Inclusive event programming and communication

Diverse and inclusive event/meeting agendas and communications   

Each event or meeting is an opportunity to bring people and to foster a sense of community and belonging. By prioritising inclusivity, events and meetings can become powerful platforms for exchange, innovation, and social change.

When people see themselves reflected in the programming, they are more likely to engage fully, share their unique perspectives, and contribute to the event's success. 

Likewise, ensuring communication is accessible and inclusive throughout the event or meeting planning process, from registration to the day itself, ensures that every attendee is as informed as possible and can engage fully.

Inclusive communication helps prevent exclusion, promotes transparency, and builds trust among attendees. 

Creating inclusive event/meeting programmes and agendas 

Inclusive programming is important not only for the diversity of the events, but it also signals to the wider profession that your practice acknowledges and celebrates diversity. Architecture can better represent the society it aims to serve by the individuals who are speaking about topics within architecture.  

While, we all have different life experiences and different points of view, many experiences are not necessarily being shared. This is a lost opportunity for learning, growth, and celebration. When diverse speakers and contributors influence the direction of the event or meeting, it is likely that the event or meeting will appeal to a larger audience, which benefits both those organising the event and the wider profession.  

We hope these key prompts below will assist you in planning inclusive agendas and selecting diverse speakers.  

Don’t only look for experts by title

When we default to the “best” in a category, we can reinforce the existing under-representation within the profession. Sourcing speakers outside our traditional networks means looking for differences in experiences and points of view.

For example, if you already have eight speakers who are registered architects, it could be valuable to bring in someone within a community organisation working on the issue with a different approach.   

Support your speaker/facilitator

When you approach a speaker from an underrepresented background, do make sure they have the necessary materials, time, and context so they can prepare appropriately before the event.

Don’t, for example, place a junior architect from a minoritised group who lacks the necessary expertise on a panel alongside senior colleagues only to tick the diversity box. Not only is this tokenism, but doing so may only reinforce harmful biases and stereotypes.  

Set an ambitious goal

Quantify the goals you’re hoping to achieve, for example you may set a target that your speakers should be at least 50% women.  Go beyond cursory research on speakers and seek to engage speakers with great experience and stories.

However, don’t have “diverse” speakers always/only speak about inclusion and diversity topics. Seeking out diverse representation of speakers only on diversity panels/topics is not being inclusive. This shows a lack of recognition of an individual's range of knowledge and expertise in the field.  

Ask for speaker recommendations from a diverse group of people

As a rule of thumb, ask for recommendations from a diverse group. Explicitly state that you’re focused on cultivating speaker diversity and would value recommendations of non-traditional speakers.   

Build new networks

We all need to cultivate new networks, partnerships, and contacts. Here you could reach out to other relevant professional associations, and architect networks.

However, your first contact with these new networks should not be when you’re seeking speakers. You should aim to establish a pre-existing relationship.    

Give yourself enough time

Make sure you have sufficient time and help to find, invite, plan and work with diverse speakers. Specifically for panels, finding speakers takes time.

Too often, speakers or contacts already known to the organisation are asked to participate in an event because of time constraints. Also, make sure whoever is responsible for seeking speakers is committed to diversifying the speaker/panel and is well briefed on the goals for the event. 

Inclusive briefing templates 

Consider sharing these inclusive briefing templates with presenters/speakers, and chairs/facilitators. Inclusive presenting and chairing are not just buzzwords; inclusivity is a fundamental aspect of creating meaningful and impactful events.

Whether it's a forum, event, or meeting, inclusive presenting and chairing ensures that all participants feel welcome, respected, and empowered to engage actively.  

The briefing templates here include inclusive briefing notes for chairs and facilitator as well as speakers or presenters, and briefing notes for presenters and guests joining an event or meeting virtually.

Inclusive speaker/presenter brief  

In today's diverse and inclusive world, it is essential to create presentations that embrace and engage with audiences from all walks of life.  

By fostering an environment that values diversity, promotes accessibility, and respects different perspectives, we can ensure that messages of events and meetings reach and resonate with a wide range of individuals.

By understanding your audience, using inclusive language, creating accessible materials, promoting engagement, and embracing cultural diversity, you can create a welcoming and empowering experience for all participants.  

To this end, this brief aims to provide you with practical guidelines and tips to help you present inclusively and make a positive impact on your audience.   

