TRAVEL UNITY DEI STANDARDS FOR SPECIAL EVENTS & SPORTS

Last comprehensive update: NOVEMBER 2022

While it is easy to make grand statements, there needs to be a purposeful approach to considering the different needs and desires of various communities. For events to succeed, they need to be welcoming to people of all backgrounds and abilities. 

Diversity, equity, and inclusion (DEI) considers the needs of different individuals and communities. Applied DEI is a process that requires intentional, step-by-step planning. In the special events and sports industry, this means detailing the event’s value proposition, who it serves, and how to continuously work toward being more welcoming, equitable, and inclusive to people of all backgrounds and abilities. These Standards are a roadmap for event planners to be able to incorporate DEI throughout event planning and implementation.

Note: To be applicable to a broad array of events, situations, and places, these Standards do not hone in on details, including metrics. Travel Unity will work internally and with interested parties to craft accompanying guidance that will help clarify how different events can align with these Standards.

Like other publicly available standards, Travel Unity’s DEI Standards are free of charge for non-commercial use. As the owner of these DEI Standards, Travel Unity reserves the right to assess and charge fees for their commercial use.

For questions or comments, email standards@travelunity.org.

GLOSSARY

DEI: diversity, equity, and inclusion

Diversity: the presence of different types of people

Equity: impartiality, fairness

Inclusion: listening to, welcoming, and inviting different types of people into an environment
Accessibility: the spectrum of how usable, welcoming, and fulfilling an event/product is to people of different backgrounds and abilities

Considering through the prism of DEI: analyzing through the perspectives of the different identities/communities that are part of Travel Unity’s working definition of diversity.

Travel Unity’s working definition of diversity includes:

• racial/ethnic background
• ability/disability, neurodiversity, body size
• language
• socioeconomic status
• citizenship, land of origin
• faith, religious, and/or spiritual affiliation
• gender identity, gender expression
• sexual orientation
• age
• marital status

Athletes/performers/speakers: the people who attendees are watching during the event

Potential attendees and those associated with the event: a term that encompasses anyone who might be interested in attending along with staff, volunteers, vendors, and athletes/performers/speakers. 

Event planners: is a term that includes individuals that organize, design, coordinate, and manage experiences, meetings, trade events, and exhibitions within the event – contrasting with marketing/PR contractors.
Relevant stakeholder: For an event that is open to the public, the public is a relevant stakeholder. For a private event, the public might not be considered a relevant stakeholder.

FOUNDATIONAL COMMITMENT

Any organization that seeks to align with any of Travel Unity’s DEI Standards must commit to being welcoming to individuals of all backgrounds and abilities in all aspects of its work.

Overview of Pillars

Pillar A: Purpose & Logistics

Pillar A lays the foundation necessary to set up a successful and inclusive event. A strong foundation of purpose/mission/goal is vital to any event. By embedding DEI into RFPs and vendor relationships, personnel lifecycles, and other aspects of initial planning, events can foster positive experiences for all those connected to the event.

• A.1. Purpose/Mission/Goal of Event
• A.2. Stakeholders
• A.3. RFPs & Vendors
• A.4. Employees & Volunteers
• A.5. Logistics & Compliance
• A.6. Program Planning

Pillar B: Attendeeship

Successful and inclusive events consider the needs and expectations of their audience. This pillar consists of attracting a diverse set of attendees, providing welcoming and fulfilling experiences for attendees, and continuing positive post-event engagement with those who participated.

• B.1. Attracting Attendees
• B.2. Welcoming and Fulfilling Experiences
• B.3. Connection-Building and Post-Event Engagement

Pillar C: Community Impact

Events impact communities. By adhering to the criteria in Pillar C, event organizers facilitate intentional planning by considering the people who live where the event is taking place, the businesses and organizations that operate there, and the natural environment.

• C.1. Local Environment 
• C.2. Local Vendors and Businesses
• C.3. Local Residents
• C.4. Local Culture

PURPOSE & LOGISTICS CRITERIA

A.1. Purpose/Mission/Goal of Event

A.2. Stakeholders

A.3. RFPs & Vendors

A.4. Employees & Volunteers

A.5. Logistics & Compliance

A.6. Program Planning

A.1. Purpose/Mission/Goal of Event

A.1.a. – The event organizer has defined and shared a purpose/mission/goal for the event.

