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How to Plan Inclusive Events

When we are planning large events for our organizations, such as professional conferences or company-wide gatherings, it is important to consider the best way to make sure every member feels included. In order to assist you in that mission, we have put together a checklist for you to consider as you plan your events:

Checklist for Inclusive Events
  1. Ensure there are accessible and safe gender-neutral bathrooms.

  2. If you are using nametags, allow individuals to include chosen name and pronouns.

  3. Provide access to spaces for individuals to breastfeed.

  4. Within presentations, include image descriptions, live transcription, and use the microphone in order to increase accessibility.

  5. Create “recharge” or “cool down” spaces so individuals can take time away from the conference or meetings for a break.

  6. Provide access to private, safe, and quiet prayer spaces in the conference area.

  7. If you are providing food, be sure to include kosher, halal, and other dietary restrictive (i.e., gluten-free, vegan) options.

  8. If possible, consider having translators, including an American Sign Language (ASL) interpreter, available or transcriptions of presentations in other languages.

  9. If you are hosting a “happy hour” or other alcohol-related events, be sure to include options for sober spaces. Consider options that do not emphasize drinking.

  10. Adopt a Code of Conduct (CoC) and prepare a diverse response team to enforce it.

The CoC is “a living document meant to keep the community safe and should state clearly the behaviors that are deemed unacceptable by the community, the consequences for engaging in such behaviors, and the way to report violations” (Joo et al., 2022)

And, as always, one of the best ways to ensure inclusion is to make sure your organization is diverse and equitable! Contact us to learn more about what you can do today to be a leader in DEI.

This list is a starting point for you and your organization as you consider how best to plan an inclusive event, but it is just that, a starting point. Be sure to consider your specific population and other needs you should account for. Have suggestions or additions to the list? Let us know at!

For more information and suggestions, check out this article.

What’s next?

Contact Mattingly today to schedule a consultation and learn more about how you can create an inclusive workplace that enables all of your employees to enjoy every gathering!

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