Avoiding the Avoidable

I came across an article in one of my industry magazines (and it was brought to my attention by my sister 😉 that surprised me as a Certified Meeting Professional (CMP). I assume those planning events for the United Nations are professionals, if not certified in some way (but we know what happens when we assume). An epic fail happened at their Climate Summit recently that could potentially have been avoided. Granted, I only have a brief article provided by NPR and I don’t have all of the facts. I actually have several questions, but this feels like a completely avoidable issue…

One of the visiting ministers was unable to attend the event because she uses a wheelchair to ambulate and the facility where the summit was being held was not wheelchair accessible. I understand that in other countries, the Americans with Disabilities Act (ADA) does not apply. This was enacted so that facilities were made accessible, and reasonable accommodations were put into place so those who are differently-abled are capable of attending events (among other things, but this portion is relevant to the blog). Regardless, as NPR pointed out, it’s 2021 and we should be up on accessibility needs by now. However, there are safeguards during an event planning process that should have allowed the Summit to serve all of the guests well.

The Site Visit – Hopefully the event planners made a pre-event visit to the physical site to walk the space, get eyes-on the building and grounds, take pictures, measurements, talk with the staff, and work through any logistics and questions around the event. This is critical to the planning process. I have a lengthy, detailed checklist I work through so nothing is overlooked (and it’s constantly evolving). Safeguard One – the planner should have made note that the facility was not wheelchair accessible, even if by accident, noting the narrowness of doors or hallways, lack of ramps, immoveable center posts in double doors, lack of handrails, etc..

Contract Review – If (and this is where I have the most questions) each attending minister had a contract or some type of agreement, there would most definitely be information in this document around the fact that the minister uses a wheelchair and what type of special accommodations she would have requested be in place for her to attend. I know this because for an upcoming event our organization is planning, we have a speaker who uses a wheelchair and there is information around this fact throughout her agreement. Safeguard Two – a contract, rider, or agreement for special guests could have provided the information needed to prepare the space properly.

Guest List Review – Even if there are no agreements for the ministers attending, reviewing the guest list for a variety of reasons; invitation prep, confirmation of attendance, security, transportation or hotel arrangements, or gift-giving, should have raised someone’s awareness or curiosity about the minister using a wheelchair and what implications that would have for the planning process. Safeguard Three – knowing who your audience is can be a vital step in serving them well.

Like I said, I have more questions than answers, but let’s consider this a great lesson learned. If there is an avoidable issue, as event planners, let’s do our due diligence to avoid it from happening.

Have you learned a lesson the hard way (and what seasoned planner hasn’t?!? Share it with us so others can gain wisdom from your insights or email me your story.

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