🚀 The Event Playbook:
Proven strategies to level up your next event!

Crafting Welcoming Events: Essential Strategies and Insights

Beyond logistics, successful events hinge on creating spaces where diversity thrives and inclusion reigns.

Want to host an event where every guest feels like they belong? That’s the secret to a successful gathering.

Let's dive into some practical advice and actionable steps to make your events enjoyable and supportive for all kinds of attendees.


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10 Clever Ways to Plan More Inclusive Events

1. Really Get to Know Your Crowd

Before you start planning, you’ve got to understand who’s coming. Think about:

  • Who they are: Age, gender, cultural backgrounds, abilities – it all matters.
  • What they like: Figure out what topics and activities will get them excited.
  • What they need: Consider any special accommodations different folks might need to feel comfortable and included.

Once you’ve got a handle on who’s showing up, you can tailor the whole experience to make sure everyone feels welcome and can join in fully.

2. Make Accessibility Your Top Priority

When you’re picking a venue, accessibility should be number one on your list.

Sure, a place might look amazing, but if it’s hard to get around or doesn’t have the right accommodations, it’s not the right fit.

Ask yourself:

  1. Can everyone move around easily? Is it wheelchair-friendly? Are there enough accessible bathrooms and parking spots?
  2. What about people with sensory sensitivities? Can you adjust the lighting? Are there quiet spaces if someone needs a break?
  3. Are the signs clear and easy to follow? Good wayfinding can make a huge difference for guests trying to navigate the space.

Keep in mind that accessibility isn’t just about meeting requirements.

It's about creating an environment where everyone can fully participate and feel valued. Don't be afraid to go above and beyond!

3. Set Clear Goals for Diversity

Now that you know your audience, it’s time to set some clear diversity and inclusion goals for your event.

To really embrace inclusivity, you’ve got to be intentional from the start. Ask yourself:

  • What does diversity look like for this particular event?
  • How will you make sure different groups are represented?
  • How will you measure your success in promoting inclusivity?

To really track your progress, set some measurable targets.

Maybe it’s a certain percentage of sessions with translation services for non-English speakers, a specific number of accessible seating arrangements, or a target feedback score on inclusivity from your post-event survey.

The important thing is to be specific and actionable.

4. Choose a Venue That Makes Everyone Feel Welcome

With your diversity goals in mind, it’s time to find a venue that aligns with your vision.

Where you host your event can really set the tone for the whole atmosphere. Consider:

  1. Accessibility: Make sure there’s wheelchair access, facilities for people with sensory sensitivities, and any other necessary accommodations.
  2. Location: Pick a spot that’s easy to get to by public transit and has plenty of parking.
  3. Inclusive atmosphere: The venue should show a commitment to diversity, from its decor to how its staff is trained.

The layout of the space is just as important, especially for ADA accessibility.

While it might be tempting to maximize capacity, cramming in too many tables and chairs can make it tough for people using mobility aids to move around.

5. Weave Accessibility Into Every Part of Your Event

Picking an accessible venue is a great start, but true inclusivity means thinking about accessibility at every stage of your event.

It’s not optional – it’s essential for a truly inclusive event.

When planning, include detailed info about accessibility features in all your promotional materials.

Make sure presentations and handouts are available in accessible formats. Consider offering sign language interpreters or captioning for presentations.

It’s also a good idea to reserve some prime seating at the front for people who lip-read, have hearing difficulties, or use electronic hearing aids.

These little touches can make a big difference in someone’s experience.

Weaving accessibility throughout your event planning lets you create an environment where everyone can fully participate and feel valued.

It’s these thoughtful details that often leave the most lasting positive impressions on your attendees.

6. Get Input from the Community

Want a surefire way to make your event more inclusive? Involve people from diverse communities in the planning process.

Their insights and perspectives are gold. Try:

  • Reaching out to community leaders or organizations for input and guidance.
  • Sending out surveys to find out what potential attendees need and prefer.
  • Putting together a diverse planning committee to oversee the event.

