Inclusivity has become a key value for leading businesses around the globe. A positive development that also influences modern business events. An understandable trend, because managing inclusiveness on your event impacts the satisfaction of attendees, as well as the overall event success. So, what can you do to welcome every single attendee? In this article you’ll find a list of recommendations to ensure guests of any gender, ethnicity, age, ability, and beyond feel more than included at your event.

1. Design inclusive event sessions

An inclusive event considers the diverse needs of its attendees, recognising that people have different ways of learning, participating, and engaging. Without thoughtful planning, certain groups may feel excluded or find it difficult to fully participate. Common examples are:

• Attendees with visual impairments, who may struggle with presentations that rely heavily on visual aids without verbal descriptions. Similarly, those with auditory impairments may find sessions challenging if there is no sign language interpretation or captioning available. Here’s what you can do:
  ○ Offer audio descriptions for visual content
  ○ Ensure all videos are captioned
  ○ Provide sign language interpreters or use technical applications that offer the spoken information in written text forms.
• Individuals who are neurodiverse or have cognitive disabilities, might find fast-paced, information-dense sessions overwhelming. To avoid this, consider:
  ○ Designing sessions with clear, concise information
  ○ Allow attendees to take breaks and provide quiet rooms, where attendees can retreat if they feel overwhelmed
  ○ Offer materials ahead of time for pre-session review
• Introverts might find large group discussions or activities that require speaking up in front of everyone challenging. Small group discussions or activities and event apps that allow for anonymous Q&A sessions can help. This way, you give those uncomfortable with public speaking a voice, ensuring their insights are heard and valued.
• Participants for whom the event’s primary language is not their first language, could struggle to keep up with the pace of presentations or to engage in discussions. To include non-native speakers you can:
  ○ Offer simultaneous translation services
  ○ Ensure that materials are available in multiple languages, including glossaries for technical or industry-specific terms
  ○ Encourage speakers to talk clearly and at a measured pace
  ○ Use technical applications that translate spoken information into written text, translated in the desired language.

2. Embrace gender inclusivity

The commitment to inclusivity on your business event includes a modern understanding of gender. If you want to ensure your event is gender-inclusive, you could consider the following measures:

• Provide options on registration forms for attendees to specify their pronouns including he/him, she/her, they/them, and an option for attendees to specify if they use pronouns not listed. Use these pronouns on nametags, conference materials, and within event apps to respect and affirm everyone’s gender identity.
• Convert some of the restrooms to gender-neutral facilities. Set up clear signage and communication prior to and during the event about the location and availability of these restrooms.
• Train your event staff on gender inclusivity, including the use of correct pronouns, understanding of gender diversity, and how to create a welcoming environment for all attendees.
• Ensure that your event’s content, including panels, speakers, and presentations, addresses or is mindful of gender issues where relevant. Striving for a gender-balanced list of speakers and presenters also reflects a commitment to inclusivity.

3. Cater to all attendees with diverse culinary options

Catering at events goes beyond merely providing food; it’s an opportunity to make all attendees feel welcomed and valued by acknowledging diverse dietary needs. Inclusive catering recognises a spectrum of dietary restrictions, preferences, and cultural practices. A few ways to ensure everyone enjoys your event’s catering services are:

• Broad dietary options
  Make sure there are options to choose from for everyone, offering vegetarian, vegan, gluten-free, halal, and kosher choices.
• Clear communication and labelling
  Verify that the catering service labels all food items with ingredients and potential allergens, as well as symbols indicating if they meet specific dietary criteria. This transparency allows attendees to make informed choices and feel confident in the food they consume.
• Culturally diverse menu selections
  Incorporate a selection of dishes that reflect a variety of cultural traditions and cuisines. This not only caters to attendees from different backgrounds, but also enriches the dining experience for all participants, offering a taste of global diversity.

4. Establish a clear code of conduct

Setting expectations for conduct reinforces your event’s commitment to inclusivity. Outline expected behaviours, emphasising the importance of a respectful environment. Your event’s code of conduct should:

• Explicitly prohibit discrimination and harassment of any kind including discrimination based on gender identity and expression.

• Provide clear guidelines for reporting and addressing grievances.

• Demonstrate a commitment to a safe and inclusive environment.

5. Prioritise accessibility

A truly inclusive event is accessible to everyone. Choose venues that are welcoming to all attendees, including those with disabilities. This involves:

• Ensuring all areas are wheelchair accessible and making sure they are easy to navigate for everyone, including attendees with visual impairments
• A schedule with sufficient breaks, which allows everyone to move comfortably between locations
• Offering virtual access to sessions for those who cannot physically move between spaces quickly

Building an inclusive event is about creating an environment where diversity is not just accommodated, but celebrated. The goal is to create an event at which everyone, regardless of their personal or physical challenges, can participate fully, learn, and contribute to the success of the event.

Are you hosting a business event in the near future? Ask us about our inclusivity facilities or other services. Contact us via +31 20 531 33 55 or via events@beursvanberlage.com.