Indicator 1: The purpose/mission/goal of the event is defined.

Indicator 2: The purpose/mission/goal of the event indicates its primary intended audience.

Indicator 3: The purpose/mission/goal of the event is available to relevant stakeholders and potential attendees.

Indicator 4: There are quantifiable measurements for how well the event is meeting its purpose/mission/goal.

A.1.b. – The event organizer has committed to integrate DEI into the planning and execution of the event.

Indicator 1: The event organizer has committed to embedding DEI into fulfilling its purpose/mission/goal.

Indicator 2: The commitment is shared with relevant stakeholders and potential attendees.

Indicator 3: The event has a code of conduct that everyone associated with the event must agree to.

Indicator 4: The event has a process to address violations of the code of conduct.

Indicator 5: Event scheduling takes into account both major holidays and other consequential dates for stakeholders.

Indicator 6: The commitment is included in onboarding for all employees/volunteers.

Indicator 7: The commitment is communicated with attendees before and during the event.

Indicator 8: There are quantifiable measurements for how DEI is achieved within the event.

A.2. – Stakeholders

A.2.a. – Stakeholders are identified.

Indicator 1: There is internal documentation of the names of individual/institutional stakeholders, with information on how they are relevant to day-to-day operations.

A.2.b. – The organization follows a plan for regularly engaging with stakeholders and receiving input from them.

Indicator 1: Sufficient staff time is allocated to the process of creating and managing stakeholder relationships.

Indicator 2: Documented plans indicate regular methods and frequencies of communication.

Indicator 3: Stakeholders are invited to engage in the event planning process.

Indicator 4: Organizational resources (e.g. petty cash and office supplies) can be appropriately used for stakeholder relationships.

A.2.c. – The organization follows a process for analyzing stakeholder input.

Indicator 1: Stakeholder feedback is analyzed through the prism of the event’s purpose/mission/goal and its DEI commitments.

Indicator 2: Appropriate adjustments based on stakeholder feedback are made throughout the lifecycle of the event.

Indicator 3: Systemic issues are noted and incorporated into long-term planning.

A.2.d. – Plans based on stakeholder engagement are regularly created and monitored.

Indicator 1: There are examples of actions inspired by stakeholder input.

Indicator 2: There are examples of mid- and long-term planning inspired by stakeholder input.

A.3. – RFPs and Vendors

A.3.a. – Destination/location/community RFP processes are conducted with DEI considerations in mind.

Indicator 1: The RFP is written with DEI considerations in mind.

Indicator 2: The event organizer finds channels for diverse applicants to respond to RFP.

Indicator 3: The selection process takes into account the DEI commitment and ongoing initiatives of applicants.

Indicator 4: The selection process takes into account the feasibility and quality of DEI initiatives in proposal.

Indicator 5: The RFP requires a protocol for working with local contractors/vendors.

Indicator 6: The RFP requires a protocol for working with contractors/vendors owned by legally protected groups.

Indicator 7: Destination/location/community contracts are written with DEI considerations in mind.

A.3.b. – Vendor RFP processes are conducted with DEI considerations in mind.

Indicator 1: The RFP is written with DEI considerations in mind.

Indicator 2: The event organizer finds channels for diverse applicants to respond to RFP.

Indicator 3: The selection process takes into account the DEI commitment and initiatives of applicants.

Indicator 4: The selection process takes into account providing opportunities for new vendors to take part in the event .

Indicator 5: Vendor barriers to entry are considered and addressed, including transparency around any “preferred vendor” processes.

Indicator 6: Vendor contracts are written with DEI considerations in mind.

A.3.c. – There is a protocol that supports working with local contractors/vendors where possible.

Indicator 1: The protocol is visible to the public.

Indicator 2: The organization maintains and regularly updates an internal list of relevant contractors/vendors.

A.3.d. – There is a protocol that supports working with contractors/vendors owned by legally protected groups where possible.

Indicator 1: The protocol is visible to the public.

Indicator 2: The organization maintains and regularly updates an internal list of relevant contractors/vendors.