Understand your audience  

• Research and analyse your audience demographics to gain insights into their cultural, social, and professional backgrounds
• Tailor your content to cater to a diverse audience

Language and communication  

• Use inclusive language that respects and includes everyone, avoiding stereotypes or assumptions 
• Be aware of potential language barriers and strive for clarity and simplicity in your communication
• Facilitating lip reading: Dangling earrings, zigzag patterned ties and loud graphic prints can make lip-reading more difficult. Trim back moustaches, avoid glossy lipstick and try not to talk with your hands over your mouth

Visual aids and presentation design  

• Ensure your visual aids (slides, images, videos) are accessible to all by following accessibility guidelines (such as using alt text for describing images, and using high contrast colours)
• Choose diverse imagery that represents different ethnicities, genders, abilities, and cultures, promoting an inclusive visual environment
• Consider using large font sizes, clear fonts, and ample spacing to enhance readability for all participants
• Describe any photographs or images. Try to do this as naturally as possible and for images that are a key part of the presentation. Logos and graphics intended to brighten up a slide do not always need to be described, a photo of the new head of housing services would be mentioned as exactly that, but an image of a housing layout would be explained in more detail including, if relevant, the relationship and shape of rooms if they are important  

Interaction and Engagement  

• Encourage active participation by creating an inclusive and respectful atmosphere for questions, comments, and discussions
• Facilitate dialogue by actively listening, valuing different perspectives, and fostering a safe space for diverse opinions
• Be mindful of time management, ensuring that all participants have equal opportunities to engage and contribute. It is often critical not to over-run on timing. People may rely on medication, food or support needs at certain times, so meetings that over-run can cause distress
• If extra time is needed, you or the chairperson should check with audience whether it is acceptable to continue and, if so, for how long. It’s tempting to speed up when you are running out of time, instead try to simplify your message
• Practice your timing and include at least 20% contingency time. Always time your delivery before the event, allowing extra time for explanations, questions, and interpretation. It’s not uncommon for a communications professional to ask a presenter to slow down or repeat something

Download inclusive speaker/presenter brief (ODT, 13 KB)

Inclusive chair/facilitator brief  

Chairs and facilitators are leaders of events, conferences, and meetings, and so, you play a crucial role in setting the tone and ensuring that all participants feel welcome, respected, and included.  

By chairing an event inclusively, you create an environment that encourages diverse perspectives, promotes active participation, and cultivates a sense of belonging for everyone involved.  

This brief aims to provide you with practical guidelines and tips to help you effectively chair an event with inclusivity at its core.  

Preparing for an inclusive event  

• Familiarise yourself with the diverse backgrounds and needs of the participants through careful research and pre-event communication

Setting the stage  

• Begin the event by warmly welcoming all participants and emphasising the importance of inclusivity
• Ensure any instructions for fire evacuation include information for disabled attendees. The host organisation should advise in advance on their fire safety arrangements for people requiring assistance.
• Don’t forget to mention directions for toilets and accessible changing facilities   
• Ask if anyone needs the loop system before the event/meeting starts
• Introduce yourself and provide a brief overview of the event's objectives, emphasising the value of diverse perspectives, if appropriate
• Introduce all speakers with a note of their academic/service/experiential credentials and relevant titles
• Be sure to check with the speakers how they would like to be introduced and take note of panellists' pronouns
• Make it clear that no question is too simple or silly, all ideas are welcomed, and that the event/meeting is non-judgmental

Facilitating equitable discussions  

• Encourage active participation by creating a safe and respectful space for all attendees to express their opinions and ask questions
• Be mindful of imbalances in participation, ensuring that everyone has an opportunity to contribute and be heard
• Moderating discussions, call out any inappropriate or exclusionary language or behaviour
• Treat all those asking questions with the same degree of formality and respect
• Provide panellists with the same amount of time to respond to questions. When questions are asked of the whole panel, rotate who responds first. Here it could help to set expectations clearly, for example, by asking: ‘Would each panellist please take one minute to respond to the question?’  
• Try to take a few questions at a time, ensuring there are questions from a diversity of people (participants from different genders, ethnic backgrounds, younger audience members etc.).   

Managing Time and Agenda  

• Develop a well-structured agenda that allows for diverse perspectives, minimising the dominance of a few individuals
• Be mindful of time management, ensuring that sessions or discussions do not overrun, allowing for equal opportunities for participation and engagement

Download Inclusive chair/facilitator brief (ODT, 14 KB)

Inclusive briefing for virtual/hybrid events and meetings 

We are pleased to welcome you to our virtual/hybrid meeting/event. This briefing note provides essential information to help you participate fully and comfortably. Our goal is to foster an inclusive environment where every voice can be heard and valued. 

In this note, you will find details on the meeting agenda, technical instructions, accessibility features, and best practices for participation. We encourage you to review this information ahead of time to make the most of our time together. 

