The UK event management industry, like many other sectors, has recognised the importance of diversity and inclusion (D&I) in recent years. D&I efforts aim to ensure that all individuals, regardless of their backgrounds, have equal opportunities, representation, and treatment within the industry.

Here are five strategies that events companies, such as Hippo Events, are integrating diversity, equity, and inclusion (DEI) into large-scale events:

Foster Community Engagement

  • Employ dedicated professionals to provide guidance on event accessibility, ensuring inclusivity for people of all abilities.
  • Collaborate with relevant local and national organisations to ensure the event content and delivery reflect the diversity of the audience.
  • Seek recommendations from convention bureaus, professional conference organisers, or venues for local expert services.

Analyse Data

  • Prioritise community engagement by identifying potential barriers to attendance through surveys, feedback, and data collection.
  • Plan and implement supportive measures to help attendees overcome barriers.
  • Consider options like accessible ticketing at reduced prices or scholarship programs to increase inclusivity.

Evaluate the Venue and Location

  • Choose a location that prioritises accessibility and has existing infrastructure to support diverse needs.
  • Select venues with features such as elevator access to all floors, accessible entrances, and designated seating for wheelchair users.
  • Ensure the event setup accommodates accessibility needs, such as providing ample space between tables and comfortable, accessible furniture.
  • Create a quiet, low sensory space for attendees who require a break.

Address Signage and Language

  • Provide translation and interpretation services, as well as sign language interpretation, for international attendees.
  • Make event information available in multiple languages through the attendee app or AI-generated real-time captioning.
  • Utilise a lanyard system to support various accessibility and inclusion requirements, such as the Hidden Disabilities Sunflower symbol.
  • Offer “no photos” lanyards to allow attendees to opt-out of photography if their security may be at risk.

Utilise Inclusive Terminology

  • Use inclusive language in event marketing, such as using “presenters” instead of “speakers” and encouraging presenters to address attendees as “folks” or “everyone” rather than using gendered terms.
  • Display non-gendered bathroom signage throughout the event space.
  • Encourage attendees to include preferred pronouns on their badges to avoid making assumptions.
  • Incorporate input from individuals with lived experiences, establish subcommittees, and allocate resources for specialist advisors to prioritize accessibility and inclusion from the beginning of the planning process.