Creating inclusive events might sound like a box-ticking exercise, or something you do because you’re supposed to. But in reality, it’s much more than that. It’s about creating experiences where everyone feels welcome and able to fully participate.
Over recent years we’ve seen an increase in accessibility considerations from our clients when conducting Venue Finds for them, and perhaps just as importantly, we’re now seeing more venues because increasingly aware of accessibility requirements and implementing the necessary measures.
So, we know inclusivity isn’t just a trend, and we think it’s the foundation of a great event. Here’s how to make it a genuine part of your planning process, from your first ideas all the way to the final follow-ups.
Think Beyond Accessibility
Let’s start with the basics: physical accessibility. It’s really not optional. Step-free access, accessible toilets, clear signage, and appropriate seating options are top of the list when selecting a venue. But it doesn’t end there…
It’s just as important to consider neurodivergent guests, those with invisible disabilities, or anyone who might experience anxiety in certain environments. Quiet rooms, noise-dampening areas, and calm lighting can be really helpful, and appreciated more than you might expect.
Your AV setup matters too. Think about subtitles for videos, interpreters if needed, or offering presentations in multiple formats so everyone can engage in the way that works best for them.
Representation Isn’t Just Nice
When people see themselves reflected in your speaker line-up, branding, entertainment or even catering, they feel more at home. And that sense of being seen leads to better engagement and better outcomes.
Aim for diverse speakers, and not just when the topic is diversity itself. Include people of different genders, backgrounds, ethnicities, abilities, and ages as standard practice. When you’re booking entertainment or creative contributors, think about how your choices reflect the people attending. Representation is about broadening your perspective and making space for voices that often go unheard.
Language Shapes Experience
Inclusive events are built on inclusive communication, which starts with your copy – before, during and after the event. Use clear, welcoming language that avoids assumptions about gender, background, or roles.
For example, swap “ladies and gentlemen” for “everyone” or “guests.” Avoid jargon that might exclude people new to the sector or unfamiliar with the company’s culture. It’s also worth offering materials in alternative formats, such as large print, braille, or digital versions compatible with screen readers. These are small details that have a big impact.
Dietary Needs Matter
Food brings people together, but it can also unintentionally make some feel left out. Offer a variety of dietary options, not just vegetarian, but also vegan, gluten-free, halal, kosher, and allergy-aware choices. Make sure everything is clearly labelled, and brief your catering team to take all requests seriously.
Better still, ask people in advance of the event about their needs. A simple question on your registration form can ensure you are correctly prepared.
Inclusivity in Your Agenda
Consider how your schedule serves the needs of different people. Back-to-back sessions can be tiring and hard to access for neurodivergent people, for those with childcare responsibilities, or for anyone who doesn’t thrive in high-pressure environments.
Build in breaks, offer flexible attendance options, and be mindful of energy levels across the day. Hybrid and virtual attendance options also help include those who can’t travel or prefer to engage remotely.
Networking formats matter too, but not everyone feels comfortable in big groups or loud rooms. Offering smaller breakout discussions or topic-based meet-ups can make things less daunting.
Safe Spaces and Support
You never know what someone might be carrying with them when they walk into an event. Providing access to quiet spaces, mental health support, or a designated wellbeing officer can make your event feel more human.
It also helps to be upfront about your inclusivity policies. Let people know who they can speak to if they experience discrimination or need support. It shows you’ve thought about it, and that you take inclusion seriously.
Get Feedback – And Actually Use It!
One of the best ways to make your events more inclusive is to ask attendees how you’re doing, and then take that feedback seriously. We always include questions in the post-event survey that focus on accessibility, representation and comfort.
You won’t get everything perfect every time, but being willing to learn and adjust is the right attitude.
Let’s Make Your Next Event More Inclusive
We consider and build inclusivity into every stage of planning, it is not something we bolt on at the end. Whether you’re hosting a conference, away day, or networking event, we can help you create an experience where everyone feels welcome and valued. Get in touch with us here to talk about making your next corporate event more accessible and inclusive with the help of our Hippo team!
Hippo offer Event Project Management and Global Venue Finding services. Contact us today on 01372 460 100 or events@hippoevents.co.uk to see how we can assist.