Meeting/event agenda 

Insert agenda with timings and speaker information here. An example: 

• Introduction and welcome 
• Presentation on [topic] 
• Breakout sessions/group discussions 
• Question and Answer session 
• Closing remarks 

A detailed agenda will be shared at the beginning of the meeting. 

Technical details and joining instructions 

The use of Microsoft Teams is for example only. Please include a similar level of detail on your virtual platform of choice.  

Using Microsoft Teams: getting started  

• We will be sending you a Microsoft Teams invitation and a joining link for the virtual meeting via email
• If you don’t have Microsoft teams, please use the instructions below to either download the Teams app or access Teams via web browser

Download and Installation  

• Desktop App: Download from Microsoft Teams website 
• Mobile App: Available on iOS and Android through the respective app stores
• Web App: Accessible via any web browser at teams.microsoft.com

Signing In  

• Use your Microsoft account to sign in. If you don't have an account, you can create one

Using Microsoft Teams: accessibility features  

Microsoft teams has several built-in accessibility features. This includes:

• Screen reader support. Teams is compatible with screen readers like JAWS and NVDA on Windows, VoiceOver on macOS, and Narrator on Windows. Enable these through your device’s accessibility settings.  
• High contrast mode. Adjust visual settings by going to "Settings" > "General" > "Theme" and selecting "High contrast".  
• Live captions. During meetings, turn on live captions by selecting on "More options" (three dots) > "Turn on live captions". Captions appear in real-time.  
• Immersive reader. Available for messages and posts, this feature improves readability by adjusting text size, spacing, and background colour. Activate it by selecting "More options" > "Immersive Reader".  
• Translate messages. Teams can translate messages into the user’s preferred language. Select "More options" on a message and select "Translate". 

Best practice for participation  

• We encourage all attendees to introduce themselves, and if comfortable, state their pronouns 
• Please provide descriptions of any images, graphs or pictures for any blind or low-sighted attendees
• Please feel free to engage in the meeting in a format that is most comfortable to you, for example, either by speaking or typing in the chat
• When you are not speaking, we kindly ask that you turn your audio to ‘mute’ 
• When you do wish to speak, please use the ‘raise hand’ function
• We recognise that having video turned on for extended periods of time can be an access barrier, so please feel free to turn your video off as needed
• During the meeting/event, attendees may share personal experiences; we ask that this information is treated with respect and confidentiality
• Please ensure good lighting and clear audio, using headphones is recommended
• Try to minimise background noise and visual distractions

Download Inclusive briefing for virtual/hybrid events and meetings (ODT, 18 KB)

Inclusive communications  

Communicating in an inclusive and accessible way is an ongoing process of learning and growth. The inclusion needs of potential guests, speakers and participants will be as varied as they are distinct, and it is unlikely all possible needs will be anticipated. 

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. 

It is best practice to provide a named contact who guests can contact directly about inclusion and access needs. Be sure to signpost to the contact and your openness to receiving inclusion and access requests.  

Inclusion and access statements   

An inclusion and access statement provides information about the inclusion and accessibility features of a building, venue, meeting or event. It is important to have an inclusion and access statement in all communications to your attendees about the event or meeting: from its being announced, to invitations, and follow-up communications.  

Inclusion and access statements also promote inclusion by ensuring that everyone can access and enjoy your event or meeting. They help to remove barriers and provide equal opportunities for participation and engagement. 

A brief guide on what to include in an inclusion and access statement: 

Example access and inclusion statement 

At [event/meeting name or practice name], we are committed to creating a welcoming, inclusive, and accessible environment for all attendees. Our goal is to ensure that everyone can fully participate and enjoy the event/meeting. 

We are happy to provide information about the event/meeting to allow you to plan your visit for maximum comfort, including but not limited to:

• closest accessible transport
• available breakout/quiet spaces
• seating arrangements
• physical, sensory, and cognitive accessibility
• dietary information and the serving of alcohol

Please see our website on how to get to [venue] with further information on the inclusion and accessibility of the building.  

If you would like to discuss your attendance and inclusion and/or access needs to attend the event comfortably, please get in touch at [designated.contact@practice.org].   

We will endeavour to respond to as many inclusion and access requests we can within [x number of] days/weeks of the event. If you have a request less than [x number of] days/weeks from the event, please contact us as soon as possible to maximise the chance of us being able to respond.  

Events inclusion and access is an ongoing process of learning, and we welcome any feedback from our guests. 

Guidance on what to include in an inclusion and access statement 

Event/meeting description
This is optional, depending on whether this information is already in the invite/publicising page. Provide a brief overview of the event/meeting, including its date, time, location, and any relevant details about the venue.

This helps individuals understand the context of the event/meeting. Some venues have access and inclusion webpages, if the venue you’re using has one, be sure to include that in the statement.  

