An inclusive business event

Five ways to make all participants feel valued

Inclusivity has become a core value for leading companies worldwide. This positive trend also influences modern business events. Managing inclusivity at your event significantly impacts attendee satisfaction and overall success. So, what can you do to welcome every participant? Here are some practical steps to ensure that guests of all genders, ethnicities, ages, abilities, and more feel genuinely included.

1. Design inclusive event sessions

An inclusive event considers participants’ diverse needs and acknowledges that people engage, learn, and participate differently. Without thoughtful planning, certain groups may feel excluded or struggle to fully participate:

• Participants with visual impairments, who may find presentations reliant on visual aids challenging without verbal descriptions. Support them by:
  ○ Offering audio descriptions for visual content
  ○ Ensuring all videos are captioned
  ○ Providing sign language interpreters or apps that convert spoken information to text.
• Neurodiverse individuals or those with cognitive disabilities, who might find fast-paced, information-dense sessions overwhelming. Avoid this by:
  ○ Designing sessions with clear, concise information
  ○ Allowing for breaks and offering quiet spaces where participants can retreat
  ○ Providing materials beforehand for prior review
• Introverted participants, who may find large group discussions intimidating. Help by:
  ○ Offering smaller group discussions
  ○ Enabling anonymous Q&A sessions through event apps
• Non-native speakers, who may struggle with the event’s primary language. Make it easier by:
  ○ Offering simultaneous translation services
  ○ Making materials available in multiple languages
  ○ Encouraging speakers to speak clearly and at a measured pace.

2. Embrace gender inclusivity

Inclusivity in your event must reflect a modern understanding of gender. Consider these steps:

• Registration forms: Allow participants to specify their pronouns and use them in event materials and name tags.
• Facilities: Provide gender-neutral toilets and ensure clear signage about their availability.
• Training: Equip event staff with knowledge about gender diversity and appropriate use of pronouns.
• Content: Strive for gender-balanced speaker panels and presentations addressing relevant gender issues.

3. Cater to all attendees

Event catering is an opportunity to make everyone feel welcome by recognising diverse dietary needs. Steps include:

• Diverse options: Offer vegetarian, vegan, gluten-free, halal, and kosher meals.
• Clear labelling: Clearly indicate ingredients and allergens on food.
• Cultural diversity: Include dishes reflecting various cuisines to celebrate global flavours.

4. Establish a clear code of conduct

Reinforce your commitment to inclusivity by setting behaviour expectations. Ensure your code:

• Explicitly prohibits discrimination and harassment of any kind.
• Provides guidelines for reporting and handling complaints.
• Demonstrates dedication to a safe and inclusive environment.

5. Prioritise accessibility

An inclusive event is accessible to all attendees, including those with disabilities. Choose venues that:

• Ensure wheelchair accessibility and easy navigation for participants with visual impairments.
• Allow ample breaks in the schedule for comfortable transitions.
• Provide virtual access to sessions for those unable to move quickly between spaces.

Building an inclusive event means creating an environment where diversity is not just accommodated but celebrated. Your goal is to ensure that everyone, regardless of their personal or physical challenges, can fully participate, learn, and contribute to your event’s success.