Diversity and inclusion at events has been one of the industry’s hottest topics this year and heading into 2025, it will become increasingly more crucial as it continues to evolve. Before organisers can create inclusive events, they must understand what this means in practice and why it’s so important, as societal expectations shift, and new ethical and legal factors emerge.
In this blog, we’ll cover what inclusivity means in a broad context before exploring the importance and benefits of inclusive event planning. We’ll also take you through our downloadable 15-step guide to help you consider all the factors needed to deliver truly inclusive events.
Simply put, inclusivity means ‘including all types of people, things or ideas and treating them all fairly and equally’. It’s worth noting that inclusivity is an active term. It’s not enough to simply, not discriminate, but to be considered an inclusive event for all, organisers need to take a range of measures to pro-actively foster inclusivity.
To give some context, the opposite of inclusivity is exclusivity. A term which applies to something which is only accessible to a specific group of people and refuses engagement to others. The ‘others’ might be a small number of individuals, but failing to cater to any group’s specific needs – regardless of its size – means an event could be described as exclusive.
Every event you deliver reflects your company’s culture and values. Although your employees, clients and attendees should already understand your stance on inclusivity, the steps you’ve taken to weave this into every facet of the event experience should be evident.
A truly inclusive event is one where every one of your guests will feel equally welcomed, appreciated, encouraged and supported to engage fully in your sessions, breakouts, and networking opportunities.
Inclusion doesn’t just benefit you and your attendees for the duration of your event. An inclusive event will generate sustained engagement as your delegates will know they and their ideas are highly valued. Creating a wonderful sense of belonging during your event, and to your brand.
1. Accessible Language
Words matter! Inclusive language includes avoiding gendered terms and avoiding words that could cause offence to specific groups of people. Consider language accessibility with utmost importance and incorporate translators, sign language interpretation, induction loops, video captions and braille to ensure there are no barriers to engagement for your delegates.
2. Cultural and Religious Holidays
When beginning to plan your inclusive events, check the calendar for any religious or cultural holidays or celebrations which may clash with your proposed dates. This could create problems for some of your guests or even prevent them from attending altogether.
For example, if you’re planning on holding your event during Ramadan, how would your Muslim guests feel about abstaining from food while fellow guests are eating?
3. Financial Considerations
Think about the financial impact attending your event might have on your guests. Research and share cost-effective travel and accommodation options to help guests minimise the associated costs. Your ticket pricing should ideally offer some concessions to those who are entitled to them. Consider your guest experience from start to finish when creating inclusive events.
4. Quiet and Sensory-Friendly Spaces and Sessions
Events can be overwhelming – often there is little respite away from large crowds, noise and bright lights… Your guests may appreciate having quiet and safe spaces they can retreat to and re-energise. Offering low-stimulation activities, such as guided meditation, breathwork sessions, crafting or digital detox zones, will benefit attendees with sensory needs. These considerations will foster environments that benefit all your delegates and improve the inclusive event experience.
5. Inclusive Bathrooms
Introducing gender-neutral bathrooms at events is a crucial step towards dismantling barriers. These spaces provide a safe and welcoming environment for individuals of all gender identities, acknowledging the diversity within the attendee community.
6. Medical Support, Emergency and Health Services
Your attendees may have a range of different physical and mental health conditions or ailments affecting them. To ensure the safety and well-being of every guest, identify First Aid and specialist trained staff at the venue who are available during the event.
For people with more serious conditions, providing clear communication and readily available information about emergency procedures and local health services is hugely important for added peace of mind.
7. Hybrid Accessibility Options
Offering virtual participation options for your events ensures broader inclusion and engagement for any attendees who cannot join in person due to health, mobility, time, or other constraints. The increasing popularity of hybrid events is evident across the industry, this report from Cvent states that 97% of event professionals predict a future rise in this format.
Incorporating this element into your event design will ensure an inclusive experience for people with a diverse range of needs. For more tips about hosting hybrid events, have a read of our User’s guide to hybrid events at Congress Centre.
8. Pronoun and Name Tags
Giving your attendees the option to customise their name tags is a respectful way to support individual identities and encourage people to comfortably share their preferred names and pronouns. This will benefit your event and attendee community by creating an inclusive environment that recognises the diversity of gender identities and welcomes everyone.
9. Inclusive Event Catering
As well as vegan and vegetarian guests, organisers also need to know whether any of their attendees adhere to any dietary restrictions for health, cultural or religious reasons. Every invited guest should feel comfortable about stating their individual preferences. Once you’ve gathered this information, work with your caterers to create a delicious and nutritious menu suitable for all.
10. Mixed Event Content
Your content programme is the main reason people will want to attend your event. Have you done all you can to ensure every delegate is able to contribute comfortably? Consider areas including gender, race, ethnicity, physical and mental ability and sexual orientation when sense-checking your content to ensure nothing you’re saying or doing will alienate any of your audience.
11. Speaker Diversity
Guarantee a richness of content with diversity amongst your speakers to include all perspectives and experiences. Curating a lineup of diverse speakers that reflects a spectrum of backgrounds, identities, and viewpoints will offer a more inclusive exploration of the chosen topics. This will, in turn, foster an atmosphere where your guests feel more seen and comfortable to engage.
12. Accessible Signage
You may have attendees with more hidden disabilities such as visual impairments. This can be addressed by providing helpful elements such as braille, verbal descriptions of visual aids and high contrast colours for text displays to help with reading.
13. Animal-Friendly Areas
Some guests may need to bring their service animal to your event, so it’s important to check that your chosen venue will accommodate guide dogs and other medical support animals. If so, be sure to assess the access routes and confirm that sufficient spaces can be made available for designated rest areas with water bowls. Inform your event staff and attendees in advance that service animals will be present to ensure comfort and understanding.
14. Seating Arrangements
Creating inclusive events involves considering the entire guest journey from the perspective of people with different access needs. Carefully assess all areas and ensure adequate width for wheelchair navigation, ramp access and spacing between seats, to facilitate access, improve comfort and promote independence for your guests.
15. Event Feedback
By offering online and in-person feedback channels with anonymity options, you can showcase your commitment to positive change and make your attendees feel empowered to contribute their thoughts and opinions candidly.
Here at Congress Centre, we take our inclusivity responsibilities seriously. Our core values include equality, fairness, respect and dignity and we always put guest experience at the top of our priority list to create inclusive and accessible events for everyone.
Our central London conference venue facilitates many accessibility needs including raised step threads outside, lifts with low buttons, ramps, wide doors, accessible toilets and hearing loop systems. We also have numerous breakout rooms which can be used as safe, quiet spaces and our caterers are experts in delivering amazing food for all dietary requirements.
If you’re looking for a venue partner with inclusivity values that match your own, don’t hesitate to get in touch with the events team on 020 7467 1318 or via email at co*************@tu*.uk.