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As Ontario's premier networking event for municipal professionals across the province, we want to ensure all of our conference participants (delegates, speakers, sponsors, exhibitors, volunteers, and other guests) feel welcomed and supported at the event year-over-year. As part of our Association's ongoing commitment to diversity, equity, inclusion, and accessibility (DEIA), we have established the following Conference Core Values framework to guide our annual event planning and implementation to serve all of our annual conference participants better.
AMCTO is committed to upholding these values to the best of our ability in collaboration with our annual event partners and vendors. From site visits, to developing the annual event program and activities with our Conference Planning Committee, to sourcing event materials and more, the following Conference Core Values are embedded in everything we do when it comes to producing the annual hybrid event.
The action items listed here are not the entirety of the work we are doing as an Association but are meant to highlight some of the program-specific and tangible goals that we can track and expand on year-over-year.
What We Are Doing
- We have developed a Code of Conduct specifically for sponsors/exhibitors to complete before attending the conference. The goal of this Code in addition to the conference's Inclusivity, Equity, and Diversity policy is to ensure that these groups respect each other, event staff, and participants, as well as the general intent of the conference. The conference is a place for sponsors and exhibitors to meet with municipal professionals, promote their products and services, and connect with current and prospective customers. The intent of the conference is not to build business by slandering or libeling other companies/sector competitors.
- AMCTO continues to adapt and grow our Conference Core Values year-over-year. Success is measured through evaluating overall participant feedback where we will always strive to deliver an elevated event experience.
- AMCTO commits to ensuring the safety and security of our guests and conference participants by providing anti-human trafficking training. See our Combatting Human Trafficking Policy below for details.
- AMCTO commits to ongoing DEIA training for staff, volunteers, and Board members. This includes providing training on Indigenous relations to learn more about working and collaborating with these communities.
- To support our Conference Inclusivity, Diversity, and Equity Policy, we provide a process for conference participants to report incidents and situations where this policy has been breached. Participants have the option to report incidents anonymously or using their name. The goal of this process is to help combat instances of discrimination, hate, and/or inappropriate behaviour to ensure all participants feel supported and comfortable to share their experiences without judgment or fear.
- In coordination with the Conference Planning Committee, we identify two regional charities to support through year-long contributions in advance of and following the event. These contributions are made on behalf of the AMCTO staff and Board, conference, and AMCTO Forum speakers each year. Conference charities are selected by the committee based on their missions and are a way for us to give back to communities within specific conference regions each year. Each charity is promoted as part of the conference. We also provide a platform to highlight these groups as part of the conference floor and opening ceremonies.
What We Are Doing
- We reserve designated seating in workshop, plenary, and meal rooms for guests who use mobility devices or require accessibility accommodations. These areas are identified by signs throughout the room and priority is given to those who require these spaces. AMCTO staff can assist guests (as needed) in locating these spaces.
- We aim to ensure all conference information is presented and available in an accessible format — this includes utilizing accessible digital formats such as the conference app and website to post materials. For on-site signage, AMCTO aims to also have this same information available within the conference app or available digitally through unique QR codes.
- We develop a map of the conference venue that highlights all accessibility features, including elevators, escalators, ramps, or areas that have limited accessibility. This map is available within the conference app or by request. Please note that accessibility features noted on this map may differ on an annual basis depending on the conference venue.
- While reviewing proposals for conference venues, we require facilities that are accessible and will discuss accessibility features and requirements with the selected venue staff. Prior to each conference, AMCTO staff does a thorough site visit and walk-through accompanied by venue and facility staff to ensure spaces are accessible and will make suggestions (where appropriate) for identifying and enhancing accessibility features.
- As accessible hotel rooms tend to be part of a reduced-price inventory, to prevent these rooms from being sold in the general inventory, we will hold these rooms as part of our master AMCTO hotel block. This ensures that guests who require these rooms can book and receive them. Guests can reach out to AMCTO staff to assist with booking and other accessible accommodation needs.
- When completing the request for proposals (RFP) for audio-visual (AV)/tech vendors, we include a request for generative artificial intelligence (AI) closed captioning for all workshop and plenary rooms. For our virtual conference, guests can utilize the Zoom closed captioning feature.
- As part of the registration process, we provide an opportunity for conference speakers, volunteers, delegates, and other participants to self-identify accessibility accommodations. AMCTO staff works with participants individually in collaboration with venue and facility staff to do our best to ensure all requested accommodations are made.
