Frequently Asked Questions

Registration Questions: SummitReg@executivevents.com
Housing Questions: SummingHousing@executivevents.com
Engagement Center Questions: EngagementCenter@outandequal.org

Out & Equal is the premier global nonprofit organization working exclusively on LGBTQ+ workplace equality. Through our worldwide programs, strategic corporate partnerships, and sought-after events, such as the annual Workplace Summit, we help LGBTQ+ individuals realize their fullest and most authentic potential, while supporting organizations in creating cultures of belonging for all. Our goal is to transform workplaces, inspire leaders, and galvanize systemic change. Together, we can develop truly inclusive cultures—inside our workplaces and out. That’s the business of Out & Equal. That’s the Business of Belonging^TM.

The 2023 Workplace Summit will take place within The Walt Disney World Resort, Orlando, Florida, USA on September 11, 2023 (Pre-Con Leadership Day) and September 12^th – 14^th, 2023 (Workplace Summit).

The theme for the 2023 Workplace Summit is “We Are”, a reclamation of the LGBTQ+ community’s historic rallying cry of “we’re here, we’re queer, get used to it” and a unified response to those who don’t want us to say who we are or be who we are. “We Are” showcases the intersectionality and multidimensionality of our unique identities, including our roles across levels and industries, all while recognizing and acknowledging the strong feelings, dynamics, and complexities of our emotions as change agents. The “We Are” theme underscores the monumental work of this community of incredible and unique individuals, committed to realizing measurable and lasting equity for LGBTQI+ talent (and beyond).

Our four-day Workplace Summit event and “we Are” theme promises attendees the opportunity to learn from the stories they hear and the ones that they share (i.e., “I am….”) to create a stronger, more unified “we” for themselves, their teams, their workplace, and the world.

Out & Equal has a long-standing relationship with Walt Disney World, which previously hosted our annual Workplace Summit in 2002, 2009 and 2016. An agreement signed in 2019 to return to the resort in 2021 and 2024 had to be adjusted because of the pandemic. We look forward to hosting our annual forum focused on LGBTQ+ workplace inclusion in Florida – and through the hybrid nature of the event format, globally – this year and next.

After extensive discussion with our partners and community members, Out & Equal is committed to moving forward with this year’s Workplace Summit event at the Walt Disney World Resort in Orlando, Florida, September 11-14, 2023.

We understand that some have questions about this decision or even concerns, so we would like to clarify how we got here.

LGBTQ+ rights are being challenged across the United States, including in Florida, where the virulent politics have captured global headlines for their cruelty towards some of the state’s most vulnerable, while also undermining the country’s core freedoms. For many in the community, Florida has rapidly become a hostile environment as new laws concerning healthcare, education, and the workplace take effect.

We strongly believe it is more important now than ever before to continue our necessary and urgent work.

Out & Equal has never wavered from our mission. Allowing the growing vitriol toward our community to stand unchecked as the “new normal” would be detrimental. We are steadfast in our commitment to our mission to ensure that every LGBTQ+ individual has the opportunity to contribute to and thrive in workplaces of true belonging.

The safety of our community is paramount. We are devoting enormous care and resources—in close coordination with our various event properties, transportation partners, and local authorities—to ensure a secure event.

The Workplace Summit is a closed event, exclusive to known and vetted Partners. We have multiple teams in place to ensure the safety of our attendees and will continue to share relevant updates as the event approaches.

We respect anyone who decides they will not attend. Every individual invited by their company to the Workplace Summit deserves the space and support to navigate their individual concerns and circumstances related to safety and security. For those who decide to not travel, the e-pass attendee option will provide a terrific set of Workplace Summit experiences.

Out & Equal believes in the magic and real change we drive when we come together and devote our collective energy to a more equitable and inclusive future for the LGBTQ+ community. We thank you for your ongoing engagement and support as we continue to provide a critical platform for creating LGBTQ+ inclusive workplaces and workplaces of belonging for all.

This year’s event is a closed event, exclusive to known and vetted Partners. If you are interested in your company becoming a Partner, please contact Partnerships@outandequal.org.

Attendees will be able to participate In-Person or virtually (via e-Pass). Attendees will make their attendance selection during the registration process. All In-Person attendees will also have access to e-Pass.

