DEM Event Inclusivity Guidelines

To ensure we are adhering to federal and state law, the Division of Enrollment Management’s recruitment, outreach and event planning efforts must be as inclusive as possible. To accomplish this, prior to committing to any event, we must document the following:

  • What is our engagement with the event?           
  • Who is the intended audience of the event?
  • Who was invited to the event?

For events we host and sponsor, we must carefully consider the criteria for inviting individuals. It is essential that invitations to events are not restricted to identity factors and to the extent it is possible, everyone is invited regardless of their identity. If an event is restricted to a particular audience, it is necessary to determine if the event is substantially different than similar events and document any monetary or non-monetary support provided.

If we are engaging in an outreach or recruitment event hosted by a community-based organization or at a location with audience restrictions, or if the event’s focus inherently limits participation to certain groups, a fair and transparent process for reviewing event/outreach requests must exist. This process must ensure that no group is elevated over another due to preferential treatment based on identity factors and that all requests are evaluated based on consistent criteria.

Event Approval Process

Prior to recruitment, outreach, or event planning commencing (including any costs being spent on planning or registering, or written commitments being made), the following steps need to take place, and necessary documentation must be compiled. Each department within the Division can develop their own system for how they will ensure these steps have occurred.

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  • Options: Host, Sponsor, Participant, Contributor, Special Guest, Attendee, Other
    • If the engagement with the event is that of an Attendee, restrictions on intended audience and invite list do not apply but should be documented.cibus ex sapien vitae pellentesque sem placerat.

  • If the intended audience of the event is restricted, we will need to document any monetary or non-monetary support that is being provided that is substantially different from other events.
  • If we do not have a specific reason or the support being provided goes above and beyond what is typically included in similar events, it may need to be adjusted prior to the event being approved.

  • Do we have an established relationship with the host?
  • Will this event take place in the host’s own property?
  • If we do not have an established relationship with the host and/or the event is not being hosted own their property, invitations must be open to all.

  • Options: Open to All, Restricted
    • If restricted, review the Permissible & Impermissible Criteria for Invited Audiences section to document which criteria may apply.
  • It is important to note that the intended audience for an event is not always the same as the invited audience and both must be documented.na tempor. Lorem ipsum dolor sit amet

  • Options: Open to All, Restricted
    • If restricted, review the Permissible & Impermissible Criteria for Invited Audiences section to document which criteria may apply.
  • If the intended audience has impermissible criteria, but the event was open to all by means of a public website, open registration, or some other mechanism, the event may still be allowed.
  • Proof of the event being open to all via a public website, open registration, or some other mechanism must be documented and sent to the Office of the Vice Provost.aenean sed diam urna tempor. Lorem ipsum dolor sit amet
  • The Office of the Vice Provost will approve or reject events within 3 business days of being sent all required documentation.
  • If the Office of the Vice Provost rejects an event, the Director can appeal and provide additional information to see if there are circumstances that may alter the decision, but ultimately the Vice Provost for Enrollment Management has final approval authority.

Event Engagement Definitions

Our engagement with an event impacts whether we can be involved and which policies we may need to follow. Ultimately, whether we are providing monetary or non-monetary support for an event or being promoted in materials for the event is most important. Below are the different event engagement options broken down by what involvement may look like. If it is unclear which event engagement definition may apply to your event, please consult with the Office of the Vice Provost.

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A host is an entity responsible for organizing and facilitating the event. Hosts play a central role in ensuring the event runs smoothly and meets its objectives. Involvement may include:

  • Planning and coordination of event logistics.
  • Managing event activities and schedules.
  • Facilitating interactions between participants, guests, and contributors.
  • Ensuring the event adheres to inclusivity guidelines.

A sponsor is an entity that provides monetary support or other resources for an event. Sponsors typically receive recognition and promotional opportunities in return for their contributions. Involvement may include:

  • Financial contributions to cover event costs.
  • Provision of goods or services (e.g., catering, venue, transportation).
  • Branding and marketing opportunities (e.g., logo placement, mentions in promotional materials).
  • Engagement activities such as presentations or tables.

A participant is an entity that actively engages in the event’s activities. Participants pay a registration fee, but their primary role is to take part in the event’s offerings, and they are not mentioned in promotional materials for the event. Involvement may include:

  • Registration fees to attend the event.
  • Active participation in workshops, seminars, discussions, or tabling.
  • Networking with participants or other attendees.
  • Feedback and interaction with event organizers and sponsors.

A contributor is an entity that provides non-monetary support to the event, such as expertise, content, or volunteer services. Contributors play a vital role in the success of the event through their active involvement. Involvement may include:

  • Providing expertise or content for workshops, seminars, or presentations.
  • Volunteering time and skills to assist with event logistics.
  • Offering resources such as materials, equipment, or services.
  • Engaging with participants and guests to enhance the event experience.

A special guest is an entity invited to attend the event, without the requirement of monetary support. Guests may include VIPs, speakers, or special invitees. Involvement may include:

  • Attendance at the event without registration fees.
  • Special roles such as keynote speakers or panelists.
  • Branding and marketing opportunities (e.g., logo placement, mentions in promotional materials).
  • Engagement in specific activities or sessions as invited.

An attendee is an entity that participates in event activities without providing monetary support, goods, or services, and without being mentioned in promotional materials. Involvement may include:

  • Attendance at the event without registration fees.
  • Participation in workshops, seminars, discussions, or tabling.
  • Networking with other attendees.
  • Engagement in event activities without any financial or promotional obligations.

Permissible & Impermissible Criteria for Invited Audiences

It is essential that invitations to events are not restricted to certain identity factors and to the extent possible, everyone is invited regardless of their identity. If the invite list for an event is restricted to a certain population, some factors are impermissible, while others are permissible. Below is a list of both permissible and impermissible criteria for event audiences. If it is unclear whether or not the criteria for the invited audience is permissible, please consult with the Office of the Vice Provost.

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