With the events industry back to where it was pre-Pandemic, it’s never been more important for companies to think about diversity and inclusion when organising events.

A lot of work goes into organising events, so it can be easy to overlook some details. While most small details can go unmissed, diversity in events is not one of them. All event organisers need to think about how they practice DEI from day one.

Here are five things event organisers need to consider for their next event, to make it as inclusive and welcoming as possible:

Venue accessibility

Most venues will offer accessibility to some degree, but there are occasions where event organisers may find limitations with certain venues. For example, some rooms may be off-limits to those with mobility impairments.

It’s important to think about every aspect of an in-person event when it comes to accessibility, to give everyone the same experience.

Similarly, when organising a virtual or hybrid event, care must be taken to make them as accessible as possible for those with hearing and visual impairments. Including subtitles or sign language can help to open up the event for those with audio impairment. Including an audio description option can also help those with visual impairments be part of the event.

Diverse representation

Fostering diversity in events starts with the speaker lineup. Create a diverse schedule of events led by a diverse group of people from all backgrounds. This will ensure diversity is seen to be a priority from the beginning. Likewise, all marketing materials should be inclusive. This is both in terms of imagery and language – reflecting the diverse nature of the world. This ensures you create a welcoming atmosphere for all attendees. What’s more, your event can also act as a pioneer for helping those from underrepresented backgrounds be front and centre.

Breakout areas

Events can be overwhelming for some people, so create chillout areas for people to get out of the crowds and decompress. This provides a welcome space during busy days.

These can be used to simply have a 10-minute break with a coffee or catch up on emails. Delegates may also use these for informal networking and meetings away from the hustle and bustle of the main event. While informal breaks give attendees the chance to escape the crowds, optional wellness activities or facilitated networking can add value. Optional wellness activities and facilitated networking, for example, can help attendees relax and enable conversations to flow.

Rethink registrations

Registration forms can be overlooked. Not often updated, some registration forms are used year after year. Every time you put on an event, it’s worth giving them a once over to ensure you’re collecting relevant information and have options for all gender identities, religions, and nationalities. Not doing so could put potential attendees off attending the event from the first hurdle.

Think about virtual or hybrid

Hybrid isn’t just a buzzword in the working world. Hybrid events are becoming more popular as event organisers look for ways to attract attendees from all over the world. But hybrid and virtual events are much more than opening up events to visitors from far afield. These events allow those who may feel uncomfortable in large groups to attend, learn, and network.

Inclusivity is not a one-size-fits-all approach; it requires ongoing commitment and adaptability by all involved. Embracing diversity and prioritising inclusion in our events, means we enrich the attendee experience and contribute to a more inclusive and compassionate society.

Engaging corporate event planners is one way to ensure diversity and inclusion is ingrained in events from the bottom up. Gathering feedback from attendees and working with DEI experts can also help to shape your event and make sure you don’t fail delegates.

If you’re looking to host a hybrid or virtual event, get in touch with our team today!