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Dispute Resolution for Companies

Conference and event support

Conference Ombuds Services

A confidential, impartial resource for conferences, meetings, and large events

Conferences bring together diverse perspectives, strong opinions, and complex power dynamics. When concerns arise, organizers need a thoughtful way to respond that supports people, protects trust, and preserves the integrity of the event.

MWI provides experienced Conference Ombuds who support attendees, speakers, volunteers, exhibitors, staff, and event leaders before, during, and after the conference.

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Earlier support creates more options

Why Conferences Need an Ombuds Resource

Even carefully planned events can encounter situations that affect participant wellbeing, trust, and the overall conference experience. Having an established resource makes it easier to address concerns thoughtfully when they arise.

Interpersonal conflicts between attendees
Harassment or uncomfortable interactions
Identity-based harm or exclusion
Questions about the code of conduct
Power dynamics involving influential participants
Requests for guidance without filing a complaint

Trusted by Conference Organizers

MWI has supported conferences, meetings, and large events across professional associations, academic communities, and other event environments where trust, discretion, and thoughtful support matter.

American Psychological Association logo
Society for Research in Child Development logo
WEFTEC logo
CPW logo
American Evaluation Association logo
CERF logo
Examples of conferences and professional communities MWI has supported.
A distinct, supportive role

What a Conference Ombuds Does

A Conference Ombuds provides an independent, confidential, impartial, and informal resource that works alongside an event’s existing leadership, safety, and reporting systems.

Conference Ombuds Do

  • Provide a confidential space to raise concerns and talk situations through
  • Help individuals consider options and determine their own next steps
  • Clarify policies, expectations, and available resources
  • Coach individuals through communication and conflict situations
  • Identify patterns or systemic concerns across the event
  • Share de-identified insights to support informed decisions

The role complements existing systems. It gives people another constructive place to turn for information, support, and help considering their options.

Conference Ombuds Do Not

  • Conduct formal investigations
  • Make findings or binding decisions
  • Advocate for one person or group over another
  • Replace security, HR, or formal reporting channels
  • Accept notice on behalf of the organization
  • Create or maintain official records of individual matters

The role remains independent and informal. The ombuds preserves confidentiality consistent with the program’s charter and applicable professional standards.

A complete event partnership

How It Works: Before, During, and After

MWI works with conference leaders throughout the event lifecycle, from advance planning through post-conference learning.

Prepare

Before Your Conference

  • Understand the event’s culture, goals, and potential concerns
  • Review the code of conduct and reporting pathways
  • Develop visibility, access, and communication plans
  • Coordinate with leadership, security, and event teams
Support

During Your Conference

  • Maintain a visible, approachable, and accessible presence
  • Offer confidential consultations in person or virtually
  • Provide real-time support as situations arise
  • Help address concerns before they escalate
Learn

After Your Conference

  • Provide de-identified themes and observations
  • Identify opportunities to strengthen policy and communication
  • Discuss practical lessons with conference leadership
  • Support continuous improvement for future events
Support across the event

Support for People. Insight for Organizers.

A Conference Ombuds supports everyone involved in the event while helping organizers recognize concerns earlier, respond thoughtfully, and strengthen the overall conference experience.

Who benefits

One Resource for Your Conference Community

The ombuds is available to people across roles, levels of authority, and types of participation.

Organizers and executive directors
Sponsors and partners
Speakers and presenters
Attendees and exhibitors
Volunteers and event staff
Anyone seeking guidance

People do not need to know exactly what they want to do before contacting the ombuds. The conversation can help them understand the situation and consider possible next steps.

Why it matters

An Added Layer of Support

The ombuds works alongside the code of conduct, formal reporting process, security team, and event leadership.

Strengthens trust and confidence

Participants know a confidential, impartial resource is available.

Supports thoughtful real-time responses

Organizers gain an experienced resource for complex situations.

Helps reduce escalation

Early conversations can clarify concerns and expand available options.

Creates space before a formal process

People can ask questions without automatically initiating a complaint.

The earlier concerns surface, the more options participants and organizers may have for moving forward constructively.
Conference Ombuds Team

Meet MWI’s Conference Ombuds Team

MWI’s team includes experienced ombuds, mediators, and conflict resolution professionals supporting conferences and events nationwide.

Jai Calloway

Jai Calloway

Trusted conference ombuds and organizational ombuds known for creating safe, confidential, and inclusive spaces.

View Bio
Caitlan Hendrickson

Caitlan Hendrickson

Certified Organizational Ombuds Practitioner providing ombuds services in both English and Spanish.

View Bio
Nnena Odim

Nnena Odim

Ombuds, mediator, attorney, trainer, and consultant with extensive conference ombuds experience.

View Bio
Josh Hoch

Josh Hoch

Ombuds and Director of Ombuds & Mediation Services at MWI, overseeing MWI’s Conference Ombuds Services.

View Bio
Planning and practical details

Conference Ombuds Frequently Asked Questions

Learn how the ombuds resource works, how it fits alongside existing event systems, and what organizers and participants can expect.

Are conversations with the Conference Ombuds confidential?

Yes. The ombuds preserves the confidentiality of communications consistent with the program charter, applicable professional standards, and any limited exceptions established in advance. The ombuds does not disclose who made contact or the details of an individual conversation without permission.

Does contacting the ombuds initiate a formal complaint?

No. Contacting the ombuds is an informal and voluntary step. A conversation does not automatically initiate an investigation, complaint, disciplinary process, or other formal organizational response.

The ombuds can explain available pathways and help individuals consider whether they want to use a formal reporting process.

Can the ombuds receive formal reports under our code of conduct?

No. The Conference Ombuds does not accept formal notice on behalf of the organization and does not replace the event’s established reporting channels.

The ombuds can help someone understand the code of conduct, locate the appropriate reporting process, and consider how they may want to raise a concern formally.

Is the service available in person, virtually, or both?

MWI can provide Conference Ombuds services in person, virtually, or through a hybrid model. The appropriate approach depends on the event’s format, size, duration, locations, participant needs, and communication plan.

What information do organizers receive after the conference?

Organizers may receive de-identified themes, general observations, and opportunities for improving policies, communication, event design, or participant support.

Reports do not identify individuals or reveal details that could reasonably be used to determine who contacted the ombuds.

How far in advance should we begin planning?

Earlier planning provides more time to review the event’s code of conduct, clarify roles, coordinate with leadership and security, and communicate the resource to participants.

Organizations with a shorter timeline are still encouraged to contact MWI. We can discuss what is feasible based on the event’s needs and our team’s availability.

Can MWI support multiday, multisite, or large-scale events?

Yes. MWI can develop a service model based on the size and complexity of the event. This may include one ombuds, a team of ombuds, a combination of in-person and virtual access, or different coverage arrangements across dates and locations.

How will attendees know the ombuds resource is available?

Before the event, MWI works with organizers to develop a visibility and communication plan. Information about the ombuds may be included on the event website, in registration materials, within the event application, in attendee emails, on signs, and during opening announcements.

Clear communication should explain what the ombuds does, how to make contact, and how the resource differs from formal reporting and emergency response channels.

Have a question about how Conference Ombuds services could fit your particular event?

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Plan with confidence

Bring a Conference Ombuds to Your Event

A Conference Ombuds adds a thoughtful layer of support that strengthens the attendee experience and helps organizers respond effectively when concerns arise.

If you are planning a conference, meeting, or large event, we welcome a conversation about whether this approach fits your needs.

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Start with a brief, no-obligation planning conversation.

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