A.4. – Employees & Volunteers

A.4.a – Recruitment & Pipeline

A.4.a.i. – The organization has policies and procedures to find and attract a diverse pool of employees and volunteers.

Indicator 1: Both employee and volunteer opportunities are clearly written, matching the core responsibilities of the position; there is a delineation between minimum and ideal qualifications.

Indicator 2: Postings are placed in channels where many different kinds of people can see them.

Indicator 3: There is tracking of how changes to job/volunteer posting language and selected posting channels affect applicant pool, along with appropriate adjustment when necessary.

Indicator 4: There are self-identification processes in place to collect data on the diversity of employees/volunteers.

A.4.a.ii. – The organization has protocols to train and monitor interviewers to avoid hiring biases.

Indicator 1: Interviews are requested based on candidates’ alignment with role-specific standards/skills.

Indicator 2: All parties involved in recruiting are trained on implicit bias.

Indicator 3: Interviews include preset questions to allow for standardized comparison of candidates, including a confirmation of alignment with the event’s purpose/mission/goal.

A.4.a.iii. – The organization has protocols that establish clear and consistent compensation/benefits.

Indicator 1: Compensation/benefits are overseen by a dedicated individual/department

Indicator 2: Employees receive fair compensation for their work 

Indicator 3: Volunteer benefits are clearly communicated prior to volunteer onboarding

A.4.b – Training, Development, & Evaluation

A.4.b.i. – Employees and volunteers are onboarded through a clear and consistent process that includes event-specific DEI information.

Indicator 1: Event-wide policies are consolidated in both an Employee Handbook and in resources for volunteers.

Indicator 2: Employee Handbook includes information about compensation, communication, reporting illegal or unethical conduct, and addressing unwelcoming behavior of anyone associated with the event. 

Indicator 3: Specific training/information on applicable issues around health, safety, and security is available to all employees and volunteers.

Indicator 4: Specific training/information about human trafficking and sexual exploitation of children in travel and tourism is provided to all employees and volunteers.

Indicator 5: An orientation/training process acclimates new employees and volunteers to their position, the overall site, appropriate supervisor(s), and their particular work environment.

Indicator 6: The organization follows a regular process to introduce new employees and volunteers to both supervisor(s) and colleagues.

Indicator 7: Employees and volunteers are informed of appropriate channels to address issues and are provided with alternate channels in addition to their direct supervisor.

A.4.b.ii. – The organization facilitates professional development for both employees and volunteers.

Indicator 1: The organization defines clear paths for career advancement and commits to promoting from within.

Indicator 2: Employees regularly receive guidance to aid development within their roles and the opportunity to cross-train in other parts of the organization.

Indicator 3: The organization provides training/development programs and/or flex time for employees to grow professionally.

Indicator 4: Volunteers are invited to apply for open employee roles.

A.4.b.iii. – The organization follows a clear and consistent protocol for employee reviews.

Indicator 1: Department heads/HR, in coordination with leadership, set a protocol for employee reviews.

Indicator 2: Employee review policies are outlined in the Employee Handbook.

Indicator 3: Employee reviews include both performance evaluation and goal-setting.

Indicator 4: There is a process for both the employee and the evaluator to share performance feedback.

Indicator 5: A record of all evaluations is preserved.

A.4.b.iv. – The organization follows a clear and consistent protocol for promotions.

Indicator 1: Pathways for internal career growth are defined and recommended to employees.

Indicator 2: Promotional reviews for employees include both performance evaluation and goal-setting.

Indicator 3: There is a process for both the staff and the evaluator to share performance feedback.

Indicator 4: A record of all evaluations is preserved.

Indicator 5: The protocol for promotions and evaluations is reviewed on a regular basis.

A.4.b.v. – The organization follows a clear and consistent protocol for disciplinary actions and termination.

Indicator 1: Department heads/HR, in coordination with leadership, set a thoughtful process and standards for disciplinary action and termination.

Indicator 2: Disciplinary and termination policies are outlined in the Employee Handbook.

Indicator 3: A record of all evaluations is preserved.

A.4.b.vi. – The organization has a process for upward feedback.

Indicator 1: The process for upward feedback within the organization is outlined in the Employee Handbook.

Indicator 2: An employee promoted within the organization has an opportunity to provide feedback about their experiences in the role that they are departing, especially around issues related to DEI.

