10 Diversity and Inclusion Event Ideas from Conference Experts

Diversity and equity are important for your event's success. Ensuring every attendee feels welcome, respected, and valued starts with attracting a diverse audience and creating a positive community atmosphere.

Inclusivity also involves thoughtful planning and deliberate actions to accommodate all individuals, regardless of their backgrounds, abilities, gender, ethnicity, or age. Prioritizing accessibility and cultural sensitivity can lead to more engaging and memorable experiences for all participants.

Want to make your events more welcoming and wondering where to begin? Here are 10 practical and impactful ways to make your events more inclusive. These strategies, recommended by experts, will help you create an environment where everyone can engage and contribute meaningfully.

Explore this Article:

• Ensure conference and event venue accessibility
• Networking opportunities through attendee introductions
• Wheelchair accessibility
• Event mobile apps
• Embracing flexibility and adaptability
• Diverse food options
• Diverse event speakers
• Streamline event check-in
• Inclusive-minded promotions
• Assistive technology

10 Diversity and Inclusion Event Ideas

1. Ensure Conference and Event Venue Accessibility

Expert: Marbella Berroa, Conference Planner, Canadian Association of General Surgeons

Select an Accessible Venue:

"When selecting a venue, I ensure the entire experience, from landing at the airport to the facility (i.e., the lobby, guest rooms, meeting spaces, etc.) is fully accessible for all attendees."

Embrace the Unique Culture of Your Event's Location:

"Conference programs can include parts of the host city's culture, like local food and showing art at social events.

Feature diverse representation in marketing materials:

"Your event marketing materials can also feature diverse images that represent the broad audience we aim to attract. We created a kids center for working parents to help them balance their careers and spend time with their children."

Partner with local community groups:

"I work with community groups and the host city to address their needs and include them in the agenda during the planning process."

2. Networking Opportunities Through Attendee Introductions

Expert: Victor Hsi, Founder, UGC Creator

Facilitate meaningful interactions:

"To ensure all attendees felt included and engaged at our events, I facilitated personal introductions between attendees. We also provided name tags and a brief background to everyone at the event. This helped people connect and find the information they needed. I wanted to make a friendly space where everyone, no matter their background or experience, felt important and a part of the group."

3. Ensure Venue Layouts are Wheelchair Accessible

Expert: Alex Cornici, Director of Marketing, Awesome Hibachi

"When organizing events at our restaurant, we do our best to make them accessible and inclusive so everyone can enjoy themselves."

Ensure seating arrangements are accessible:

• "We are changing our seating layout to help people using wheelchairs and mobility aids move around more easily. This will make it more accessible for those with mobility challenges. The changes will improve the overall experience for all guests."

Offer accessible formats for printed materials:

• "Our menus are in Braille, large print, and on our website for screen readers. Accessible formats make it easier for everyone to read."

Provide interpreters:

• "At our annual food festival, we partnered with an organization to provide sign language interpreters at our cooking demos and tastings. This ensured the chefs were completely participatory, allowing those with hearing impairments to join in and get involved."

Creative sensory-friendly areas.

• "We created special dining areas with soft lighting and quiet surroundings. These areas are for guests who are sensitive to sensory stimuli. The goal is to provide a calm and pleasant dining experience."

4. Event Mobile App as a Tool for Inclusive Events

Expert: Roman Mastalir, CEO, Eventee

Utilize accessibility features within mobile event apps:

• "In recent years, I have increasingly heard from our leads and customers that they seek mobile apps with inclusive features. Therefore, we are dedicating more development time to ensure compliance."
• Event organizers use digital technologies, such as mobile apps, to ensure all attendees can access event information. This information includes agendas and push notifications. Event mobile apps are a highly accessible technology from a cost perspective, which is why event professionals prioritize them."