In-Person attendees: full Summit registration includes the full 3-day event, September 12^th through 14^th, with access to all Out & Equal-hosted programming (with the exception of invitation-only events).

e-Pass attendees: includes access to select sessions from Summit programming (Plenaries, Premier Sessions and select Workshop sessions). E-pass does not include access to Pre-Con Leadership Day programming, September 11.

Business casual attire is appropriate for much of Summit. For the Gala Plenary (Thursday, September 14^th), attire is “business festive” – wear your business casual clothes or feel free to dress it up! View past event photos for inspiration.

Yes, exclusive and complimentary transportation between all three venues will be available throughout the event to ensure a seamless experience.

Complementary meals will be provided during our three Plenaries: Opening Brunch (Tuesday, 9/12), Opening Brunch (Wednesday, 9/13), and evening Gala (Thursday, 9/14). 

Unfortunately, we will not be selling tickets to non-registered spouses/partners for any Out & Equal hosted events at this year’s Workplace Summit.

No, there will not be a Career Fair at 2023 Workplace Summit; however, we will have Talent Acquisition sessions on our Pre-Con Day, Monday, September 11th

For the most up to date information about the Diverse Leaders Fellowship, please visit: https://outandequal.org/diverse-leaders-fellowship/

Partnerships@outandequal.org

Since Summit is a closed event, the registration link will not be published. Partner attendees selected by their company to attend Summit will receive an email from the designated Partnership contact at your company which will include registration instructions.

In-person Summit registration includes the full 3-day event, September 12th through 14th, with access to all Out & Equal-hosted programming (with the exception of invitation-only events).

2023 Workplace Summit once again includes an e-Pass solution for those who are not able to join us in person, as well as for all full-access ticket holders who wish to view select sessions and associated session materials on demand post-Summit.

Select Summit content will be available to full-access and e-Pass ticket holders until Friday, November 18, 2023, via the virtual Summit platform/app.

August 11, 2023

Out & Equal has experienced unprecedented growth over the past few years – thanks to partners like you! With that growth, we have reached capacity at the venues we have signed years in advance. Partners will receive additional e-Pass registrations with a more robust virtual programming (info to come).  

This year Out & Equal’s annual Workplace Summit will be a closed event, exclusive to known and vetted Partner organizations. This includes our in-person and e-Pass experiences. For information on becoming a Partner organization please visit our website or contact us at partnerships@outandequal.org.

No, there isn’t a limit of virtual attendees.

Please contact SummitReg@executivevents.com for assistance applying your code to your registration.

Please contact your company’s Partner Success Manager for assistance. If you do not know your Partner Success Manager, please email Partnerships@outandequal.org.

In-person: Tuesday, July 11th is the deadline to purchase, and be guaranteed, In-person registrations based on Partnership Tier. After July 11th, In-person registrations are available for purchase, but not guaranteed, until Friday, August 11th.

Virtual: The deadline to purchase e-Pass registrations is August 11, 2023.

Your company has the ability to purchase additional registrations to Summit, based on your Partnership level. If you have additional people who wish to attend beyond your Partnership package, you can be added to the waitlist. Please reach out to your Partner Success Manager for more information or email partnerships@outandequal.org.

As a Partner, your company may have been given a limited number of registration codes for their delegation. These codes MUST be distributed by the designated Partnership contact at your company and cannot be distributed by Out & Equal. If you believe you should have received a code for registration, please contact your company representative. If you do not know who the company representative is, please contact Partnerships@outandequal.org.

If you have not received your Summit 2023 registration confirmation e-mail, please check the Spam, Junk, or Other folder of your inbox. The email address may not be recognized by your company’s spam filters. If you still cannot find the confirmation email, contact your IT department to locate the email from registration@outequal.org or summitreg@executivevents.com.

To register a group of over 10 attendees, please contact SummitReg@executivevents.com. Please note that we do not offer a special group rate.

All registration codes expire Friday, August 11^th and cannot be carried over to future Out & Equal events.

In your confirmation email, click “Modify Registration” to access and edit and/or cancel your registration record within the event policy restrictions. Cancellations made before August 31st are eligible for a 100% refund, minus a mandatory $100 cancellation processing fee. However, starting from September 1st and for no-shows, no refunds will be granted.

For additional assistance please contact SummitReg@executivevents.com

Name changes and transfers for registrations within the same company/organization are allowed until September 1st. After September 1st, transfers will no longer be accepted and cancellations will not be eligible for refunds.

Please contact SummitReg@executivevents.com for assistance transferring your registration.

