There’s so much to love about in-person events—the connections, the conversations, the exchange of new ideas and solutions, and the potential to make new friends and biz besties. Whether you’re planning a workshop, conference, or networking gathering, inclusivity should be at the heart of your planning process. Not only does it communicate that marginalized people are welcome, but it also ensures everyone feels considered and valued, enhancing the experience for all attendees. Here are ten practical ways to make your event a model of inclusivity:
1. Provide Disability Access
Accessibility is a must, not an afterthought. Ensure your venue is fully accessible to people with disabilities by providing:
- Ramps and elevators
- Disability parking with clear access to the venue entrance
- Accessible restrooms
- Adequate signage in braille
- Seating arrangements that accommodate wheelchairs and mobility aids
- Assistive listening devices
- Sign language interpreters and closed captioning for presentations
By addressing these needs, you create an environment where everyone can participate fully and comfortably. In a world where community structures often deny access to many in the disability community, be the business owner who mindfully chooses an accessible venue.
2. Have an Acknowledgment or Welcome to Country
Start your event by paying respect to the Aboriginal peoples of the land. Having an Acknowledgment of Country or organizing a Welcome to Country ceremony honors First Nations cultures and sets a respectful, inclusive tone for your event. This gesture recognises the history and significance of the land on which your event takes place.
When an Acknowledgment of Country is appropriate:
If your event is being attended by people on the same Aboriginal Country where the event is held, an Acknowledgment of Country is appropriate. If you’re unsure what to include in your Acknowledgment of Country, I offer a free webinar replay on creating Powerful & Personalized Acknowledgments of Country for your Business. You can access it by signing up for my mailing list HERE. I also provide Customized Acknowledgments in 1:1 Creation sessions, which you can check out HERE.
When a Welcome to Country is appropriate:
If you have attendees traveling from outside the Aboriginal Country, a Welcome to Country is necessary. Make sure you include a Welcome to Country in your event budget. Keep in mind that only Aboriginal people from that particular Country can deliver a Welcome to others coming into that Country, though protocols may differ between language groups.
3. Offer Food That Caters to Medical, Lifestyle, and Cultural Needs
Food is a significant part of any event experience. Inclusive food catering means considering attendees’ medical, lifestyle, and cultural food requirements. Ensure you cater to diverse dietary needs by providing options such as:
- Vegetarian and vegan dishes
- Gluten-free and allergen-aware choices
- Halal and kosher meals
- Clearly labeled ingredients so attendees know exactly what they are consuming
This thoughtful approach ensures all attendees can enjoy meals without stress, exclusion, or feeling like they’re being fussy because of their food needs.
4. Showcase a Diverse Speaker Lineup
Your speakers should reflect the diversity you want to see in your audience. Aim to include individuals from various backgrounds, cultures, genders, and experiences. Diverse perspectives lead to richer discussions and more engaging content, making your event more appealing and relatable to a broad audience.
Keep in mind that having speakers say yes to speaking at your event is often directly linked to the relationship you have with each other. If you’ve made no effort to engage with or build relationships with a speaker from a marginalised background, they’ll most likely decline your invitation. After all, how can they know if they’ll be safe in your event space and among the attendees you’ve attracted to the event?
Another thought to consider is why event hosts should benefit from diverse ticket buyers because of a marginalised speaker you’ve invited if you have no intentions of supporting or maintaining a respectful relationship with them or their community.
5. Have Anti-Discrimination and Inclusive Policies & Guidelines in Place
As event hosts and business owners, you get to mold the culture and set the tone of your event space to be respectful and socially conscious of marginalization and marginalised people. Policies, community guidelines, and codes of conduct add a layer of protection for all attendees, especially those who experience systemic discrimination regularly.
Set clear expectations for behavior at your event by establishing and communicating anti-discrimination and inclusive policies. Some of these may include:
- Anti-discrimination policies
- Procedures for reporting and addressing misconduct
- Buyer agreements
- Attendee, speaker, staff & volunteer code of conduct
- Inclusion policies
These policies help create a safe and welcoming environment where all attendees feel valued and have the right to experience respect and dignity at your event.
I have a free template for an Anti-Discrimination Policy, a Code of Conduct for attendees, and a Code of Conduct for speakers. Pop into my DMs on Facebook or Instagram with which one you’d like, and I’ll send it to you.
6. Provide a Program with Topics That Diverse Communities Are Interested In
You wouldn’t attend an event with topics that don’t interest you, right? It’s the same for marginalized people. When planning your event program, consider topics that resonate with and are relevant to diverse communities. Conduct research or consult with representatives from different groups to understand their interests and challenges. Tailoring your content in this way demonstrates your commitment to inclusivity and encourages broader participation.
For example:
- They may not be interested in: Building an Empire to Maximize Profits
Why Not? This topic emphasises profit maximisation and empire-building, which can feel disconnected from the values of many marginalised communities. It may seem overly focused on individual gain and corporate success, which might not resonate with those who prioritize collective well-being, ethical practices, and community impact over sheer profit. - But they might be interested in: Building Sustainable, Community-Centered Businesses
Why? This topic aligns with the values of many within marginalised communities, focusing on sustainability, ethics, and community. It emphasises creating businesses that not only thrive financially but also contribute positively to society. This approach is often more appealing to those who value making a difference and fostering social good through their business practices. - They may not be interested in: Networking Tactics for High-Level Executives
Why Not? This topic may feel irrelevant or inaccessible to individuals from marginalised communities who are often underrepresented in executive roles. - But they may be interested in: Creating Meaningful Network Connections for Emerging Leaders
Why? This topic is more inclusive and empowering, focusing on building genuine connections and support networks for those who are still establishing themselves in their fields. It acknowledges the unique challenges that emerging leaders from marginalised communities might face and offers strategies to help them create valuable relationships that can support their growth and success.
