📋 Pre-Event Planning Guide

🎯 Purpose & Goals

• What is the purpose of the event?
• Is this motivational or informative?
• What specific outcomes do you want to achieve?
• How does this align with your ERG's mission?

👥 Audience & Scale

• How many attendees can you host?
• Who is your target audience?
• What's their current knowledge level?
• Are you targeting members, allies, or all employees?

💰 Budget & Resources

• What's the total budget available?
• What resources do you have available?
• Do you need external speakers or facilitators?
• Can costs be shared with other departments?

📍 Format & Location

• Is it online, in-person, or hybrid?
• What venue options are available?
• What technology or accessibility accommodations are needed?
• What format best serves your goals? (See Section 3)

⏰ Timing & Duration

• When should this event take place?
• How long should it be?
• Does it tie to any awareness dates?
• Have you allowed 4-6 months for planning?

📊 Success Metrics

• How will you measure success?
• What feedback collection methods will you use?
• What KPIs align with your goals?
• How will you track long-term impact?

🎯 Diverse Representation

Include speakers and content that represent the full spectrum of LGBTQ+ identities across race, ethnicity, ability, class, and other dimensions.

🚫 Avoid Tokenization

Don't ask one person to represent entire communities. Ensure authentic representation and compensation for emotional labor.

♿ Universal Access

Plan for multiple types of accessibility including ASL interpretation, captions, mobility access, and sensory accommodations.

📊 Data Collection

Use inclusive demographic questions that capture intersectional identities without forcing disclosure.

🌍 Multiple Languages

Offer materials and interpretation in languages spoken by your employee base.

💰 Equitable Compensation

Ensure fair payment for speakers, especially those from marginalized communities doing additional emotional labor.

🎨 Inclusive Imagery

Use marketing materials that reflect diverse LGBTQ+ experiences and avoid stereotypical representations.

🕰️ Flexible Timing

Consider religious observances, caregiving responsibilities, and different work schedules when scheduling.

🔄 Ongoing Assessment

Regularly evaluate your approach and make adjustments based on community feedback.

🔥 Fireside Chat

Best for: Personal stories, intimate discussion, deep connection
Format: One guest + moderator, conversational style

👥 Panel

Best for: Multiple perspectives, recording for later viewing
Format: Moderator + 2-4 guests, structured discussion

🎓 Training

Best for: Formal learning, skill building, behavior change
Format: 1-2 trainers, interactive exercises, Q&A

🍽️ Lunch & Learn

Best for: Informal learning, casual introduction to topics
Format: Brief presentation + discussion during meal

🎤 Keynote

Best for: Inspiration, large audiences, high-profile speakers
Format: Single speaker presentation + Q&A

🛠️ Workshop

Best for: Hands-on learning, skill development, practice
Format: Interactive exercises, group work, practical application

Full training with Q&A (90-120 min)
Interactive, skill-building format

Individual panelist fee
Per speaker on multi-person panel

Main presentation speaker
45-75 minute featured talk

Hourly consultation rate
Planning, strategy, content development

Additional fee for recording rights
Licensing for future use and distribution

Flights, accommodation, meals
Typically covered separately from speaking fees

🎯 Methodology

Question: What methodology, framework, or model do you use to educate others about issues of inclusion?

Look for: Evidence-based approaches, structured learning methods, storytelling techniques. The method should align with the topic and event type.

❤️ Empathy Approach

Question: What do you believe is the role of empathy with folks learning about LGBTQ+ inclusion?

Look for: Balanced view, not relying solely on emotional appeals

🤷 Handling Resistance

Question: What is your perspective on working with individuals who feel uninterested in learning about DEI issues?

Look for: Patience, strategic engagement, not shame-based approaches

😰 Mistake Recovery

Question: What advice would you give someone so worried about making mistakes that they opt not to say anything?

Look for: Encouraging growth mindset, practical guidance

📱 Cancel Culture

Question: How do you feel about "cancel culture"?

Look for: Nuanced understanding, accountability vs. punishment balance

⚡ Conflict Management

Question: How do you deal with any conflict during the event?

Look for: De-escalation skills, professional conflict resolution experience