Please contact SummitReg@executivevents.com to obtain the separate link to register as a Federal Government employee. Please note that you must have a .gov or .mil email address to be eligible for the Government rate. 

For the 2023 Workplace Summit, all registrations must be paid for with a credit card. Registrations will not be considered complete without the application of a credit card, so please have a credit card available before beginning your registration.

Registration for the buddy program closed on August 11th.

Yes, we are thrilled to be partnering with three unique properties to provide accommodations for our attendees to relax, enjoy Summit, and connect with other Workplace Summit attendees. Rooms at each property are booked on a first come, first serve basis.

Disney’s Coronado Springs Resort – ($234 – $379 per night) Plenaries, Engagement Center, and much more
Hilton Orlando Buena Vista Palace – ($279- $459 per night) Workshops, exciting activations, and much more
Hilton Orlando Lake Buena Vista – ($239 – $339 per night) Workshops, exciting activations, and much more

Note: rooms may require resort fees, taxes, and other associated fees.

Upon completing registration, attendees will receive booking information, including the link to the housing site, in the registration confirmation email. To secure Out & Equal’s special group rate, your hotel reservation must be booked by Friday, August 11^th, 2023. 

To secure Out & Equal’s special group rate, your hotel reservation must be booked by Friday, August 11^th, 2023. 

Please email SummitHousing@executivevents.com for assistance.

Sub-blocks are only available to Partners who are Silver level and above (Silver, Gold, Platinum, and Titanium) AND have 15+ attendees per night. To reserve a sub-block, please contact SummitHousing@executivevents.com. Sub-blocks are subject to availability and booked on a first come, first serve basis.

Partner delegates that will be attending as staff for the Engagement Center and will not be attending the programming at Summit will be able to register with a special link in July. In the confirmation email of the registration, housing information will be provided. Partners that are taking advantage of the sub-block options, can include their Engagement Center – Only staff in their final numbers and provide the sub-block information to the delegate as well.

Find the Summit schedule here.

Our Pre-Con Leadership Day programming is available as an “add-on” during the registration process. Depending on your Partner code type, these sessions will either be complimentary or be available for purchase.

Many of our in-person workshops are eligible for PDCs—contact learning@outandequal.org for more information.

Yes, as long as all of your attendees from your company select the correct company name during the registration process, your entire contingency will be seated together at one or multiple tables depending on your group’s size. Seating assignments will be printed on each attendee’s badge.

Out & Equal strives to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully. To request an accommodation or for inquiries about accessibility, please contact hello@outandequal.org.

Out & Equal’s event platform allows attendees to enable closed captioning during live stream sessions and recorded sessions found in the on-demand content library.

Attendees participating via e-Pass will be able to communicate with other e-Pass attendees throughout the event and will also be able to submit questions for consideration which will be monitored by virtual engagement team members.

A special, exclusive to Summit ticket holders, “Night Out” will be held on Wednesday, September 13th, from 9:00 pm to midnight at Walt Disney’s Animal Kingdom.

Night Out is being hosted exclusively for ticket holders. Plus ones, family members, and/or other guests of Summit ticket holders will not be permitted entry.

Information about the In-Person and Virtual Engagement Center booths is forthcoming. Please check back for updated information. For questions about your booth, please contact EngagementCenter@outandequal.org

Yes, a webinar dedicated to In-Person and Virtual Engagement Center booths logistics and build-out will be offered to Partners. The date of the webinar along with an invitation to register will be shared in the coming weeks.

We are more than happy to add your requested upgraded booth to our Booth Wait List. The Booth Wait List will be cleared on or about July 11.

Due to capacity limitations, we cannot offer Brass partners a booth space at this year’s Summit. If you are interested in having a booth space, your company will need to upgrade your partnership to the Copper or above levels. Please reach out to your Partner Success Manager for more information or email partnerships@outandequal.org.

Gold, Platinum, and Titanium partners receive 10 free booth registrations. Brass, Copper, and Bronze partners receive 5 free booth registrations. Free registration for the Engagement Center does not include regular programming.

Booth registrations will be distributed by the designated Partnership contact at your company and cannot be distributed by Out & Equal. If you believe you should have received a code for registration, please contact your company representative. If you do not know who the company representative is, please contact Partnerships@outandequal.org.

Out & Equal will not be presenting a virtual career fair during the 2023 Workplace Summit. We encourage all Partners to complete their Company Profile where participants can choose to request for additional information from Partners.  

