Deadline: 8 August 2025
Pan Africa ILGA (PAI) invites dedicated LGBTIQ+ activists, advocates, researchers, and community leaders from across Africa to serve as Volunteer Abstract Reviewers for our upcoming 7th Pan Africa ILGA Regional Conference. Guided by the theme “Unbreakable: Our Pride, Our Power, Our Future,” the event aims to confront current challenges, build resilience, and envision an inclusive, liberated future for queer Africa. In line with Pan Africa ILGA’s values of unity, advocacy, and human rights advancement, we are seeking 20 volunteer reviewers to ensure a high-quality, diverse conference programme.
Conference Theme: Unbreakable: Our Pride, Our Power, Our Future
Conference Dates: 24–28 November 2025
Location: Johannesburg, South Africa
Why Volunteer as an Abstract Reviewer?
- Shape the Conference Programme: Reviewers will play a crucial role in selecting presentations that reflect our movement’s priorities and the Unbreakable theme. Your scores will help highlight voices that advance African LGBTIQ+ unity, resilience, and empowerment.
- Community Contribution: This is a chance to give back to the Pan-African LGBTIQ+ community by helping elevate critical issues and innovative ideas. It’s an important volunteer opportunity that strengthens our collective agenda and future direction.
- Professional Development: Gain experience in abstract evaluation, deepen your understanding of emerging issues across Africa, and network with fellow reviewers and the conference committee.
- Volunteers will be acknowledged in the conference programme for their contributions and receive a certificate of appreciation.
Key Details of the Reviewer Role:
- Role: Volunteer Abstract Reviewer (remote) – 20 positions available (voluntary/unpaid).
- Task & Commitment: Review up to 10 submitted abstracts (each 500 words) between 9–23 August 2025, using a standard scoring rubric. We estimate this will require a few hours of your time spread over the two-week period.
- Support: An onboarding webinar (orientation/training) will be held in early August (tentatively on 7 August 2025) to brief reviewers on the rubric, scoring system, and confidentiality requirements. A scoring template and guidelines will be provided.
- Timeline: Abstract submissions close on 8 August 2025. Reviews are conducted from 9–23 August 2025, followed by the selection of presentations. All abstract decisions will be finalised by 29 August 2025, so reviewers must complete all assigned reviews by 23 August to meet this deadline. Key dates and milestones are outlined in the Terms of Reference below.
- How to Apply: Interested candidates should fill in the form, Apply Here (including 1–2 paragraphs outlining your experience and motivation) and a brief CV by 28 July 2025. The Conference Planning Committee will review applications and notify all candidates of the outcome by 2 August 2025.
Terms of Reference: Volunteer Abstract Reviewers
Purpose of the Role
Volunteer Abstract Reviewers will evaluate and score conference abstract submissions to help
the Pan Africa ILGA conference committee select high-quality presentations that align with the
conference themes and values. Reviewers will ensure that the voices and topics chosen reflect
the diversity, resilience, and forward-looking vision of Africa’s LGBTIQ+ movement.
Responsibilities and Deliverables
As a Volunteer Abstract Reviewer, you will be expected to:
- Review Assigned Abstracts: Evaluate up to 10 abstracts submitted for the conference, which will be assigned to you on 9 August 2025. Each abstract will typically be a concise summary of a proposed presentation or workshop.
- Apply Scoring Rubric: Score each abstract objectively using the standardised scoring rubric provided by the conference committee. Criteria will include relevance to conference themes, clarity of content, innovation, and impact. You will assign scores and, if requested, brief comments or feedback through the online review platform or score sheet.
- Maintain Confidentiality: Treat all abstract submissions and scoring decisions with strict confidentiality. Reviewers must not share abstract content, applicant information, or review discussions outside the selection process. Confidentiality agreements and adherence to a code of conduct may be required.
- Impartial Evaluation: Perform evaluations fairly and without bias. Declare any conflict of interest (e.g. if an abstract is submitted by your organisation or colleagues) to the conference committee before reviewing that abstract so that it can be reassigned. Maintain impartiality in scoring to uphold the integrity of the selection process.
- Meet Deadlines: Complete all reviews by 23 August 2025. Timely submission of your scores (and any required forms) is crucial so that the programme selection can be finalised and presenters informed by 29 August 2025. This includes responding to any follow-up from the committee during the review period.