A.4.c – Employee and Volunteer Support

A.4.c.i. – The organization has programs, policies, and procedures to promote work/life balance and wellbeing.

Indicator 1: Volunteers are given clear expectations on how much time they will need to commit to the event.

Indicator 2: Volunteers are not pressured to extend their commitment beyond what was initially agreed upon.

Indicator 3: Volunteers are actively encouraged to take their allotted breaks and meal times.

Indicator 4: Employees and volunteers are given opportunities to be off of their feet during breaks and meal times.

Indicator 5: There are clear and balanced expectations on availability for and responsiveness beyond scope of commitment.

Indicator 6: Flex time is allotted to allow employees to balance their personal lives with work.

A.4.c.ii. – The organization has protocols to address employee/volunteer health issues, both physical and mental.

Indicator 1: The organization has an HR representative or dedicated employee who works to arrange accommodations for employees/volunteers with physical or mental health conditions.

Indicator 2: There is a protocol to handle employee/volunteer health issues that take place during the event.

Indicator 3: The organization follows a clear employee sick time policy that addresses both mental and physical health.

A.4.c.iii. – The organization has a policy on paid and unpaid leave for employees.

Indicator 1: A clear policy on employee paid and unpaid leave is outlined in the Employee Handbook.

A.4.d – Offboarding

A.4.d.i. – Both staff and volunteers are acknowledged for helping execute event logistics.

Indicator 1: An appropriate department/member of staff is assigned the task of acknowledging everyone who helped organize the event, both staff and volunteers.

Indicator 2: There is a protocol for acknowledging everyone who helped execute event logistics, both staff and volunteers.

A.4.d.ii. – Channels are open for both former employees and volunteers to share input with the organization, especially around issues related to DEI.

Indicator 1: Both former employees and volunteers are given channels to provide constructive feedback after their engagement with the event, especially around DEI issues.

Indicator 2: There is a clear procedure for how input from former employees and volunteers is processed.

A.4.d.iii. – There is an offboarding process for an employee voluntarily leaving the organization.

Indicator 1: All voluntarily departing employees have the option to participate in an exit interview that includes an opportunity to share input on DEI issues.

Indicator 2: There is a clear procedure for how exit interview input is processed, especially around DEI issues.

A.5. – Logistics & Compliance

A.5.a. – Event complies with all relevant laws and holds all applicable permits and licenses.

Indicator 1: Event complies with all relevant laws, including local, state/province, and national laws.

Indicator 2: Event holds all applicable permits and licenses.

Indicator 3: Event organizers maintain an appropriate amount of insurance for the event.

Indicator 4: Event procures appropriate signed waivers and maintains a record of said waivers.

Indicator 5: Capacity limits are followed.

Indicator 6: There are publicly available policies around safety, data collection, and marketing (including image/video release policy).

Indicator 7: Data collection related to attendance is clearly outlined with opt-out options available.

Indicator 8: There is a plan to account for revenue.

Indicator 9: Applicable vendor certifications and insurance are accounted for.

A.5.b. – Choice of event venue is considered based on the needs of potential attendees and those associated with the event and through the prism of DEI.

Indicator 1: Event venue is chosen based on the health and safety needs inherent to the event, including safe capacity limits.

Indicator 2: Event venue complies with applicable local, state/province, and federal laws.

Indicator 3: Event venue has appropriate sanitary facilities for the number of people that are anticipated to be present at the event.

Indicator 4: Accessibility for those associated with the event is a factor when choosing an event venue.

Indicator 5: The impact on local communities is a factor when choosing an event venue.

Indicator 6: Cultural and historical context, especially as considered by potential stakeholders, is a factor when choosing an event venue.

A.5.c. – Event layout is considered based on the needs of potential attendees and those associated with the event and through the prism of DEI.

Indicator 1: There is an appropriate amount of trash, recycling, composting, and other applicable receptacles placed in an appropriate distribution around the event venue.

Indicator 2: Inclusion of people with mobility impairments and families with children is considered in the event layout. 

Indicator 3: There is clear, legible, appropriate signage to direct people within the event.

Indicator 4: Single-stall restrooms are clearly labeled as being open to all genders.

