WAGGGS World Concerences' Accessibility

Introduction

In response to the Proposed Motion 24 from the 37th WAGGGS World Conference, the World Board commissioned the Governance Committee to lead a review on alternative formats for future World Conferences. The report considers how virtual, hybrid, and in-person formats affect Member Organisation (MO) participation, accessibility, governance effectiveness, preparation, sustainability and connection across the Movement.

The report draws on evaluation reports from recent World and Regional Conferences, including feedback from MO delegations and WAGGGS Global Team members, attendance statistics, interviews with WAGGGS Membership and Regional Support (MaRS) team, and input from the Nominations Committee.

Key findings

The report finds that virtual participation significantly expands access to WAGGGS governance. It reduces financial, travel, visa, health-related and logistical barriers, and enables more MOs, including younger members and those with limited resources, to participate. However, the report also notes that connectivity challenges can limit effective participation for some MOs.

At the same time, the report confirms that in-person participation remains highly valued. MOs value informal networking, cultural exchange, spontaneous conversations and the sense of belonging created through meeting in person. These elements support deeper engagement, stronger relationships and better understanding of motions, candidates and shared decision-making.

On governance effectiveness, the report notes that virtual and hybrid formats can increase participation in formal governance processes, including voting. However, they do not fully replicate the depth of dialogue and informal exchange that takes place during in-person gatherings. Virtual and hybrid formats can create visibility gaps for online participants, particularly where informal conversations influence understanding and decision-making.

The report also highlights that MOs need earlier and clearer preparation. Short notice, late materials and unclear timelines can limit the ability of MOs to consult internally and prepare their delegates. Pre-conference briefings and training are valued, especially on governance procedures, technology use and motion preparation, but are often not well attended. 

In relation to sustainability, the report identifies a balance between cost, environmental impact and meaningful connection. Virtual conferences reduce travel costs and emissions but require investment in digital platforms and technical support. In-person conferences are more expensive and have a higher environmental impact, but offer stronger engagement, motivation and relationship-building.

The report would suggest that WAGGGS Constitution sub-clause 12.8.3, which states that remote attendance should be considered only in “exceptional circumstances” should be amended. The current text creates ambiguity where full flexibility may be required for a range of circumstances. 

Overall, the report shows that conference format directly affects MO participation and experience. Virtual and hybrid formats can broaden access and strengthen formal participation, by enabling people to be present, speak, and vote remotely, while in-person participation remains important for trust, dialogue, belonging and the wider Movement experience.

In response to this report and to introduce greater flexibility for remote participation in general meetings, the World Board (WB) has proposed a constitutional motion (Proposed Motion 5, WoCo Document 6B for the 39th World Conference in 2026).This proposes moving beyond the current ‘exceptional circumstances’ limitation and providing a clearer basis for hybrid participation, whilst still acknowledging the significant benefits of in-person participation and committing to continuing to provide support for MO delegations to access and participate in Conferences, whether in-person or virtually. 

2. World and Regional Conference Participation Data 

2.1 World Conferences and EGM participation

The participation data below should be interpreted in light of the context in which the Conferences were delivered. The 2011, 2014 and 2017 World Conferences provide useful in-person comparison points before the COVID-19 pandemic. The 2021 World Conference was delivered online during the pandemic period, when international travel, health requirements, and global uncertainty affected the feasibility of in-person participation. The 2023 World Conference marked a return to an in-person format but took place in a context where many MOs were still managing cost, visa, travel, and capacity barriers. The 2024 online EGM provides useful evidence of virtual participation in formal governance, but it should be read separately from full World Conference participation figures as this was an exceptional governance event.

It should also be noted that there are some nuances in terms of regional representation. Online participation enables a wider range of MOs from more of the regions to be represented. Whereas, for example, European MOs appear to be less impactedby the type of event with relatively equal representation whether in person or online. 

2.2 Regional Conferences participation 

Regional Conference (ReCo) data also reflects different regional realities. The 2019 ReCos were all in-person. In 2022, delivery was mixed, reflecting the continuing impact of COVID-19 and different regional capacities to return to in-person events. In 2025, mixed delivery continued, showing that different regions may need to apply different options depending on costs, conflict situations, visa entry requirements, and MOs’ capacities.

Overall, the data confirms that flexible formats support stronger overall MO delegation participation.