Articles by author: kdudley

  • 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

    Happy Planning!

  • Blog 2: 5 things to include on your event website

    Looking to plan an event? Our Conferences & Events team pulled together their top 5 things to include on your event website.

    1. Your Event Details

    This may be the most obvious piece on this list, but you would be surprised by just how many websites that do not include all of the event information on them!

    When talking about event details, this should include more than just the date, time, and location. The name of the event and the purpose should be front and centre. What is it and why would I want to attend?

    Details matter:

    There should be information regarding parking, the check-in desk, and more. Think like your customer, what information do you need to know in order to feel confident registering for your event?

    Think to answer questions such as:

    • Is parking free for guests?
    • Is there a specific parking lot guests should be parking in?
    • Where do guests sign-in on the day of the event?
    • Will the sign-in desk be open for the whole event or just for a few hours at the beginning of the day?

    2. Registration Link

    Closing the sales cycles means getting customers to hit the register.

    So how do you make sure they don’t miss it?

    • Have a bold call to action – Register Now, Register Today. Don’t miss out on the event of the year.
    • It is highly recommended to have a pre-registration call to action (see next section for more tips for this).
    • Market how full the event is e.g. 80% sold out!
    • Locate the registration link in a prominent location. Remember: People will give up rather quickly in attending an event if they must search through multiple pages or information to figure out how to register for your event.

    3. Registration Pricing/Early-Bird Rates

    Getting people registered early allows you to start working on operational logistics. Clients that offer savings on registration prices typically see strong registration numbers early in the planning cycle.     Include this on your website! Don’t forget to send out reminders leading into the last days of early pricing. The last thing you want is to have someone not register because they thought they had more time to receive the discount. Tip: have an early bird registration countdown on your website.

    4. Accommodation Options

    Are accommodations included in the guest’s registration fee? If not, you will want to provide local accommodation information for your guests on your website.

    Perhaps you have a partnership with a specific company that is going to offer a flat rate or your chosen venue offers overnight accommodations like we do at Brock University.

    Include information about the rates, the rooms, and contact information for how they can book a room for the event.

    5. Event/Conference Schedule

    Again, another one that may be obvious, but so often forgotten. Always be sure that the schedule posted on your site is the most up to date it can be. Keeping it up to date will allow potential guests to see what sort of sessions or activities are being offered and entice them to hit that Register Now button!

    For more tips from our Brock University Conference and Events team or to get a quote on your upcoming event, email

    Happy Planning!