- As part of the stage setup, we ensure that the main plenary stage is fully accessible with a ramp, is large enough to maneuver for those in a mobility device, and is free from obstructions. The room is designed to allow for easy access to the main stage, free of tables, chairs, and other impediments.
- We provide tips and guidelines to speakers for how to make their presentations accessible. AMCTO staff work directly with speakers to review these tips and other speaker guidelines in comprehensive walk-through sessions.
What We Are Doing
- As part of our annual call for conference proposals and speakers, we encourage applications from diverse audiences and underrepresented groups. Applicants are encouraged to self-identify as belonging to a specific marginalized community or traditionally underrepresented group. This identification (while not mandatory) is considered during the Conference Planning Committee proposal review and evaluation process. We strive to develop a conference program and speaker lineup that reflects the communities we serve.
- As part of our conference scholarship program, we encourage applications from diverse Student and New Professional members from underrepresented groups. Applicants are encouraged to self-identify as belonging to a specific marginalized community or traditionally underrepresented group. This identification (while not mandatory) is considered during the scoring and evaluation process. We strive to develop education and other learning opportunities for those young or newer municipal professionals who may encounter systemic barriers and who do not necessarily have access to the same network and resources as others.
- Each year, AMCTO staff engages with local Indigenous leaders to personally invite and provide speaking time at the conference. We strive to properly engage these leaders, with practices of gifting tobacco, providing a gift, and respecting the traditional values of these leaders.
- AMCTO commits to ongoing DEIA training for staff, volunteers, and Board members. This includes providing training on Indigenous relations to learn more about working and collaborating with these communities.
- The AMCTO conference manager commits to ongoing professional development to further enhance and improve diversity, equity, and access at the AMCTO conference — learning from fellow event professionals and leading industry experts.
What We Are Doing
- All conference delegates, exhibitors, speakers, sponsors, exhibitors and other guests must agree to comply with our Inclusion, Diversity, and Equity policy upon registration. This policy is available on the conference website, app, and on the conference floor. AMCTO staff reviews this policy each year to ensure it reflects municipal best practices, our membership Code of Ethics, and meets the needs of our event participants.
- As part of our conference training for staff, moderators, and other volunteers, we include instructions on how to support creating inclusive spaces, how to abide by and enforce our policies and procedures, and what to do if and when incidents and other policy breaches occur.
- As part of our breakfast and lunch meals throughout the event, we provide enhanced menus for guests to identify food allergies, preferences, and other key information. Upon selecting the menus for the conference, AMCTO staff works with the on-site culinary teams to ensure that food allergies, accommodations, and enhanced ingredient details can be communicated to participants. AMCTO staff develops signage and QR codes for guests to access this information and help them easily identify food selections. As part of the registration process, we ask conference participants to identify any specific food allergies or dietary accommodations in advance and we work in collaboration with venue culinary teams to ensure participants’ needs are met.
- AMCTO staff works with on-site AV/tech teams and venue staff to ensure that no strong flashing or pulsing lights are utilized throughout the entirety of the conference (to the best of our abilities). Any moving or flashing lights will remain static and upright during presentations and/or will be communicated in advance to participants.
- On stage, we display an ‘Every Child Matters’ Indigenous flag, LGTBQ Pride flag along with the Canadian and Ontario flags. We present the ‘Every Child Matters’ flag as a show of respect to the history of Indigenous contributions across Ontario and in connection to our formal land acknowledgment read aloud during the conference opening ceremonies. We fly the Pride flag as June is internationally recognized as LGTBQ pride month. We want all participants to feel seen, recognized, and respected at the event.
- To begin our conference, at the opening ceremonies, we deliver a formal land acknowledgment that reflects Ontario and the specific conference host region to recognize, respect, and acknowledge the history and contributions of Indigenous communities.
- Every June, AMCTO recognizes Pride and Indigenous Heritage Month through formal digital communications and social media, among other Canadian and international holidays and days of recognition.
What We Are Doing
- The AMCTO conference app allows us to reduce our overall carbon footprint while ensuring the most up-to-date conference program is available to participants on the go. The app includes a full event schedule and information on all conference sessions, speakers, activities, sponsors, exhibitors, and more.
- The event does not provide, or permit the facility to provide, single-use bottles of water. Throughout the facility, water is provided at stations with reusable glasses or where personal reusable water bottles can be filled.
