How To Approach Planning & Running An Inclusive Event

Inclusivity in event planning is a trending topic across industry, with 35% of meeting professionals stating this year that their organisation has been taking steps to implement more accessibility measures at recent events. It’s clear from this statistic that - whilst it’s becoming a more predominant consideration in the event planning psyche - there is far more to do when it comes to making accessibility considerations front of mind in every single corporate event.

Why This Matters

This matters to us because the seamless experience of every single guest is what motivates us when delivering exceptional events. If your event is accessible to disabled people, it’s also more likely to be inclusive and welcoming to everybody.

Context

When considering inclusivity, we are thinking across a broad range spectrum of physical disability, neurodiversity, speech and language and sensory considerations.

Our Perspective

We have prepared a guide on how we build inclusivity considerations into our 5 – stage event planning process, based on top tips from the Business Disability Forum on running inclusive corporate events.

Our approach to running inclusive events

DEFINE

Inclusivity should be built into the planning and budget from the very start of the event, even if no specific requirements are apparent.

DESIGN

Make the event work for everyone. As an event agency we are experienced in anticipating any requirements for guests at every stage of the process. Whether we are scoping venues, making choices on logistics and layout, or designing entertainment and activities, we are thinking about everything for you before the event even begins. If inclusivity considerations are front of mind from the outset, we can ensure that the event will work for everyone by making anticipatory adjustments even before the venue is chosen or the first guest has responded.

PLAN

Sharing as much as possible about the format, timing and accessibility of the day with guests whilst asking attendees in advance for any other adjustments they may need. By operating as a separate agency, it also means that any disclosure of disability or diversity doesn’t have to necessarily be disclosed to the employee’s company. This is critical, when you consider that studies have suggested that 43% of employees with a less visible disability haven’t disclosed it to their employer, with reasons including fears of not being believed or worry about damage to their career opportunities from disclosure (BUPA). From our side, everything is captured confidentially and planned with the experience on the day in mind and the participation of every guest, and nothing more.

DELIVER

Proven relationships with trusted suppliers who consider guest experience in the inclusive way we do. Experience brings the ability to anticipate and respond appropriately for every guest to any on the day requirements or emergencies, and how to work with speakers, activity providers or guests and hosts themselves to ensure inclusive language, media, and technology is considered and deployed where appropriate.

EXTEND

Ask for honest feedback and listen after. We also take time to think about how the impact of events can extend to be socially inclusive and give back to local communities in a broader sense, where there is opportunity to do so.