Oxygen Events is Ottawa's go to event management firm for Federal Government agencies looking for impactful experiences. Government events, however, bring a unique set of challenges and scrutiny not faced in the private sector world. Here are some areas that we focus on when planning each of our Government events, regardless if they are internal or externally facing.
1. Understand Compliance and Regulations
Government events must adhere to strict guidelines and regulations. Oxygen is constantly updating ourselves on procurement protocols, accessibility and inclusivity requirements, and safety regulations. We try to engage with our clients early in the planning process to ensure that all requirements are met.
2. Prioritize Accessibility
Inclusivity is crucial in government events. We make sure your venue is accessible to all attendees, including those with disabilities. Consider aspects like wheelchair access, sign language interpretation, and materials available in multiple formats. This not only complies with regulations but also enhances the overall experience for participants.
3. Ensure Diversity
It is vital to all Government of Canada agencies, that a diversity of voices and opinions from Canada's vastly diverse communities and cultures, are present in conferences and workshops, and are heard at public consultations. We work with our Federal clients to keep a critical eye on the format, timing and structure of their events to ensure that these voices are represented.
4. Indigenous Considerations
When reasonably suitable and appropriate, engaging with the Indigenous nations of Canada is key in developing inclusive policies. Oxygen also understands that the indigenous communities are not homogenous in their needs, opinions and culture, and we use our same lens of diversity to Indigenous engagement, driving a wide range of participation and inclusion of multiple levels of indigenous organizations including governmental, community and individual voices.
5. Focus on Sustainability
Sustainability is increasingly important in government operations. We work with clients to choose eco-friendly options wherever possible, such as digital materials instead of printed ones, locally sourced catering, and sustainable transportation options. Highlighting these efforts can also reflect positively on the hosting agency’s commitment to environmental stewardship.
6. Evaluate and Learn
Government agencies need proper documentation to ensure clear and consistent evenets, regardless of government and staffing changes. After each event, we gather feedback from attendees and stakeholders. This can be done through surveys or informal discussions. Analyzing this feedback, we provide detailed insights into what worked well and areas for improvement, setting the stage for even more successful future events.
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