Indicator 5: Food and water are accessible to individuals with mobility impairments.

Indicator 6: There is an effort made to provide sitting spaces (e.g. benches or chairs) for those associated with the event. 

Indicator 7: There is an effort made to provide or recommend quiet, private spaces for athletes/performers/speakers, staff/volunteers, and attendees. 

Indicator 8: If temporary restrooms and handwashing facilities are used, they are appropriately distributed based on location within the event and number of people who need access.

A.5.d. – Event has developed an appropriate health, safety, and security plan in conjunction with relevant outside entities.

Indicator 1: Plan includes scenarios that pertain to employees/staff, presenters/athletes/performers, and attendees.

Indicator 2: Anticipated traffic flow, including entrances and exits, of those connected with the event is included in development of plan.

Indicator 3: Key event details are communicated to relevant outside emergency service entities.

Indicator 4: Plan includes a chain of command for emergency response.

Indicator 5: Relevant emergency contact numbers are readily available throughout the event.

Indicator 6: Plan includes scenarios related to both physical and mental health.

Indicator 7: Plan includes communication with parent/guardians for those under age of majority.

A.5.e. – Food and beverage at the event is handled with respect to appropriate laws, best safety practices, and taking DEI into account.

Indicator 1: Event complies with all relevant laws around food handling and alcohol consumption, including local, state/province, and national laws.

Indicator 2: For events that serve food, there are protocols in place to avoid contamination, maintain proper temperatures of food, and serve food on clean surfaces.

Indicator 3: Appropriate information about ingredients in food and drink served at the event is readily available.

Indicator 4: There are appropriate food and beverage alternatives offered for those with religious and health/dietary needs or preferences.

Indicator 5: There is a clear process to request alternative meals in advance of the event.

Indicator 6: For events that serve alcohol, there are protocols in place to prevent overserving.

Indicator 7: For events that serve alcohol, there are protocols in place to prevent serving to minors.

A.5.f. – Information on transportation and navigation is readily accessible to both potential attendees and those associated with the event.

Indicator 1: Relevant public transportation options to and from the event venue are shared with potential attendees and individuals associated with the event, including options for wheelchair users and those with other mobility impairments.

Indicator 2: Parking options are communicated in event information.

Indicator 3: Efforts are made to help facilitate carpooling for volunteers and staff, along with recommendations for attendees to carpool.

Indicator 4: There are clear instructions on where to register/check-in and the distance from parking/public transportation stops.

Indicator 5: For events with shuttles, golf carts, or other internal means of transporting those associated with the event, there is clarity on schedule and eligibility to use said transportation. 

Indicator 6: It is clear what mobility aids (e.g. wheelchairs, golf carts) are available through the event and how to access them.

A.5.g. – Lodging options provided or recommended by the event are organized with DEI in mind.

Indicator 1: There are multiple options at different price points for lodging that are made clear via website and other collateral with key event information.

Indicator 2: Lodging arranged by the event is within a reasonable time/distance from the event, as determined by a set policy.

Indicator 3: If lodging options are not within walking distance of the event, appropriate arrangements or recommendations for transportation are made prior to the event.

Indicator 4: Those being lodged are asked if they have accessibility needs or other concerns pertaining to lodging.

A.6. – Program Planning

A.6.a. – The event program has been developed with DEI in mind.

Indicator 1: Event theme and programming directly relate to the purpose of the event, as considered through the prism of DEI.

Indicator 2: The organization has programs, policies, and procedures to find and attract a diverse pool of athletes/performers/speakers.

Indicator 3: Athletes/performers/speakers are invited and selected with a holistic view toward DEI.

A.6.b. – The event program has been analyzed and evaluated through the prism of DEI prior to launch.

Indicator 1: Representation of different identities and communities is considered when developing event programming. 

Indicator 2: Both proposed and final event programs are reviewed by a diverse group of individuals.

Indicator 3: The perspectives of the different segments of the expected audience are considered in event programming evaluation.

Indicator 4: Program review takes into account both major holidays and other consequential dates for stakeholders.

Indicator 5: Retraction of athlete/performer/speaker invitations is done through a process that involves engaging with athletes/performers/speaker prior to a decision/announcement being made.

