This blog was co-authored by Chloe White, Manager of Initiatives and Partnerships.

As events began to return to an in-person format, planning inclusive and accessible events should be a top priority for organizations reengaging in community. Some key components provide critical opportunities for organizations to meet their community where they’re at and provide a welcoming experience for all attendees and partners.

Inclusivity in registration

Your registration forms should only require data fields you truly need, and you should be transparent with why you’re collecting this information. If you’re asking for a mailing address, include “we will mail swag to this address” or another reason, but this should be an optional field unless you have a true need for it, as not everyone has a consistent address and providing one can pose safety concerns for some.

Gender inclusivity

Our identities are deeply ingrained in how we address ourselves. And how we identify ourselves should be respected and acknowledged. Asking registrants’ pronouns, preferred names, and providing inclusive language of gender is imperative to making others feel welcomed and seen within your events.

Food accommodations

If you are serving food at your event, it’s important to capture food preferences and restrictions on your registration form so that everyone feels welcome and accommodated. Asking for dietary restrictions allows you to catch any needs or desires

Venue selection and material procurement

Your venue should be able to accommodate your needs and the needs of your attendees. Is the venue wheelchair accessible? Is it easily accessible via public transportation? Does it have adequate lighting and sound to ensure everyone can see and hear? Ask yourself these questions as you select a venue; conducting a walk-through before choosing a spot can help ensure it’s suitable for all of your guests.

Another great way to bring in the community during your event is to source giveaways and swag from local businesses whenever possible. This supports local businesses financially and gives them free marketing through word-of-mouth. Furthermore, it can create partnership opportunities that can assist in drawing an audience and more.

Content and facilitation

Your content should always reflect your audience's needs. Your goal should be for people to take something away from what you are planning.

Content needs shouldn’t just include surface level information, but comfortability. Establishing that comfortability is providing your audience with all opportunities to see themselves within the content. Whether that is through bringing speakers or content that speaks to their individual identities or experiences. This should be reflective across both gender, sexuality, race, age, nationality, and more.

Events are for our minds, our bodies, and our souls. Factor in time for breaks for folks to digest the information, dialogue with others, and take time to re-energize.

Sydney Wilson, our Manager of Equity Initiatives, wrote a blog about creating safe spaces during facilitation that we recommend you check out when designing the content of your events.

Accessibility

You should ask yourself other key questions when planning events to maximize accessibility. Do you have a virtual option for those with travel barriers or schedule conflicts? What does your audience need an interpreter, large print or braille documents to engage with content? What other needs might your audience have that you can accommodate?

These details may seem small when planning events, but these accommodations make a big difference for your attendees. If you are mindful, you are on the right track to better engagement and providing a safe space for people to feel as though they would want to return or attend another one of your events, further building meaningful relationships within your community.

Planning Equitable Events