Know Your "Who": What Event Hosts & Planners Need to Consider Beyond the Basics
If you have spent any time in event planning or even just attended a well-run event, you know the classic framework: Who, What, Where, When, and Why. Every element of your event lives inside one of those five questions. Today, we are diving into the one that carries the most weight and gets the least thought: The Who.
The "who" is not just your headcount or your demographic. The "who" is the full, complex, living, breathing human beings who are trusting you with their time, their money, and sometimes their comfort. And if you are going to show up as a trusted organizer, you have got to go deeper than a guest list.
Tip #1: Know Before You Go
Let's be real for a second. We are living in a time where the average adult is juggling more financial responsibilities than ever. The cost of showing up to your event does not start and end with the ticket price, and your guests know that, even if you don't.
A Know Before You Go guide is one of the simplest, most impactful things you can offer your attendees. Think of it as the welcome packet that actually welcomes people. At a minimum, it should cover:
Parking: Is it available? Is it free? Because a $20–$50 parking surprise on top of a ticket price is the kind of thing that turns a guest into a never-again. Tell people upfront.
Transportation options: Are there rideshare drop zones? Nearby transit stops?
What to bring: Cash? ID? Printed ticket?
What to expect: Dress code, agenda flow, check-in process.
Being a trusted organizer means doing the work so your guests don't have to guess. Give people the information they need to show up prepared, and they will show up grateful.
Tip #2: Restrooms Are Infrastructure
Gender-neutral restrooms may have fallen out of the headlines, but they have not fallen off the priority list, at least not for people who care about every guest feeling welcome and dignified in their space. If you are bringing a community together, part of your job is making sure everyone can use the restroom without anxiety. That is hospitality, not a political statement.
Beyond gender-neutral access, do yourself a favor and include all restroom locations in your Know Before You Go guide. Nobody wants to be sprinting through a venue hunting for a bathroom mid-session. It is a small detail that makes a big difference.
Tip #3: Parenthood
When we talk about childcare at conferences and summits, it tends to come up in spaces that market specifically to women. And while that is a great instinct, it is an incomplete one. Parents of all kinds, moms, dads, co-parents, single parents, guardians, are attending your events. Sometimes the dad has the kids. Sometimes the non-birthing parent is the one with the schedule conflict.
Here is what to consider:
Onsite childcare: Especially for multi-day conferences, explore partnering with a local corporate childcare agency to offer childcare onsite. It is a budget conversation worth having, because for some attendees, it is the difference between being able to attend at all or not.
Include it in your marketing: If childcare is available, say so loudly and early. It signals that you thought about the full human who is registering, not just the professional version of them.
Bonus Tip: Consider Lactating Persons
This one often lives in the "accommodations" question, but I want to say it plainly: if you have lactating guests (and statistically, you probably do), give them a real space to pump. Not a broom closet. Not a bathroom stall. A quiet, clean room with a chair, an outlet, maybe some snacks and water, and, if you are feeling inspired, some calming music. When done well, this is the kind of thing people remember and talk about. It says: we thought about you.
Planning Homework: Rethink the Accessibility Question
Okay, here is where we bring it all together. You have probably seen this question on event registration forms:
"Do you have any accessibility requirements?"
It is well-meaning. But here is the thing: most people will skip right past it. Whether because they do not think their need "counts," they don't want to feel like a burden, or the question just isn't specific enough to prompt a real answer.
So instead, try something like this
To help us create the best possible experience for all attendees, please share any needs or considerations we should be aware of. This may include, but is not limited to:
Dietary needs or food allergies (e.g., vegan, gluten-free, etc.)
Physical accessibility needs (e.g., wheelchair access, seating accommodations, elevator access)
Feeding or nursing needs (e.g., a private space to pump or breastfeed)
Childcare or family needs (e.g., you are attending with a minor or need information about onsite childcare)
Communication or language support (e.g., ASL interpretation, translated materials, large-print documents)
You are not required to share a diagnosis or medical detail; simply share whatever helps us serve you better. We want you here, and we want you comfortable.
Final Thoughts
The "who" of your event is not a demographic checkbox; it is a commitment. A commitment to showing up for the full, layered humanity of the people in your room.
These are just a few examples of what is honestly a very big conversation. The right considerations will always depend on your specific who. But the mindset stays the same: the more you know about who is coming, the better you can serve them.
Got questions? Need help planning your next event? I would love to chat.And if you are not already on the DTM mailing list, click below to join
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