5. Embrace Flexibility and Adaptability

Expert: Daniel Meursing, CEO, Premier Staff

"Inclusivity is not a one-size-fits-all proposition. What works for one event or audience may not work for another. That's why it's crucial to approach inclusive event planning with a spirit of flexibility and adaptability."

Hire an adequate number of event staff.

• "When we were working with a high-profile celebrity client on a charity event, we realized that our standard staffing protocols wouldn't be sufficient to accommodate the unique needs of the attendees, many of whom were living with disabilities. Rather than trying to force a square peg into a round hole, we worked closely with the client to develop a customized staffing plan that prioritized empathy, patience, and creative problem-solving."

6. Offer Diverse Food Options for Attendees to Eat

Expert: Carissa Kruse, Founder, Carissa Kruse Weddings

Offer inclusive meal options.

• "Catering should include various food options to cater to different dietary restrictions and cultural preferences."
• "Provide different dietary options such as vegetarian, vegan, gluten-free, halal, and kosher. Clearly label these options to prevent confusion and ensure that everyone feels included. This way, no one will feel left out during mealtimes and can cater to their dietary needs."

7. Hire Diverse Event Speakers

Expert: Laia Quintana, Head of Marketing and Sales,TeamUp

"When we launch a new feature for our solution, our team often invites our fitness business clients to events to demonstrate the new capabilities. Ensuring these events are accessible, welcoming, and inclusive is vital to our success."

Partner with speakers who represent your audience:

• We focus on one strategy to make sure all attendees feel valued and comfortable: using diverse representation in marketing materials and speakers. To show diversity in your audience, use images and stories from various ethnicities, genders, and abilities.
• Invite keynote speakers from various backgrounds to share their unique perspectives and expertise. This approach promotes a more inclusive environment where all attendees feel represented, connected, and appreciated at your events.

8. Streamline Event Check-in Procedures

Expert: Misti Morgenstern, Owner, Elevate Event Staff

"Streamlining the check-in procedure itself is crucial. A clear, straightforward process that treats everyone fairly and equitably is essential for making all attendees feel welcomed and valued upon arrival. An easy solution might be to utilize an event check-in app."

Optimize Your Event Registration Process:

• "We minimized potential points of confusion through intuitive line management and communication using respectful, inclusive language."
• "Gathering information on accommodation needs ahead of time allows us to properly facilitate an accessible experience. By proactively identifying specific requirements during event registration, we can arrange to fully accommodate all attendees and ensure their seamless participation."

9. Create Inclusive-minded Promotions and Event Marketing Materials

Expert: Brooke Webber, Head of Marketing, Ninja Patches

"Your goal is to remove any question marks for attendees. Don't make them guess if they'll have a good time or will even be able to navigate the space itself."

Provide venue maps to attendees:

• "Share maps of the event space's floorplans, noting things like elevators, ramp entries, and exits, and designated handicapped parking."
• "Provide detailed descriptions of the event's seating itself, plus the ability to make seating or other necessary reservation requests ahead of time, like sign language interpreters or mobility assistance."

Create accessible event video content:

• "Ensure video promotions contain closed captions and a written description."

10. Incorporate Assistive Technology for Inclusivity

Expert: Casey Meraz, Owner and Digital Marketing Expert, Juris Digital

"Creating an inclusive conference starts with understanding and addressing diverse needs."

Utilize live captioning software.

• "At the Lawyer Mastermind Conference, we provided real-time captioning for all sessions. This wasn't just for those with hearing impairments; it also helped non-native English speakers and anyone who benefits from visual reinforcement of spoken content."
• Feedback from attendees indicated that this small change made a big difference, enhancing their overall experience."

Building Inclusive Events for a Brighter Future

Incorporating inclusivity into your conference planning is not only a thoughtful practice but also a strategic one. By following these 10 expert-backed strategies, you can create successful events that resonate with a diverse audience and foster a welcoming atmosphere for everyone.

Remember, inclusivity is an ongoing journey, and there's always room to learn and grow!

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