7. Plan Activities That Everyone Can Fully Participate In
People attend events for the whole experience. If they can’t fully participate in activities, they’ll feel like they’re missing out—because they are! Consider whether each activity is necessary and whether it will provide a transformative experience for all attendees. If not, reconsider including it.
It’s crucial to ensure that all event activities are accessible and inclusive. You can do this by:
- Designing interactive sessions that consider different ability levels.
- Providing materials in multiple formats (e.g., print, digital, large print).
- Avoiding activities that may alienate or exclude certain groups.
- Allowing for different forms of participation (e.g., verbal and written contributions).
Inclusive activities support engagement and make all attendees feel involved, appreciated, and part of the community.
8. Invite Individuals and Groups from Diverse Communities to Attend
Actively reaching out to individuals and groups from diverse communities is a crucial step in making your event more inclusive. I understand that this might feel daunting, especially if it involves stepping outside of your usual networks. But here’s the thing: inclusivity often requires us to stretch beyond our comfort zones.
Let me clarify: this isn’t about barging into marginalized spaces and claiming a place that isn’t yours. Instead, think of it as building genuine connections. Start by engaging with these communities with respect and openness. Listen carefully to their needs and interests. Assess if your event can truly offer value or fulfill something they’re seeking.
Once you’ve made those connections and ensured that your event aligns with their needs, extend a thoughtful and sincere invitation. This approach not only invites diverse participation but also fosters meaningful relationships while demonstrating your commitment to inclusivity.
9. Provide Chill-Out Spaces for Attendees Who May Feel Overwhelmed
In-person events can be challenging for some, particularly those who are introverted, experience social anxiety, or become easily overstimulated. The lack of a quiet space to retreat, ground oneself, or simply be in silence can be a significant barrier to attending—even if the event’s content is highly appealing. By offering a designated chill-out space, you can make your event more welcoming and accessible to these individuals.
A well-designed chill-out space allows attendees to:
- Take a quiet break away from the crowd.
- Relax in a comfortable and calm environment.
- Regroup and recharge without the pressure to socialize.
Equip this space with comfortable seating, low lighting, and minimal noise. This thoughtful inclusion helps attendees manage stress and maintain their well-being throughout the event, making it more enjoyable and enticing to people who have different needs in social settings.
10. Provide Equitable Payment or Attendance Options
To make your event accessible, it’s essential to offer equitable payment or attendance options. Not everyone has the same financial resources, and offering flexible options ensures that cost isn’t a barrier to participation. Consider these strategies:
- Sliding Scale Pricing: Offer tickets at different price points based on what attendees can afford. This allows people to choose a payment option that fits their budget while still contributing to the event’s costs.
- Pay-What-You-Can: This model gives attendees the freedom to pay what they’re able to, making the event more accessible to those who might not otherwise be able to attend.
- Scholarships: Provide scholarships or sponsored tickets for individuals from marginalized communities who might not have the financial means to attend. This not only increases diversity at your event but also supports those who may benefit most from attending.
- Installment Payments: Allow attendees to pay for their tickets in installments. Breaking down the cost into manageable payments over time can make attending more feasible for those on a tight budget.
Please note that offering equitable payment or attendance options alone will not effectively attract diverse communities to your event or ensure a culturally safe environment. However, when combined with other inclusive event strategies, these options can significantly enhance your event’s success in creating a welcoming and diverse space.
By incorporating these equitable payment options, you ensure that your event is accessible to a wider range of people, particularly those from marginalized communities who have historically been denied access to wealth. This approach recognises the disparity in wealth distribution between privileged and marginalized communities, making your event inclusive, accessible, and equitable.
Final Thoughts
Making inclusivity a priority in your event planning doesn’t just benefit marginalised communities—it creates a richer, more vibrant experience for everyone. By implementing these strategies, you’re not just hosting an event; you’re cultivating a space where everyone feels they belong. And that’s something worth celebrating!
Want 1:1 support with your event?
If you’d like my support with your event, I offer a 4-week 1:1 package that may interest you.
In the package, I’ll walk you through my Inclusive In-Person Event Framework.
In 4x 1:1 Zoom sessions, we’ll cover:
- Planning: Ensuring your event is inclusive of diverse communities from the start.
- Policies: Setting up your event to provide a safe space for marginalised people to attend.
- Marketing: Creating event content, copy, and images that are inclusive and effectively communicate the inclusivity of your event.
- Patronage: Making sure your event is accessible and equitable for the people who need it most.
Investment: $900 AU
Bonus: Includes a short video presentation to prepare you for each session, access to my inclusive events policy templates, and the knowledge to use my Inclusive In-Person Event Framework for all your future events.
Ready to book?
You can schedule your first session through this link: Book Your First Session. I’ll contact you to arrange the remaining sessions.