Diversity Guidelines for Selecting an Annual Meeting Host and Hotel

Diversity Guidelines for Selecting an Annual Meeting Host and Hotel 


 

Negotiations with, and expectations for, future hosts and hotels should be consistent with the CAMWS Code of Conduct.

  1. Expectations of the proposed host institution:
    1. Are the policies of the institution consistent with the CAMWS Code of Conduct?
    2. Are there any reasons to suspect that holding the convention at the invitation of this institution will result in the marginalization or endangerment of any CAMWS member?
       
  2. Expectations of the proposed primary hotel:
    1. Conference areas (e.g., registration; corridors; meeting rooms; entrance/exit doors): Are they fully accessible?
    2. Hotel accommodation rooms:  Are a sufficient percentage of guest rooms fully accessible?   Is there a backup plan if more are needed?
    3. Standard Public restrooms:  Are they fully accessible? 
    4. Gender-neutral, all-gender, family  restrooms:  If one or more of these are present, are they fully accessible?
    5. Public entrances:  Are there ramps?
    6. Meeting rooms:  Is there a sufficient number so that at least one might be a lactation room?  Might one also be a quiet room (for colleagues dealing with such issues as anxiety and PTSD)? If not, are there other possibilities in the hotel?
    7. Hotel staff policies that pertain to diversity, inclusion, and non-discrimination:  Is there a training manual?   Are there clear guidelines on steps which the organization can take for a timely response to a situation?
    8. Lighting and sound in meeting rooms and conference areas:  Is there evidence of code-compliance?
    9. Back-up hotel:  Is there evidence of compliance with CAMWS Code of Conduct expectations in one or more back-up hotels?
    10. Are there any reasons to suspect that holding the convention at this hotel will result in the marginalization or endangerment of any CAMWS member?