- Onboarding & Coordination: Attend a short onboarding webinar (approximately 1 hour) in early August 2025 (proposed date: 7 August) to receive guidance on the review process, rubric usage, and expectations. This virtual session will allow you to ask questions and ensure consistency in scoring. If any mid-process coordination calls or email check-ins are needed during the 9–23 August review window, participate as required.
- Deliverables: The primary deliverable is a completed evaluation for each assigned abstract – i.e. the scores (and brief comments, if part of the rubric) submitted through the provided system by the deadline. By the end of the review period, you will have submitted scores for all your abstracts, thereby directly shaping the content of theconference programme.
Eligibility Requirements
We encourage applications from individuals who meet the following criteria:
- Experience in LGBTIQ+ Advocacy: At least 2 years of demonstrable experience in LGBTIQ+ activism, advocacy, research, or community organising in Africa. This could include work with an LGBTIQ+ non-governmental organisation, community group, human rights initiative, or similar. Your experience should equip you with insight into the issues facing queer communities in Africa and the context of our movement.
- Understanding of Conference Themes: Familiarity with the thematic areas of the conference – for example, defending LGBTIQ+ rights amid backlash, strengthening community resilience and healing, and imagining queer African futures (including decolonisation and youth leadership). Reviewers should be able to appreciate abstracts covering topics like legal advocacy, protection of human rights defenders, mental health and wellness, movement-building, Pan-African solidarity, etc. A solid grasp of current challenges and opportunities in African LGBTIQ+ contexts will enable informed and sensitive evaluations.
- Affiliation and Community Involvement: Current involvement with an LGBTIQ+ organisation or network in Africa. Applicants should ideally be affiliated with a member organisation of Pan Africa ILGA or any grassroots group advancing LGBTIQ+ rights. This ensures reviewers are grounded in community realities. Please indicate your organisational affiliation(s) or community roles in your application.
- Regional Representation: We seek a balanced team of reviewers from across Africa’s five subregions – North, West, Central, East, and Southern Africa. Applicants from all subregions are strongly encouraged. The selection committee will aim for geographic diversity to reflect Pan Africa ILGA’s pan-African mandate. Your application should note your country (and subregion) of residence.
- Skills and Integrity: Excellent analytical and communication skills – able to critically but constructively assess written abstracts in English. We will assign abstracts received in French and Portuguese to the respective language speakers. Integrity and sense of confidentiality are a must. Reliable internet access is required during the review period to receive abstracts and submit scores online.
- Prior Review Experience (Preferred): Previous experience reviewing abstracts, grant proposals, scholarship applications or similar materials is an asset (but not strictly required). If you have served as a reviewer for conferences or have been involved in selection processes before, please highlight this. Familiarity with scoring rubrics and the peer review process will be beneficial.
(Note: Pan Africa ILGA welcomes diverse expertise. New reviewers who meet the above
requirements and demonstrate a strong understanding of queer issues are welcome to
apply even if they lack formal review experience.)
Key Dates and Time Commitment
Below are the important dates and expected time commitments for abstract reviewers:
- Call for Reviewers Opens: 21 July 2025 – Call announced (this Terms of Reference and
invitation shared). - Application Deadline for Reviewers: 28 July 2025 – Submit your application (CV and
statement of interest) by this date to be considered. - Selection of Reviewers: 29 July – 1 August 2025 – The conference committee reviews applications. 20 reviewers will be selected based on the eligibility criteria above and to ensure diverse representation.
- Notification to Selected Reviewers: By 2 August 2025 – All applicants will be informed of the outcome. Selected reviewers will receive an official confirmation and further instructions via email.
- Onboarding Webinar: 7 August 2025 (tentative) – A mandatory online orientation session for all selected reviewers. During this 1-hour webinar, the committee will familiarise you with the abstract scoring rubric, review platform, and guidelines for fair evaluation. (If you cannot attend live due to time zones or conflicts, arrangements will be made to share materials or a recording, but live participation is highly recommended for interactive Q&A.)
