What Can You Do to Make Your Event Truly Inclusive?

Planning a genuinely inclusive event is not just important—it’s *essential*! It’s all about looking beyond your perspective to create a space where everyone feels welcomed, valued, and empowered to connect. Let’s make inclusion a priority right from the start!

Diversity, Equity, Inclusion, and Accessibility (DEIA)

You’ve probably heard the term DEIA, but it’s more than just a buzzword! Setting goals around:

• Diversity
• Equity
• Inclusion
• Accessibility

Ensure that everyone—from attendees to speakers—feels at home at your event.

How to Plan for Inclusion, Step-by-Step

Planning an inclusive event doesn’t have to be overwhelming! Breaking it down into manageable parts can make a world of difference. Here’s how to start:

1. Diverse & Local Businesses
2. Event Communications
3. Code of Conduct
4. Attendee Accessibility, Visibility & Hearing Needs
5. Assistance for Underrepresented Participants
6. Diverse Speaker Roster
7. Equity vs Equality

1 – Diverse & Local Businesses

Support the community and embrace diversity by partnering with local and underrepresented businesses. It’s a win-win—these partnerships bring fresh perspectives to your event while strengthening the local economy. Not sure where to start? Search for:

• Women-Owned
• Minority-Owned
• Black-Owned
• LGBTQ+-Owned

By working with diverse vendors, you’re creating an inclusive event and minimizing your event’s carbon footprint. That’s sustainability in action!

2 – Event Communications

Clear, welcoming communication sets the tone! Use gender-neutral language, make signs accessible, and include translations whenever possible. From using QR codes for translations to creating signage for the visually impaired, these small touches can make a huge impact.

3 – Code of Conduct

Establishing a clear code of conduct isn’t just about rules—it’s about creating a safe, welcoming space. Set expectations upfront with guidelines like:

• Harassment-free Environment
• Respect for All Participants
• Clear Consequences for Misconduct

IMEX sets a fantastic example here; you can use their practices as inspiration!

4 – Attendee Accessibility, Visibility & Hearing Needs

Inclusivity means making sure that everyone can participate fully! Think about tools like:

• Assistive Listening Devices
• Closed Captioning
• Sign Language Interpreters

These additions ensure no one is left out of the experience.

5 – Assistance for Underrepresented Participants

Don’t let financial or logistical barriers stop people from joining! Offering options like:

• Scholarships
• Technology Assistance
• Daycare Services
• Virtual Attendance Options

It can make all the difference. ROSCon does this well by offering scholarships and ensuring everyone has a chance to participate.

6 – How to Achieve a Diverse Speaker Roster

A diverse speaker lineup brings rich perspectives and helps attendees learn from various voices. Encourage a wide range of applicants by:

• Using inclusive messaging
• Offering optional demographic fields
• Ensuring privacy and choice

Your call for speakers is your moment to invite new, diverse voices into the conversation!

7 – Equity vs Equality

Equity and equality—these terms may sound similar, but understanding the difference is key to inclusivity:

• Equity means giving people what they need to succeed.
• Equality means giving everyone the same resources or opportunities.

Both matter, but equity ensures a genuinely level playing field.

Your Turn!

These tips are just the beginning! Do you have ideas on how to make events more inclusive? We’d love to hear your thoughts! Please share your experiences and help us all learn how to build events where everyone feels included and valued.

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Let’s build an event that truly welcomes everyone!