While we will not be hosting a separate booth representative training call, we hope that our resource page (including links to tutorial videos, this FAQ, and more) will be helpful in preparing your team to host a virtual and/or in-person booth. Please contact us at EngagementCenter@outandequal.org if you have any questions as a booth representative. 

All Partners will be provided the opportunity to create a virtual booth this year, which will display on the Virtual Engagement Center and the Virtual Partner Wall.  

Yes, as we trial a new vendor during the 2023 Workplace Summit, we will be taking advantage of static-only virtual booths. No staff is required during the show.  

First, please check your spam. The email details are listed below:  

Sender: SummitSupport@outandequal.org  
Subject line: Welcome to 2023 Workplace Summit Exhibitor Portal 

If you’re still unable to find the email, please reach out to EngagementCenter@outandequal.org. 

Yes. You as well as all other attendees will have access to the platform after Summit concludes and will be able to download booth metrics.  

The call for Summit Workshop Proposals was officially opened to the public on April 4th, with a submission deadline of Friday, May 19th, 2023.

There are many reasons a session may not be selected, and we cannot guarantee feedback for every submitted workshop. If you have any questions on the decision of your proposal, you are welcome to reach out to us through email.

We encourage you to connect with other applicants and companies through our Global Hub. The Global Hub is an online resource available exclusively to Out & Equal Partners. Your company’s Out & Equal point of contact can assist you with gaining access if needed. For Global Hub technical support, please contact globalhubsupport@outandequal.org. If you are not from an Out & Equal Partner organization and are looking for collaborating presenters, please reach out to our team.

Speakers from Partner organizations will be asked to use one of the attendee codes provided within a Partner’s Summit benefit allotment. Speakers from outside of our Partnership community will be asked to pay for their Summit registration.

All workshop rooms come with a podium, presentation screen, and speaker mics. Additional equipment may be requested. Costs associated with additional equipment will be assumed by the speakers/speaker organizations.

Please email us with their first name, last name, and email address. Once we have that information the speakers will receive a link to register for conference platform where they can complete their profile with their bio, headshot, etc.

It is not logistically possible for us to share our Mentimeter account with speakers for use during Summit. Mentimeter has several account options, included free and paid versions. There are also other 3rd-party platforms with similar functioning that you can incorporate into your session.

All session presenters must be in-person in Orlando. Regrettably, we are not able to support hybrid sessions where some of your speakers are remote, and some are in-person. If you have presenters who cannot attend in person, consider videoing their contribution and playing it during your session.
• Limitations of conference wifi for 5000 people

In most cases Speakers will have access to a green room or a quiet space in which to convene with fellow speakers, relax, and prepare.

Yes, we will have a slide template that will be your opening slide (only). That element is currently in design/approval and will be available by the Presenter Town Hall on June 21. So, please save us one title slide at the beginning of your presentation and the rest can be your own design. If it is ready sooner, then I will circulate.

We understand that legal approval may take time within your organization and will work with you on submitting all workshop materials if your proposal is approved. We will be requiring speakers to send us a final draft of the presentation to assist with accessibility and technical compatibility of your presentation.

Outie Award nominations opened May 25, 2023 and closed July 7, 2023.

The nomination standards vary year to year to best reflect current standards of workplace inclusion and belonging best practices.  To protect the integrity of the nomination process, the rubric is not shared publicly.    

Information collected via the nomination process varies depending on the category. At the highest level, Outie Awards fall into two categories: recognition for individual change agents and recognition for organizational initiatives and/or ERG activities. Data collected may include performance or impact metrics (e.g., measurable outcomes of inclusion efforts, LGBTQ+ representation data if/as available, qualitative “endorsements” from colleagues and/or those directly impacted by allyship efforts, etc.)

All information submitted via the Outie Awards nomination process is treated as confidential and internal to the Outie Awards Nomination Evaluation Committee exclusively. Submitted information is used for the sole purpose of nomination evaluation and will not be shared publicly. High level descriptions of winning nominations are shared publicly. Examples of publicly presented information can be found here.

2023 Workplace Summit is a closed event to Partners only. Partner employees are invited to attend Gala but are not able to bring a guest outside of their organization.

We encourage both in-person and e-pass attendees to participate in our Buddy Program. All Buddy Program participants are encouraged to connect virtually both before and after Summit.

In the event that you are unable to reach the assigned Buddy after several attempts to reach out, we will do our best to reassign you with a new Buddy grouping.