- We aim to source local products as welcome gifts for conference delegates. This includes identifying regional small businesses that can accommodate the size/production requests for conference delegates and/or speaker gifts.
- We aim to reduce waste from our badge holders each year. This includes collecting and repurposing holders for future conferences and other in-person events and looking at badge-only options.
- During site visits and initial discussions with conference venue facility staff, we inquire about the opportunity (where safe food handling regulations can be followed) to have remaining conference food items available for local homeless shelters and other low-income food service organizations.
- We encourage conference participants and guests to find environmentally sustainable methods of travel to the event (i.e. using carpool, public transport, etc.). This is promoted across conference marketing materials and at the Zone level and can be a great way for members and conference participants to get to know one another!
- On an annual basis, we look for ways to reduce the Association’s overall carbon footprint and limit single-use waste in planning and delivering the conference.
What We Are Doing
- We create a quiet, dimly lit, and accessible space on the conference floor for conference participants to take breaks and get away from the loud noises, bright lights, and hustle and bustle of the event. Signs are posted within the room encouraging guests to be respectful of the space — we aim to create a comfortable environment (i.e. soft seating, white noise, etc.).
- Each day of the conference guests are encouraged to participate in wellness activities. This may include things like morning yoga, afternoon walks, or time outdoors. These activities will be provided at no extra cost and will be available in accessible formats for all guests.
- On the conference floor, we encourage guests to use scent-free products or to limit strong perfumes or other scents. AMCTO staff works with the facility teams to ensure the limited use of air sprays in large public spaces throughout the event as well as scent-free washes and linens across all accommodations.
- Celebrating wins and the hard work of our staff team, speakers, volunteers, and facility service teams, we provide an opportunity for conference participants and other guests to share positive feedback and recognition through our ‘Kudos Box’ on the conference floor. Guests can anonymously provide this recognition and can also provide feedback through our post-event survey. AMCTO management makes a point to share these notes with the broader staff team and the Association Board.
- To support peer-to-peer recognition, we provide prefabricated compliment and acknowledgement cards that guests can pick up and pass along to fellow guests. These cards are meant to support positive recognition and networking.
What We Are Doing
- On an annual basis, the AMCTO professional development team ensures 24 or more conference professional development workshops/sessions are included as part of the conference program. The goal of these workshops and the broader conference program is to support our mission of delivering professional growth, networks, advocacy and leadership to support and strengthen the knowledge, skills, and capabilities of municipal professionals now and into the future. The conference's professional development programming is divided into four distinct learning blocks: Building Teams, Building Leaders, Building Commerce, and Building Policies & Procedures. With a diverse attendee list, the conference offers something for everyone at all stages of their municipal career.
- To support learning and professional development, AMCTO commits to running the annual conference as a hybrid (in-person and virtual) event to allow participants to access learning and professional development in their preferred format and price. AMCTO commits to offering the virtual conference live stream as a high-value product at a reduced price.
- AMCTO commits to offer discounts to individual municipalities that utilize multi-person registration to access the virtual conference. This allows municipalities to train and educate more staff for less.
- AMCTO commits to offering opportunities to Student and New Professional members to participate in the conference on an annual basis at a reduced rate. This may or may not include the opportunity to apply for conference scholarships, access professional development vouchers, or other special member category pricing.
- All speakers at the conference must adhere to AMCTO’s rigorous professional development standards. General workshop and keynote speakers are not permitted to promote products, services, or items exclusive to their own businesses. All conference professional development programming must be educational and learning-focused in nature. AMCTO will review and provide feedback on all speaker presentations prior to the conference. Any and all speaker handouts must also be reviewed and approved by AMCTO in advance. The only exception to this is for sponsored sessions and other content where AMCTO has established a formal, written agreement with an identified sponsor/exhibitor/affinity partner or other organization.
- While reviewing conference workshop and other session proposals, the conference committee and AMCTO staff will work to have at least 50% of professional development program content driven by municipal voices (those currently working in the sector). We encourage proposals from ‘for-profit’ companies to include a balance of municipal professional voices to support their presentations to ensure that learning is relevant and connected to the sector.
- To support AMCTO accreditation programs and professional development requirements, we encourage guests to ‘check-in’ for sessions throughout the conference. This can be done through the conference app or by participants utilizing the accreditation sample PDU log available on our website. Signage and staff will be located at the doors of each conference session room to help attendees identify sessions. Virtual conference participants can also make note of and track their session attendance on our virtual conference platform, AMCTO Connect.