Indicator 6: Insights gained around DEI in program planning are applied to future events.

ATTENDEESHIP CRITERIA

B.1. – Attracting Attendees

B.2. – Welcoming and Fulfilling Experiences

B.3. – Connection-Building and Post-Event Engagement

B.1. Attracting Attendees

B.1.a. Pre-Campaign

CRITERIA

B.1.a.i. – All pre-existing media collateral is analyzed and evaluated through the prism of DEI.

INDICATORS

Indicator 1: Media collateral is analyzed and evaluated for alignment with current & future markets and local populations & products.

Indicator 2: The event planners and any contracted marketing and/or PR agencies are all made aware of the analysis and evaluation.

B.1.a.ii. – Current markets and potential audiences are assessed through the prism of DEI.

Indicator 1: Perspectives of current markets are assessed through market research, including industry data, surveys, focus groups, or other means.

Indicator 2: Perspectives of potential audiences are assessed through market research, including industry data, surveys, focus groups, or other means.

B.1.a.iii. – Marketing/PR of comparable events is analyzed and evaluated through the prism of DEI.

Indicator 1: Analysis and evaluation of comparable events’ strategies & collateral include both sought-after audiences and product promotions.

Indicator 2: Both the event planners and any contracted marketing and/or PR agencies are made aware of the evaluation.

B.1.b. Campaign Planning

B.1.b.i. – Campaign strategy and goals are analyzed and evaluated through the prism of DEI.

Indicator 1: There is a recurring process for considering new audiences.

Indicator 2: There is a framework for analyzing and evaluating campaign successes and shortfalls.

B.1.b.ii. – Timing and frequency of campaigns are considered through the prism of DEI.

Indicator 1: Campaigns deliberately scheduled around specific holidays/commemorations are relevant to the holiday/commemoration.

B.1.b.iii. – Campaign messaging and delivery are evaluated through the prism of DEI.

Indicator 1: Current campaigns are benchmarked against the event’s past campaigns, especially in regard to issues around DEI.

Indicator 2: Campaigns that directly refer to specific groups utilize input from representatives of those groups.

B.1.c. – Campaign Execution

B.1.c.i. – Campaign launches are considered through the prism of DEI.

Indicator 1: Launch dates and other aspects of campaign launches are planned with cultural and historical considerations in mind.

B.1.c.ii – Campaign adjustments are considered through the prism of DEI.

Indicator 1: Campaign adjustments are possible when issues arise around DEI.

Indicator 2: The event can justify DEI-related campaign adjustments.

B.1.d. – Post-Campaign – Following its completion, the campaign is analyzed and evaluated through the prism of DEI.

Indicator 1: Campaign results are evaluated against initial targets.

Indicator 2: Campaigns are analyzed and evaluated through appropriate quantitative and/or qualitative lenses.

B.1.e. – Communications

B.1.e.i. – Internal and external communications follow consistent DEI benchmarks.

Indicator 1: Internal communications are in line with the event’s pre-established practices around DEI.

Indicator 2: Staff tasked with media appearances have appropriate training around DEI messaging.

B.1.e.ii. – There are methods for members of the media to engage with an official representative of the event.

Indicator 1: The event maintains direct contact channels with media.

Indicator 2: The event follows a protocol for responding to media outreach.

B.2. – Welcoming & Fulfilling Experiences

B.2.a. – The ticketing process is developed with DEI in mind.

Indicator 1: Ticketing is available through multiple channels.

Indicator 2: Multiple payment methods are available.

Indicator 3: Information on refund/cancellation and ticket transfer policies is clearly stated before and during the ticketing process.

Indicator 4: Reasonable accommodations are made to implement an accessible booking process.

Indicator 5: Information on requesting reasonable accessibility accommodations and alternate meal arrangements is available for potential attendees, including deadline for requests.

Indicator 6: There is a protocol to engage with potential attendees who wish to purchase tickets on-site.

Indicator 7: There is a process to consider pricing categories for students, youth, seniors, and other possible attendees of limited financial means.

B.2.b. – The confirmation process is developed with DEI in mind.

Indicator 1: Relevant booking details, especially around issues related to DEI, are included in confirmation.

