Inclusive Events Toolkit- main inclusive actions
Where do I start?
Planning and hosting inclusive and accessible meetings and events can feel overwhelming – with so many things to consider, where do you start?
This page has been created as a starting point when planning your meeting or event. If you don’t have the capacity to delve into more detail, these carefully chosen prompts will help ensure your meeting or event meets a minimum standard of inclusivity.
For a deeper dive into inclusion and accessibility, see our:
Actions for inclusive internal events and meetings
We realise that you will know your practice or organisation better than we ever could. With this in mind, we have prepared some core prompts that can be adapted to your unique context and to help you think about, and plan for, your events in an inclusive and accessible way.
Preparation and planning
Define clear objectives
Ensuring the purpose and goals of the meeting or event are clear and communicated to all participants in advance.
Consider accessibility
Be sure to communicate to all participants in advance that you intend this to be a welcoming and accessible event by including an access statement (check out the ‘template’ section). And remember to ask participants in advance if they have any inclusion or access needs.
Choose venues accessible to the broadest range of individuals, which have ramps, clear signposting, lifts, quiet spaces, and accessible, gender-neutral restrooms and changing facilities. Access our checklist for key accessibility considerations.
Provide options for virtual participation to accommodate remote attendees or those unable to attend in person.
Think carefully about timings
Select times that accommodate different time zones and consider cultural and religious observances, and care responsibilities.
Provide ample notice to allow participants to arrange their schedules, and for the event/meeting planners to arrange for any inclusion and access requests.
Develop an inclusive agenda
Actively reach out to and include diverse speakers and presenters from marginalised and underrepresented groups. Set time for open discussions and Question and Answer sessions to encourage participation from everyone and ensure the agenda has been timetabled with a degree of flexibility to include comfort breaks.
Communication
Be explicit about inclusion and access provisions
Transparency is the key to getting inclusion right more often. Detail the kinds of access and inclusion provision you will have. Communicate this openly and transparently via the publicising of the event, in the invitations, and the booking process.
Remember to include the access and inclusion provisions you don’t have. This way, the potential guest, participant or speaker can decide for themselves whether the event is inclusive and accessible to them.
Include inclusion and access statements
Ensure all invitations have an inclusion and access statement, such as: ‘We want our event to be accessible and welcoming to everyone. Please let us know how we can support your attendance and engagement, including any accessibility, religious or dietary requirements’.
Check out our templates for access and inclusion statements.
Don’t forget to provide contact details for participants to make inclusion and access requests.
Use inclusive language
For example, include gender-neutral language and avoiding jargon or slang. Communicate with accessibility embedded, by using visual aids, captions, and transcripts for better understanding, and asking participants what their preferred communication style and format is.
Consult with the communities you hope to include
Inclusion and access are personal: what makes an event inclusive and accessible to one person may make it unwelcome and/or inaccessible for another. So, it is crucial that every stage of the event is approached with transparency and care, and to consult with the communities we hope to include.
Participation and engagement
Create safe and brave spaces at your meetings and events
Establish rules that promote respect and prohibit discriminatory behaviour.
Encourage a culture where everyone feels safe to express their opinions and ideas, and where people with privilege can be brave to speak about uncomfortable topics.
Brief guests and speakers/presenters/chairs on inclusive discussion spaces
Learn about our inclusive speaker and chair briefing templates. For instance, actively invite contributions from quieter or less dominant voices and use various engagement methods such as polls, breakout groups, and collaborative tools.
If you are the chair of the discussion, pay attention to group dynamics and intervene if certain individuals or groups dominate the conversation, and be prepared to adjust the agenda or format if necessary to ensure balanced participation.
Consider planned activities carefully
Consider whether the activities have a broad general appeal and if they require a certain level of physical activity or technical participation (running, drawing, cutting etc.).
Refreshments
Collect dietary information beforehand
Ensure that the information is used to cater to specific dietary needs on the day.
Cater for a range of attendees
Ensure the refreshments on offer cater for common dietary requirements such as Halal and Kosher options, vegetarian and vegan options, and options without key allergens like gluten, lactose and nut-free refreshments.
Clearly communicate and label refreshments
When alcohol is to be served, ensure this is communicated clearly in advance.
Clearly label and communicate if refreshments contain key allergens or meat.
Clearly label and communicate if refreshments are Halal, Kosher, vegetarian or vegan.
Follow-up
Provide summaries and action items afterwards
Ensure summaries and action items are provided in as many formats as possible to ensure they are accessible to all participants (e.g., audio/video recordings, written notes, transcripts etc.).
Be sure to acknowledge and thank all participants for their input and contributions.
Actively encourage and seek feedback
Find out how your attendees experienced your meeting or event through surveys or direct engagement with participants.
Share and celebrate positive experiences as best practice throughout the organisation.
Note down negative experiences and ensure that improvements are made in future meetings and events.
