10 Expert-Recommended Strategies for Creating Inclusive Events

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. 

 

Table of Contents:

• Ensure event venue accessibility
• 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

 

1. Ensure conference and event venue accessibility

• 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.  
• Conference programs can incorporate elements of the host city's culture, from locally sourced cuisine to displaying artwork throughout the social events.  
• Your event marketing materials can also feature diverse images that represent the broad audience we aim to attract. We also designed a kids center for professional parents to continue developing their careers without missing a moment with their little ones.  
• Throughout the planning process, I consult with community groups and the host city to properly address those needs, and we ensure to incorporate them into the agenda. 

Marbella Berroa, Conference Planner, Canadian Association of General Surgeons 

 

2. Facilitate Attendee Introductions

• 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 all attendees, enabling those interested in socializing or seeking specific information to do so. My goal was to create a welcoming environment where everyone, regardless of their background or experience level, felt valued and included.

Victor Hsi, Founder, UGC Creator

 

 

3. Adjust Layout for Wheelchair Accessibility

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

• An important part of our strategy involves changing our seating layout to be accessible for wheelchairs and mobility aids, giving more space for people to move around.
• Our menus are also available in Braille and in large print, and on our website in a format that can be read by a screen reader.
• 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.
• We also created sensory-friendly dining areas that are dimly lit with a low noise level, giving guests with sensory sensitivities a relaxing and enjoyable environment to dine in.

 Alex Cornici, Director of Marketing, Awesome Hibachi 

 

4. Event Mobile App as a Tool for Inclusive Events

• 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. 
• Based on the feedback I have received, event managers are using digital technologies, such as mobile apps, to ensure all attendees can access event information, particularly agendas and push notifications. Event mobile apps are a highly accessible technology from a cost perspective, which is why event managers prioritize them. 

Roman Mastalir, CEO, Eventee

 

5. Embrace Flexibility and Adaptability

• 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. 
• 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. 

Daniel Meursing, CEO, Premier Staff

 

6. Offer Diverse Food Options

• Catering should include various food options to cater to different dietary restrictions and cultural preferences.  
• Provide vegetarian, vegan, gluten-free, halal, and kosher options, clearly labeling each dish to avoid confusion and ensure everyone feels considered. This way, no one will feel left out during mealtimes, and can cater to their dietary needs. 

Carissa Kruse, Founder, Carissa Kruse Weddings

 

7. Hire Diverse Event Speakers

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.  

• We focus on one strategy to make sure all attendees feel valued and comfortable: using diverse representation in marketing materials and speakers.  
• You can emulate this by including images and stories from different ethnicities, genders, and abilities to reflect the diversity of your audience. 
  
• You can also invite keynote speakers from various backgrounds to share their unique perspectives and expertise.  
• This approach helps create a more inclusive environment where all attendees feel represented, connected, and appreciated at your events.

 

Laia Quintana, Head of Marketing and Sales,TeamUp

 

8. Streamline Event Check-in Procedures

• 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.   
• 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 registration, we can arrange to fully accommodate all attendees and ensure their seamless participation. 

Misti Morgenstern, Owner, Elevate Event Staff

 

9. Inclusive-Minded Promotions

• Ensure video promotions contain closed captions and an alt-text written description. 
  
• Share maps of the event space's floorplans, noting things like elevators, ramp entries and exits, and designated handicap 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.  
• The point is to remove any questions 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

Brooke Webber, Head of Marketing, Ninja Patches

 

10. Incorporate Assistive Technology for Inclusivity

Creating an inclusive conference starts with understanding and addressing diverse needs:

• One specific strategy that's been successful for us is incorporating assistive technology. 
  
• For instance, 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. 

Casey Meraz, Owner and Digital Marketing Expert, Juris Digital

 

Building Inclusive Events for a Brighter Future 

Incorporating inclusivity into your event planning is not only a thoughtful practice but also a strategic one. By following these 10 expert-backed strategies, you can create 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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