Indicator 2: Information on requesting reasonable accessibility accommodations and alternate meal arrangements is included in confirmation, including deadline for requests.

Indicator 3: Information on refund/cancellation and ticket transfer policies is included in ticket confirmations.

Indicator 4: Event layout is included via attendance confirmation and via other appropriate channels.

Indicator 5: Information on whom to reach out to with concerns is given in event collateral and registration confirmation.

Indicator 6: The organization follows a protocol for responding to attendee outreach.

Indicator 7: Confirmation includes an invitation to address the attendee’s additional needs.

Indicator 8: For events with strict refund/cancellation and ticket transfer policies, there are considerations of refunds due to extenuating circumstances.

B.2.c. – Policies and training for attendee-facing staff/volunteers are designed with DEI in mind.

Indicator 1: All attendee-facing staff/volunteers are able to answer questions on event basics, including opening and closing hours, general layout (including locations of ticketing/registration/information, restrooms, food and beverage, exits), how to reach security, and where to find session details.

Indicator 2: There is documented training that is followed, regularly reviewed, and updated as needed.

Indicator 3: Staff/volunteers are trained to be inclusive and proactive when it comes to the needs of people of various backgrounds and abilities.

Indicator 4: There are processes in place for staff/volunteers to find additional help for attendees with specific needs.

Indicator 5: Both positive and negative attendee experiences are documented and utilized as an opportunity to educate staff/volunteers.

B.2.d. – The registration process is developed with DEI in mind.

Indicator 1: The welcoming interaction is planned and carried out through the prism of DEI.

Indicator 2: During the check-in process, attendees are oriented to the event and offered an opportunity to receive additional help, as needed.

Indicator 3: The event layout is available during the registration process.

Indicator 4: Policies around safety, data collection, and marketing (including image/video release policy) are present at registration.

B.2.e. – The attendee experience is considered through the prism of DEI.

Indicator 1: Written communications with attendees (including signage, pamphlets, and information digital screens) is clear and legible.

Indicator 2: There are both signs and staff/volunteers who can help attendees with wayfinding.

Indicator 3: Staff/volunteers who engage with attendees have clothing and/or other badges that indicate their involvement with the event.

Indicator 4: Digital experiences (both online and onsite) are considered through the prism of DEI.

Indicator 5: Staff/volunteers are able to assist with event app and provide event information for alternative means, such as printed materials.

Indicator 6: Merchandise, both on sale and giveaways, is considered through the prism of DEI.

Indicator 7: Multiple methods of payment options are available, including cash.

B.2.f. – There are channels for attendees to provide feedback.

Indicator 1: The event provides clear methods for how attendees can provide feedback.

Indicator 2: Attendees are invited to provide feedback upon departure, at the end of the event, and after the event.

Indicator 3: There is a protocol and staff/ volunteer responsible for responding to feedback.

Indicator 4: Appropriate adjustments based on attendee feedback are made throughout the lifecycle of the event.

B.2.g. – Information for all primary and ancillary events are available to all attendees

Indicator 1: There are processes in place to give consistent information on primary and ancillary events to all attendees.

Indicator 2: Invite-only ancillary events are listed on the event program, with clarity on who it is appropriate for.

B.3. – Connection-Building and Post-Event Engagement

B.3.a. – The event is engaged with opportunities for attendees to connect with one another prior to, during, and after the event.

Indicator 1: The event has internal documentation of official and unofficial channels for attendees to connect prior to the event.

Indicator 2: The event has a process to monitor official and unofficial channels where attendees connect prior to the event.

Indicator 3: There is a protocol to intervene when unofficial channels are contrary to the purpose/mission/goal or DEI objectives of the event.

B.3.b. – Attendee send-offs provide an opportunity to address individual attendee needs.

Indicator 1: Staff/volunteers provide appropriate recommendations and connections to help attendees continue their journey safely and successfully.

B.3.c – Attendees are notified of the event’s social/environmental impact and methods of continuing engagement with local organizations.

Indicator 1: There are measures for mitigating any negative social/environmental impact of the event.

Indicator 2: The social/environmental impact of the event and channels to communicate with local organizations are directly communicated with attendees after the event.

