers the whole arc. Six stages from first concept to final report.
Stage 01 of 06
Frame
Where the concept note and agenda take shape.
Every event starts with a concept note, rationale, objectives, participants, and expected outputs, and an agenda built block by block alongside it.
What Convenor delivers
Structured concept note: framing, background, objectives, format, participants, outputs
Visual block builder: opening, sessions, breaks, closings, parallel sessions
Session descriptions and outcomes flow directly into the concept note
Internal and external views of the same document, one source, two audiences
Previous edition's reflection pinned at the top of every recurring event
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Where the concept note and agenda take shape.
Every event starts with a concept note, rationale, objectives, participants, and expected outputs, and an agenda built block by block alongside it.
What Convenor delivers
Structured concept note: framing, background, objectives, format, participants, outputs
Visual block builder: opening, sessions, breaks, closings, parallel sessions
Session descriptions and outcomes flow directly into the concept note
Internal and external views of the same document, one source, two audiences
Previous edition's reflection pinned at the top of every recurring event
Building the right room.
Your stakeholder database is the source. Every person you have ever convened is in one place, with their engagement history, sector, seniority, topic tags, response patterns, and flags. Filter, search, and build your list from a record that gets richer with every event.
What Convenor delivers
Stakeholder CRM with engagement history across all events
Filter by sector, seniority, topic tags, and custom classifications
Response history: invitations sent, roles held, acceptance rates
Custom taxonomies, private to your organisation
Invitations that reach the right people, the right way.
Invitations go out from the Share hub, targeted by role: speakers, moderators, attendees, observers, or named individuals. Each invitation is personalised with merge fields. Speakers are directed to a portal where they complete their own intake: bio, photo, travel preferences, dietary requirements, without chasing emails.
What Convenor delivers
Invitations sent by role: speakers, moderators, attendees, observers
Personalised invitations using merge fields (name, event, coordinator)
Speaker portal for self-service intake: bio, photo, logistics, consent
Delivery log: every send tracked, with channel and timestamp
Everything in place, before the day.
Briefing packs, concept notes, programme updates, and day-before reminders are all sent from one place. Speakers have already completed their intake. The day-of pack, agenda, roster, session notepad, is ready before you arrive.
What Convenor delivers
Day-before reminder sent to all confirmed participants with one action
Programme update emails triggered from the event when details change
Day-of pack: agenda, roster, check-in workspace, session notes
Briefing packs generated and distributed from the event workspace
On the day, calmly.
The Run workspace brings together the roster, check-in, walk-ins, and session attendance in one view. Each agenda block has a status: not started, in progress, complete. The session notepad lives alongside the agenda. Everything is tracked as it happens.
What Convenor delivers
Roster with accepted, pending, tentative, and declined status
Check-in progress tracked per event, walk-ins added in one click
Per-session attendance and session status (not started / in progress / complete)
Day-of pack links to agenda, concept note, and session notepad
What you learn, written down.
The follow-up flow is three steps: configure feedback, view results, generate the content report. The coordinator writes a private reflection. Attendance is summarised. The event closes with a record that feeds the next edition.
What Convenor delivers
Three-step follow-up flow: feedback configuration, results view, content report
Coordinator's private reflection, never sent, always available at the next edition
Attendance summary generated automatically
Feedback results and content report produced from one workflow
Stakeholders · CRM B1 · CRM
Every relationship your organisation has ever made. In one place.
Convenor is not just where events happen. It is where the relationships behind those events live. Every person you invite, speaker, moderator, attendee, observer, becomes part of a stakeholder record that persists across events, programmes, and years.
Each record holds engagement history, sector and seniority classifications, topic tags, response patterns, flags, and a bio the stakeholder maintains themselves through their portal. You see every invitation ever sent to them, every event they attended, every role they held. Filtered views let you find exactly who you need for the next event, or identify the people you have not engaged in two years.
The stakeholder record is a byproduct of running events. You build it by doing the work.
Analytics B2 · Dashboard
Always-ready numbers.
Across every event, every programme, your whole organisation.
The analytics dashboard does not require a report to be run. It is always current. Every event you run, every stakeholder you engage, every acceptance or decline feeds into an organisation-wide view that is ready whenever you need it.
See total events, total stakeholders, confirmed speakers by year, and net-new stakeholders by quarter. Track stakeholder growth over time, cumulative or new arrivals, monthly or yearly. Understand your audience composition by sector and by topic tag. And drill into the per-event table: every event, its date, attendance, speaker count, moderator count, and acceptance rate, all in one view.
Not a report you run. A view that is always there.
What the dashboard tracks
01
Org-wide KPIs
Events run, stakeholders engaged, speakers confirmed, new relationships formed.
02
Stakeholder growth chart
Cumulative and new-arrival views, by month or year.
03
Audience composition
Sector distribution and tag distribution across your full stakeholder base.
04
Per-event performance table
Every event with attendance, speakers, moderators, and acceptance rate.
Data & compliance B3 · GDPR
GDPR-native. Configurable.
Configurable data retention
1, 2, 3, or 5 years, set at the organisation level.
Consent renewal cadence
Annual, biennial, at retention expiry, or manual only.
Data Protection Contact
Named DPO linked to every stakeholder record.
Stakeholder self-service
Consent revoked by the stakeholder through their portal, no request needed.
Templates & outreach B4 · Templates
Everything that leaves Convenor
looks like it came from you.
A template library that covers the full event lifecycle, concept notes, agendas, invitations, briefing packs, all in your organisation’s voice and style.
M Meridian Forum
Programme
09:00
09:15
10:30
10:45
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M Meridian Forum
Invitation You’re invited Confirm attendance →
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M Meridian Forum
Speaker Briefing
A. Lindqvist
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Template libraryAuto-trigger emailsOrg logo in outputsHouse style across the lifecycle
— Founding cohort · 2026
Talk to us.
After spending years inside policy convening, drafting agendas, chasing bios and carrying the quiet mountain of admin that eats up your week, we decided we were going to do things differently.
We built the tool we always wished we had.
Convenor is opening to a small founding cohort in Brussels. If this is your work, and you are curious why we think it will lighten it, we would like to hear from you.
Thank you. We will write to you shortly.
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