Blog 3: 5 Tips for Planning Inclusive Events

When planning both in-person and virtual events, we make sure that the experience is respectful and equitable for all attendees. Here are some tips that we encourage you to incorporate into your next event to make sure that it is inclusive for all.

1. Registration Site

To set the tone from the beginning of your event, review your registration site and make sure that it is easy to read for all.

  • Is the font set between 12 and 16?
  • Is the language simple, welcoming and informative?
  • Are the links clearly identified and are they working correctly?
  • Can guests identify allergies and dietary requirements (if food is being served) in advance?
  • Is there an area on the registration page for guests to identify any disabilities and/or accommodations required?

All of these are important questions to answer before you send your registration out to potential guests.

2. Communication with Attendees

Just as with the registration site, ensure that each correspondence that is provided to your attendees is clear and easy to read. This includes:

  • Registration confirmations
  • Information about transportation
  • Any programs or handouts that you will be providing

Name tags should also be printed in large font and include first name, last name, preferred pronoun and organization that the attendee is representing.

3. Signage

Pay special attention to the signage that you are displaying for your event. The font should be large enough to read at a distance and if you’re using colour, ensure that they are contrasting.

When putting out wayfinding signs, remember that your guests may not be familiar with your venue. Signs should be posted at each “intersection” both inside and outside.

For equity purposes, be sure to ensure that all your guests can travel the same path between locations.

4. Accessibility

Prior to your event, travel all areas of the venue and ensure that you have identified an accessible path for all guests to travel. Identify and remove any barriers as it’s best to ensure that all guests have the same experience if possible.

When addressing the attendees, use a microphone and be sure to ask presenters to do the same. Arrange interpreters well in advance of the event if needed. All presentations should be prepared in large font and arrange for them to be available after the event for all attendees.

Should your event staff be asking individuals if they require assistance, be sure that they are asking all attendees.

5. Evaluations

After your event, send out an evaluation and ask the attendees for feedback. Ask if there is anything that your organization can be doing to make the event experience more inclusive.

For more tips from our Brock University Conference and Events team email conference@brocku.ca

Happy Planning!