COMMUNITY IMPACT CRITERIA

C.1. – Local Environment

C.2. – Local Vendors and Businesses

C.3. – Local Residents

C.4. – Local Culture

C.1. – Local Environment

C.1.a. – Standard operating procedures are followed to avoid and address negative environmental impact, especially as it impacts the local population.

Indicator 1: Standard operating procedures around environmental impact take into account both industry/community standards and local laws.

Indicator 2: There is a plan to properly recycle and dispose of waste accumulated by the event.

Indicator 3: The event makes an effort to repurpose and/or donate booths, exhibits, signage, and other appropriate furniture and decor from the event.

Indicator 4: There is a plan to limit the environmental impact of food and beverage served at the event.

Indicator 5: The event makes an effort to donate unused food and appropriately dispose of any remaining food waste.

Indicator 6: Air, noise, sound, and light pollution are considered in the planning of the event.

Indicator 7: Resources on exhibit component rental is provided to exhibitors.

Indicator 8: Exhibitors are required to sign a commitment to being thoughtful about the environmental impact of their exhibits and giveaways.

C.1.b. – The organization demonstrates application of environmental standard operating procedures.

Indicator 1: The organization applies environmental standard operating procedures, as demonstrated by internal documentation and/or an outside assessment.

Indicator 2: The organization reports on the socioeconomic impact of the event.

Indicator 3: The organization provides an attestation of compliance with local environmental laws over a 3-year lookback period.

C.2. – Local Vendors and Businesses

C.2.a. – Attempts are made to minimize impact on local businesses and maximize their involvement and benefit.

Indicator 1: Input from local business groups/chambers/neighborhood associations is taken into account around general programming/products.

Indicator 2: Priority is placed on selecting local businesses and vendors for event procurement needs

C.2.b. – There is reasonable communication about the event with local businesses.

Indicator 1: Details on events that bring an unusual amount of foot or vehicle traffic to a commercial/downtown area are communicated with businesses.

Indicator 2: Traffic restrictions are communicated with local businesses in advance of the event.

C.2.c. – There is a protocol to maintain relationships with local business groups after the event.

Indicator 1: The event supports initiatives that make a positive economic contribution towards the host community.

Indicator 2: Local businesses and vendors are given an opportunity to provide feedback to event organizers after the event.

C.3. – Local Residents

C.3.a. – Attempts are made to minimize impact on local residents and maximize their involvement and benefit.

Indicator 1: Input, collaboration, and feedback from diverse local community groups is taken into account around general programming/products.

Indicator 2: Priority is placed on input from local community groups about event content related to their communities.

Indicator 3: Input from local communities is sought around socio-environmental impact of the event.

Indicator 4: Local community residents have an opportunity to participate in the event.

C.3.b. – There is reasonable communication about the event with local residents.

Indicator 1: Details on events that bring an unusual amount of foot or vehicle traffic to a residential area are communicated with residents.

Indicator 2: Traffic restrictions are communicated with local residents in advance of the event.

Indicator 3: The possibility of unusual noise from the event, including music, alarms, and fireworks, is communicated with local residents.

Indicator 4: There are attempts to reach out to local community groups that would be interested in the event content.

Indicator 5: Events that include a representation of local culture do so through representatives from those communities.

C.3.c. – There is a protocol to maintain relationships with local community groups after the event.

Indicator 1: The event supports initiatives that make a positive contribution towards diversity, equity, and inclusion within the host community

Indicator 2: Community members are given an opportunity to provide feedback to event organizers after the event

C.4. – Local Culture

DLI = diasporan, local, and/or Indigenous

This acronym is to help organizations consider the broad range of community groups and possible self-definitions.

C.4.a. – The event follows a plan to engage with pertinent groups and communities around products that relate to diasporan, local, and/or Indigenous (DLI) cultures.

Indicator 1: The plan calls for regular engagement with pertinent groups prior to, during, and after the event to solicit feedback on cultural elements.

Indicator 2: Local/Indigenous arts and cultural elements are presented only following consultation from relevant groups.

Change Log

We welcome organizations to use these standards internally to improve their operations.

Like other publicly available standards, these Criteria are free of charge for non-commercial use. As the owner of these DEI Criteria, Travel Unity reserves the right to assess and charge fees for their commercial use.

For questions or comments, email standards@travelunity.org