At this time, there is no in-person Buddy programming planned for the 2023 Workplace Summit. Please subscribe to our newsletter and stay tuned for other Buddy Program-related news. We also encourage Buddies to complete our Workplace Summit post-event survey and share any Buddy Program programming you may like to see in the future.

Unfortunately, the option to opt-in to the Buddy Program is now closed.

Thank you for being mindful of other Buddies! Please be sure you notify our registration team at SummitReg@ExecutivEvents.com if you can no longer attend Summit, and specifically mention you have already been placed into a Buddy Program grouping. We will then reach out to your grouping to notify them of your change in plans.

We do! Please refer to our Buddy Program guide for questions and ideas to get your group conversations off to a great start.

At this time masks and vaccines are not required to attend this event. As the state of public health information is fluid, we encourage attendees to frequently check this page, as policies and mandates are subject to change. If you feel ill or had recent exposure to a COVID-19 case, please do not attend any Out & Equal events. 

Credentials will be provided upon success check-in. Credentials are required at all Summit events, including receptions and evening events. No persons will be permitted entry to the Summit without proper credentials, no exceptions.

Formal check points, event Staff, and members of Security will be looking for credentials and will not be permitting access to anyone who cannot present said credentials whenever asked. Please be sure to wear your credentials at all times.

As the Out & Equal Workplace Summit draws near, we have been working closely with The Walt Disney Company, Equality Florida, and others to address safety, security, and other questions arising from the new anti-LGBTQ+ laws and proposed legislation in Florida. We also have heard from our community a strong desire to support and show solidarity with the LGBTQ+ community in Florida (and, unfortunately, in many other states), who are facing unimaginable, daily discrimination.

Nadine Smith, Executive Director of Equality Florida, went on record recently asking for companies who choose to come to Florida to “join us in countering these relentless attacks. Help reimagine and build a Florida that is truly safe for and open to all, and where freedom is a reality.”

We believe deeply in the importance of being visible and providing a forum for leaders to develop more inclusive workplaces and societies, and that is why we remain committed to hosting this year’s Workplace Summit in Orlando.

Out & Equal has always leveraged the Workplace Summit as a powerful platform for learning, and for developing relationships within and amongst company change agents and movement partners that help amplify and accelerate equality work more broadly. In fact, Equality Florida’s Nadine Smith; the Human Rights Campaign’s Legal Director, Sarah Warbelow, and many others were prominently featured at the 2022 Summit in Las Vegas.

We look forward to this year’s Workplace Summit, where we will once again serve to sharpen participants’ understanding of the pressing and systemic challenges facing our community, and what specifically companies and their leaders and employees can do to positively affect change in meaningful and lasting ways.

Nadine Smith, Executive Director, Equality Florida, shares this message with the Out & Equal community: “I look forward to participating in the 2023 Workplace Summit in Orlando, and joining others in what will be a powerful week-long dialogue on the vital ways businesses can continue to support the values of equity and fairness in the face of anti-LGBTQ+ attacks. I commend Out & Equal for taking all the measures it needs to convene a safe event, while also stepping into the moment to shine a light on this critical fight. I believe this event is an essential catalyst for change at a historically important time, and I thank Out & Equal for standing in solidarity with the LGBTQ+, Florida, and business communities broadly. I know those who attend will leave the event with greater understanding, tools, relationships, and the resolve to act on behalf of their diverse workforce and customer base.”

Attendee, Staff, Partners, and community member safety and security is our top priority. After extensive discussions with our hosts, partners, and advisors, and with adjustments made to our approach (e.g., this year’s event is open to employee of Out & Equal Partner companies only, not the public), Out & Equal is committed to moving forward with this year’s Workplace Summit event at the Walt Disney World Resort in Orlando. We’ve shared a statement outlining our decision and hope this will factor into your considerations.

Here is a helpful article explaining the act and its implications. All Summit conference venues (Disney’s Coronado Springs Resort, Hilton Orlando Buena Vista Palace, and Hilton Orlando Lake Buena Vista will have all gender restroom facilities.

Situational awareness is always appreciated. If you see an attendee encountering any form of harassment please do not engage, but do find a member of the hotel staff or security team who will investigate and manage.

We are coordinating busses with secure bathroom facilitates for guests who do not feel comfortable taking other modes of transportation. We ask that you please complete the request form here.

“Know Your Rights” FAQ on airport security from National Center or Transgender Equality.