Dress code
Dress codes can be difficult to understand and therefore exclusionary. Try to include examples and a descriptive of the dress code that is inclusive.  

Suggested text: We encourage you to embrace your personal style, dressing in any way you feel comfortable and enables you to express your authentic self.    

Ticket pricing
Many people can and are excluded from events/meetings due to the cost of tickets. If possible, try to arrange discounted tickets, and/or sponsors for junior guests and guests from underrepresented backgrounds.   

Suggested text: Discounted tickets will be available to students and those not currently in full-time employment. Please consider sponsoring a junior colleague or a colleague from an underrepresented background to attend this event/meeting and widen diverse participation.    

Accessibility features
List the specific accessibility features and accommodations that will be available at the event/meeting or can be requested. Remember to state clearly what is not available.

Filling out the inclusive events checklist, will help you gather the relevant information needed. Some common examples include:  

Wheelchair accessibility
Describe whether the venue has ramps, elevators, accessible restrooms, and designated parking spaces for disabled visitors. Mention explicitly if there are areas in the building/venue that does not have step free access.

Provide the dimensions of any venues, lifts, corridors, and walkways. The statement could include:  

• The building has elevator access to all floors, and a mobile ramp is [available/not available] to use on floor 2 for the Conference Room, which does not have step free access 
• All toilet facilities have step free access/The toilet facilities in the basement unfortunately don’t have step free access, but we have a dedicated accessible toilet facility on the ground floor with step free access
• We have designated parking for disabled guests/Unfortunately, we do not have designated parking for disabled guests, but we can allow for the pick-up and drop-off of disabled guests at the front entrance

Sign language interpretation
Mention if sign language interpretation will be provided for individuals who are Deaf or hard of hearing, or if this can be requested. The statement could include the following:  

• BSL interpretation and lipspeakers will be provided.  
• Unfortunately, BSL interpretation and lipspeakers cannot be provided, [can add: but all recorded material will have captions].  
• BSL interpretation and lipspeakers can be provided upon request  

Assistive listening devices
If the event has a sound system, mention if assistive listening devices will be available for those hard of hearing.   

For example: Portable/fixed induction loops will be provided/not provided/provided upon request.  

Visual aids
If the event involves visual presentations or displays, explain if there will be captioning, large-print materials, or other visual aids. For example:

• Live captioning will be provided/not provided/provided upon request
• Auto-captioning will be provided/not provided/provided upon request
• Large print materials will be provided/provided upon request

Seating accommodations
Specify if there will be designated seating areas for individuals with mobility limitations or specific seating requirements.  

For example: Designated seating provisions can be made for guests upon request.  

Quiet or break-out spaces
Specify if there will be a designated quiet space for those wishing to decompress from sensory stimulation or wish to have a quiet space for prayers. Note if this space is accessible step-free.  

For example: A designated quiet/break-out space will/will not be provided. This space will/will not be step-free.  

Service animals
State the event's policy on allowing service animals and any relevant guidelines for attendees bringing service animals. Note if water, food, and break out space will be provided for the service animal.  

For example: Assistance animals are welcome. Water and a breakout space will be available, please ask the event front desk staff for information.  

Food and beverages 
Be explicit about the kinds of food and beverages that will be on offer, especially if you will be serving alcohol. Some example include:

• Vegan and vegetarian options will/will not be available. All food/some food/no food will be Kosher and Halal. ‘Free-from’ food options, and allergy-specific options can/cannot be arranged prior to the event.  
• Please note that alcohol will/will not be served at this event. Non-alcoholic options will/will not be available, such as [sparkling elderflower cordial, sodas, zero-percent non-alcoholic beers and wines].  

Contact information. Include contact details for attendees to reach out with inclusion and accessibility inquiries or requests. Provide an email address or phone number where individuals can get in touch with the event organisers directly.  

For example:  If you would like to discuss your attendance and inclusion and/or access needs to attend the event comfortably, please get in touch at [designated.contact@practice.org].   

Deadline for access requests. If there are limitations on accommodating certain requests or if attendees need to make access requests in advance, clearly mention the deadline by which requests should be submitted.  

For example: We will endeavour to respond to as many inclusion and access requests we can within [x number of] days/weeks of the event. If you have a request less than [x number of] days/weeks from the event, please contact us as soon as possible to maximise the chance of us being able to respond.   

Continuous improvement: Express a commitment to continually improving accessibility and invite feedback from attendees regarding their experience and suggestions for further enhancements.  

For example: Events inclusion and access is an ongoing process of learning, and we welcome any feedback from our guests.  

Remember to use clear and concise language and consider seeking input from those you wish to include to ensure the statement is comprehensive and accurate.