Starting with a mix of voices on your leadership team helps address unconscious bias.

Plus, you’ll benefit from a richer variety of ideas and approaches. It’s a win-win!

7. Spread the Word in a Way That Welcomes Everyone

With your accessible venue locked down and your dream team assembled, it’s time to start promoting your event.

Make sure your messaging is welcoming to all. That means:

  1. Using diverse images and language in your marketing materials.
  2. Highlighting accessibility information in all your communications.
  3. Reaching out to various community groups to spread the word.

A Cvent survey found that 71% of event planners think diverse visuals and wording are crucial for inclusive events. Don’t skip this important step!

8. Get Ready for the Big Day

As the event gets closer, make sure your whole team is prepared to create an inclusive experience from start to finish.

When the big day arrives, your crew should be ready to help attendees with all kinds of needs. Some key tasks:

  • Put up clear signs to help people find their way around.
  • Designate someone to handle accessibility questions.
  • Do a final walk-through to make sure everything’s in place.
Offering materials in multiple languages is also a great idea, catering to a range of language preferences.

9. Gather Feedback After the Fact

Inclusivity doesn’t end when the last session wraps up.

To keep improving and make sure future events are even more welcoming, it’s crucial to get feedback from attendees.

Once the event is over, collect insights from your guests on inclusivity.

  1. Surveys to capture overall experiences.
  2. Focus groups to dig deeper into what worked well and what could be better.
  3. Follow-up emails to say thanks and invite more feedback.

The most direct way to assess inclusivity is to ask participants directly.

Post-event surveys, focus groups, and one-on-one conversations are all valid methods.

Make sure you ask specific questions about how inclusive the event felt.

10. Use Tech to Boost Accessibility

In our digital age, technology can be a powerful tool for creating more inclusive events.

The right tech can really enhance accessibility. Consider:

TechnologyWhat It DoesHow It Helps
Live CaptioningReal-time transcription of spoken content during presentationsAllows attendees with hearing impairments to follow along
Mobile AppsEvent-specific apps with schedules, maps, networking opportunitiesBoosts engagement and puts key information at attendees’ fingertips
Virtual ParticipationPlatforms enabling remote attendees to join and interactImproves accessibility for those unable to attend in person

Accessibility technology can extend from your event website to on-site assistance like audio and video support, accessible ticketing, charging stations for electric wheelchairs and devices, comfortable temperatures, and custom lighting setups.

The Ups and Downs of Planning Inclusive Events

Planning an inclusive event is a great goal, but it’s important to recognize there might be some challenges along the way.

Understanding the pros and cons of inclusive event planning helps you make informed decisions. Here’s a quick breakdown:

ProsCons
Increases attendee satisfaction and engagementMay require additional resources and budget
Fosters a sense of community and belongingComplex logistics to accommodate diverse needs
Enhances brand reputation and loyaltyPotential for miscommunication if planning isn’t thorough

Embrace Diversity, Boost Your Impact

As you’ve seen, creating truly inclusive events takes dedication and know-how. But you don’t have to tackle it alone!

We & Goliath specializes in turning inclusivity goals into reality.

Our team has years of experience developing accessible, engaging events that resonate with diverse audiences.

From finding the perfect venue to implementing cutting-edge accessibility technology, we’re here to support you.

Ready to take your events to the next level and make a lasting impact?

Schedule a strategy session with We & Goliath today. Together, we’ll dream up gatherings that exceed expectations for every attendee.

Let’s set new standards for inclusive event planning.

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We & Goliath

We & Goliath is an award-winning, top 100 worldwide event agency known for increasing conference attendance by 7X and profits by 3X through beautifully designed virtual, hybrid, and in-person events. Since 1999, their team of innovative strategists and creative designers has worked with global enterprises, SMBs, non-profits, and other organizations to engage audiences and exceed expectations.

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