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.
- Expectations of the proposed host institution:
- Are the policies of the institution consistent with the CAMWS Code of Conduct?
- 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?
- Expectations of the proposed primary hotel:
- Conference areas (e.g., registration; corridors; meeting rooms; entrance/exit doors): Are they fully accessible?
- Hotel accommodation rooms: Are a sufficient percentage of guest rooms fully accessible? Is there a backup plan if more are needed?
- Standard Public restrooms: Are they fully accessible?
- Gender-neutral, all-gender, family restrooms: If one or more of these are present, are they fully accessible?
- Public entrances: Are there ramps?
- 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?
- 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?
- Lighting and sound in meeting rooms and conference areas: Is there evidence of code-compliance?
- Back-up hotel: Is there evidence of compliance with CAMWS Code of Conduct expectations in one or more back-up hotels?
- Are there any reasons to suspect that holding the convention at this hotel will result in the marginalization or endangerment of any CAMWS member?