- Abstract Review Period: 9–23 August 2025 – (2 weeks). Reviewers will read and score their assigned abstracts during this window. You may distribute the work at your own pace over the two weeks, but all scores must be submitted by the end of 23 August. Expect to allocate time for reading each abstract and entering your scores/comments (approximately 20–40 minutes per abstract, depending on length and complexity).
- Completion Deadline: 23 August 2025 – Final day to submit all your abstract evaluations. Ensure that by this date, you have completed the scoring for each assigned abstract in the system. Timely completion is critical.
- Post-Review Selection Meeting: Late August 2025 – (No action required from reviewers; for information only.) The conference committee will convene to finalise the conference programme, using the reviewers’ scores to guide decisions.
- Notification of Abstract Decisions: 29 August 2025 – Authors/contributors are informed of selection results. (Reviewers’ involvement formally ends before this stage, but this is the outcome your work contributes to.)
- Conference Dates: 24–28 November 2025 – The 7th Pan Africa ILGA Regional Conference takes place in Johannesburg, South Africa, showcasing the selected presentations. If you plan to attend the conference, we would be delighted to welcome you in person
Selection Process
The Conference Committee will manage the selection of abstract reviewers. The process is as
follows:
- Application Review: All applications received by 28 July 2025 will be screened foreligibility and completeness. The committee will particularly look for demonstrated experience, understanding of queer advocacy issues, and regional/organisational diversity.
- Criteria for Selection: Meeting the eligibility requirements is the first consideration. Among eligible candidates, the committee will prioritise a diverse mix of reviewers – we aim for representation from different subregions of Africa, gender identities, and areas of expertise. This diversity ensures a broad range of perspectives during abstract evaluation, reflecting Pan Africa ILGA’s commitment to inclusivity and pan-African unity. Prior reviewing experience is a plus and may be considered in differentiating candidates.
- Committee Decision: The committee will select 20 reviewers in total. Unfortunately, we may receive more qualified applicants than available slots, so meeting basic criteria does not guarantee selection. The committee’s decisions will be final.
- Notification: All applicants, whether selected or not, will be notified via email by 2 August 2025. Selected reviewers will receive an official invitation to confirm their participation, along with details for the onboarding webinar and access to the abstract review platform. Those not selected are warmly encouraged to engage with the conference in other ways (such as attending or volunteering in other capacities).
If you have any questions about the selection process or requirements, please contact the conference team at conference@panafricailga.org. We are happy to clarify any queries before the application deadline.
Nature of the Role – Volunteer Position
Please note that the Abstract Reviewer role is entirely voluntary. This is an unpaid position – there is no financial remuneration, stipend or honorarium for serving as a reviewer. Volunteers are contributing their time pro bono in support of the community and the conference. Pan Africa ILGA greatly values this contribution and will:
- Acknowledge Reviewers: All selected volunteer reviewers will be recognised in the conference programme for their important role. We will also provide a formal Certificate of Appreciation to acknowledge your service, which can be a valuable addition to your CV.
- No Conference Funding: Please be aware that being a reviewer does not entail funded attendance at the conference. If you wish to attend the November 2025 conference, you will need to register and cover your own travel/accommodation (unless you separately applied for and are approved for a conference scholarship). The reviewer role is primarily a remote contribution.
- Alignment with Values: As a volunteer with Pan Africa ILGA, you are expected to uphold the organisation’s values of solidarity, integrity, and respect for diversity throughout your engagement. Our collective effort is what makes us “unbreakable” in our pride and power. We trust our volunteers to approach this work with professionalism and commitment to fairness.
How to Apply:
Interested candidates should fill in the form, Apply Here (including 1–2 paragraphs outlining your experience and motivation) and a brief CV by 28 July 2025. The Conference Planning Committee will review applications and notify all candidates of the outcome by 2 August 2025.
By volunteering as an abstract reviewer, you become an integral part of shaping our conference. We encourage all qualified and passionate individuals to apply. Together, through this collaborative effort, we affirm that our community’s pride and power are truly unbreakable, and we chart a future of equality and justice for LGBTIQ+ Africans. Join us in this effort – apply by 28 July 2025 to be a Volunteer Abstract Reviewer and help make the 7th Pan Africa ILGA Conference a resounding success!
For any inquiries, please contact conference@panafricailga.org (PAI Conference Team). We look forward to your participation in advancing our shared mission of unity and equality across Africa.
