Home Meeting Planner Resources Making Meetings Safer for LGBTQ+ Attendees, Part 1

Making Meetings Safer for LGBTQ+ Attendees, Part 1

June 19, 2025

Making meetings safer for LGBTQ+ attendees has become more difficult in today’s increasingly hostile environment. It begins with choosing the right destination and venue.

The sociopolitical climate in the U.S. is becoming increasingly hostile to LGBTQ+ people, but your meeting can be an oasis of welcome and inclusion. However, it does take some intentional planning and attention to detail to create a genuinely inclusive environment. In the first part of this series, we’ll explore some strategies and best practices planners can implement in the site-selection phase of planning. In subsequent articles in the series, we’ll detail some things planners can do pre-event marketing, as well as while on site, to make their meetings more welcoming to LBGTQ+ attendees.

Choose a Welcoming Destination

In the U.S., some cities have made a concerted effort in recent years to extend a welcome to LGBTQ+ travelers, both on the transient side and to meeting and event groups who are considering their destination. A recent index released by a group of LGBTQ+ hosts and hotels called misterb&b recently released its annual misterb&b Queer Safety Index (QSI). The index lists the 30 cities it has determined to be the safest for LGBTQ+ people (see this article for details).

Chicago, which features established gay neighborhoods like Boystown and Andersonville, a rich history of LGBTQ activism and a visible, active community, is at the top of the index. Seattle, a hub for LGBTQ activism, with welcoming neighborhoods and annual Pride celebrations, also ranks high on the index, as does San Francisco, which is renowned for its LGBTQ history, activism, and inclusive culture. Others that the index ranks highly are Portland, Ore., and San Diego, both of which are known for being trans-friendly, progressive and open-minded, with a range of LGBTQ-owned businesses and events.

While some may cross cities in states not known for being LGBTQ+-friendly off their lists, the index results would suggest that you take a deeper look. Several cities in states that have made legislative moves considered unfriendly to the LGBTQ+ community actually may be more welcoming than you might think. For example, Tampa, Orlando, Miami and Fort Lauderdale in Florida made the index, as did Dallas, Houston and Austin in Texas.

While the index is an interesting and potentially useful resource, also check out the Human Rights Campaign’s State Equality Index, a comprehensive assessment that rates legal protections in each state. The local convention and visitors bureau also can be a good resource. Another idea planners have been implementing in recent years is to include a contract clause to protect the group in case the state law changes to the detriment of your LGBTQ+ attendees.

Outside the U.S., check to see if your host country recognizes the X gender marker on passports. Some, now including the U.S., do not, which means attendees marking an X gender category rather than M or F may run into entry restrictions. When in doubt, check with the foreign embassy or consulate. Some countries also do not legally recognize same sex marriage, and some even ban public gatherings that support the LGBTQ+ community. Some helpful links include:

• TSA Transgender Passenger information

• Traveler’s Checklist

• IGLTA, the International Gay/Lesbian Travel Association

• International Lesbian and Gay Association

Choose a Venue with LGBTQ+-friendly Policies and Procedures

Ask if the venues are considering train their staff in inclusivity — including if their security personnel are trained in how to handle gender-based harassment and discrimination, though everyone from the front desk staffers to housekeeping also should have training in how to best serve the LGBTQ+ community. Ask what their diversity policies are, and whether they have gender-neutral bathrooms that are easy to access and clearly labeled. It’s also a good idea to ask what other groups will be in house over your dates to ensure that groups hostile to LBGTQ+ people will not be sharing public space with your group.

Follow similar procedures for selecting the vendors you plan to work with on site. What are their LGBTQ+ policies and staff training procedures? Some cities have lists of LGBTQ+ vendors, attractions and service providers you can tap into as well.